denver public schools office of parent engagement 1

Denver Public Schools Office of Parent Engagement 1


Dear Parents and Guardians, The purpose of this Communication Toolkit is to highlight best practices for improving communication between home and school. The Toolkit is based on input from parent representatives on the Superintendent’s Parent Forum as well as the communication standards developed by the Office of Parent Engagement in partnership with the Parent Empowerment Council. Denver Public Schools recognizes the important role parents play in their child’