newsletter publicity technology...frisco council of ptas newsletter deadline and publication...

NEWSLETTER PUBLICITY TECHNOLOGY

FISD COUNCIL OF PTAs CHAIRMAN TRAINING

Overview of PTA Communications

Newsletter, Local/Social Media and Websites are

the primary vehicles for disseminating PTA news and

information to parents, staff and the community.

Communication must be:

Informative and Positive

Timely

Approved by PTA President and Principal, if required

They’re all related…

NEWSLETTERS

Provide direct communication and can remain a reference long after they are distributed.

LOCAL MEDIA

NeighborsGo, Frisco-Online, etc. offer effective ways to reach the community.

SOCIAL MEDIA

Has the potential to reach many people, but the “rules” of use are still fuzzy and undefined.

WEBSITES

Living documents that should always be up to date

• Distribution

• Format

• Content

• Software

• Tips

NEWSLETTERS

NEWSLETTERS – Hard or Soft Copy?

Hard copy requires earlier deadlines to allow for

print time. Contact Sherri Broderick in the FISD

Print Center (broderis@friscoisd.org) for pricing

and order forms.

Electronic is the GREEN way to go! Distribute PDF

file via email using Constant Contact, Mail Chimp,

etc. to accommodate large distribution lists.

Regardless of your method, always

upload a copy to your PTA and/or

school website.

NEWSLETTERS – Distribution

Determine your distribution schedule and establish a

submission deadline for each issue.

This date should allow you enough time to put the

newsletter together and get approval from your

president and principal (about a week).

FRISCO COUNCIL OF PTAs NEWSLETTERDEADLINE AND PUBLICATION INFORMATION

2011-2012

PTA Council Meeting Publication Date Submission Deadline Reminder Sent

Tue, Sep. 20, 2011 Mon, Sep. 19, 2011 Tue, Sep. 13, 2011 Tue, Sep. 6, 2011

Tue, Oct. 18, 2011 Mon, Oct. 17, 2011 Tue, Oct. 11, 2011 Tue, Oct. 4, 2011

Tue, Jan. 17, 2012 Mon, Jan. 16, 2012 Tue, Jan. 10, 2012 Tue, Jan. 3, 2012

Tue, Mar. 20, 2012 Mon, Mar. 19, 2012 Tue, Mar. 13, 2012 Tue, Mar. 6, 2012

Tue, May 22, 2012 Mon, May 21, 2012 Tue, May 15, 2012 Tue, May 8, 2012

NEWSLETTERS – Distribution, continued

Publicize the schedule to PTA board members, school staff and any other contributors.

Announce the next submission deadline date at each PTA board meeting.

A few days before the submission deadline (and often again on the deadline date itself), email a reminder to all contributors.

Proofread your newsletter carefully and have someone else read it if possible!

Forward the completed document to your PTA president and principal for approval.

NEWSLETTERS – Format

Some PTAs are responsible for a newsletter that includes PTA and school news. Others do just the PTA.

If your newsletter publicizes school news, that section might include:

Principal’s message

Staff birthdays

School-sponsored event information

Counselor’s article

Nurse’s article

Librarian’s article

Specials Teachers’ articles (Computer, Art, P.E., Music)

Special Education/Gifted and Talented features

NEWSLETTERS – Format, continued

Your PTA section should include:

President’s message

Calendar of events

Board and Committee articles (Membership, Programs,

Volunteer opportunities, Room Parents, Spirit Store,

Store Program/Community Partner, Fundraising

updates, Book Fair, Cultural Arts, Environmental, etc.)

Frisco Council of PTAs and Texas PTA news (include links

to their websites)

NEWSLETTERS – Content

Consult the Texas PTA Award Criteria

http://www.txpta.org/recognition/local-awards/ in

order to be eligible for a newsletter award.

Newsletter Quality Content (50%), Accessibility

(30%), Effectiveness of Communication (20%)

NEWSLETTERS – Software

For creating the newsletter document:

Microsoft Publisher

Microsoft Word

Adobe InDesign

Others?

For emailing final PDF file to large distribution list:

Constant Contact

Mail Chimp

Others?

NEWSLETTERS – Tips

Create a theme and use it consistently throughout the newsletter and from issue to issue (color scheme, font types, photo borders, headers/footers, etc.)

Include photos and graphics whenever appropriate. They add interest and draw the reader in.

IMPORTANT: Before printing photos of students, consult your school’s list of children whose photos are not permitted to be published.

Double-check various calendar sources (school office, school/PTA website, board meeting minutes, article content that’s been submitted) to make sure all events are mentioned and the newsletter calendar is complete.

NEWSLETTERS – Tips, continued

Include a Table of Contents on the first page for

easy access to specific information.

For electronic newsletters insert hyperlinks for emails

and websites whenever possible.

Use “alias” email addresses for board chairs.

• Local Media

• Social Media

PUBLICITY/PUBLIC RELATIONS

PUBLICITY – Local Media

NeighborsGo

Frisco-Online

Frisco Enterprise

Dallas News blog

Coffee News

Around Town Kids

HOA’s newsletters or websites

Council newsletters or websites

Your school’s regular publicity channels (newsletter, website, email notifications, paper flyers, etc.)

Community Leaders (mayor, city council, FISD Admin.)

Others?

PUBLICITY – Social Media

Guidelines for Facebook, Twitter, etc…no mandated

policy. It is up to local units to manage.

Texas PTA has a suggested Social Media Policy

www.txpta.org/intranet/members/member-forms/

Pros versus Cons...how much is enough?

“Meeting of the Minds” with your Board

• Key Components

• Policies

• Information/Content

• Software

• Policies

• Limitations/Restrictions

• Tips

WEBSITE DESIGN

WEBSITE - Key Components

Understand your PTA goals

Key pieces of your website:

Information

Membership

Volunteering

On-line purchasing

How to market website

WEBSITE - Software

Many choices! (some free, some not)

Web Development: WebPTN, Members and More, Parent Connect, Club Spaces, Grassroots.org, School World (FISD), Googlesites, TeacherWeb, Membership Toolkit, DreamHost

Easy to use: Blogspot (Phillips) or WordPress (Nichols)

Volunteering: LotsaHelpingHands, MySignUp, Volunteer Spot, Google Docs, Sign Up Genius

Email Blasting: Mail Chimp, Constant Contact

Domain Names (some free, some not)

Go Daddy, Network Solutions, others

Part of your software package

.org

WEBSITE - Software

Ex. Of Mail Chimp

Free

Allows users to unsubscribe

Tracks opens, clicks

Download email addresses

Very user friendly

WEBSITE – Policies

No formal policies in place…use common sense

Limit/restrict photos and personal info

Volunteers must complete FISD background check

National PTA requires PWD protection for Bylaws &

Standing Rules

Personal recommendation to PWD protect Minutes &

Financials

Recommend being a “.org”

WEBSITE - Policies (cont.)

Consult the Texas PTA Award Criteria

http://www.txpta.org/recognition/local-awards/

order to be eligible for a website award.

Website Quality Content (50%), Ease of Navigation

(30%), Visual Appeal (20%)

WEBSITE – Policies (cont.)

Review other sites…

Many great sites available locally. Find them on Frisco

Council of PTAs website:

http://friscopta.org/home/directory_of_ptas

Review National PTA, Texas PTA

Contact your local website chairs

Contact Council

WEBSITE - Information/Content

Goals

President’s Letter

PTA Board

How to Join?

Calendars

Newsletters

Forms (Membership, Directory, Kroger Share, etc.)

Fundraising Programs

WEBSITE - Information/Content (cont.)

PTA Legislative

Announcements (RR Spirit Day, Awards/Recognitions)

Sponsors (pros and cons)

Spirit Days

Reflections/Cultural Arts

Bylaws (protected)

Minutes & Financials (protect if deemed by Board)

Related Links

Other (Talent Show, etc.)

WEBSITE - Limitations/Restrictions

Online Directory (pros & cons, PWD protect)

Online Credit Card Processing

PayPal, RevTrak, PayPams & Pay Junction

Texas PTA Policy:

http://www.txpta.org/intranet/members/treasurers-

forms-and-information/

PWD Protection – how much is too much? Member

ID and PWD

WEBSITE - Tips

Alias Accounts - Recommend using them!

Examples: website@friscopta.org,

newsletter@friscopta.org

One-way versus Two-way

Linked documents such as PDFs

WEBSITE – Tips (cont.)

Create “buy-in” from PTA Board

Linkage?

Are you linked to your school site?

Are you linked to Frisco ISD Council of PTAs?

Contact Us

Kathy Mecom at Newsletter@friscopta.org

Frisco ISD Council of PTAs: Newsletter Chair

Corbell PTA: Publicity Chair

Cobb MS PTA: Website Chair

Marcy O’Neill at Technology@friscopta.org

Frisco ISD Council of PTAs: Technology Chair

Hunt MS PTA: Technology Chair, Spirit Wear Chair

Allen Elementary PTA: Technology Chair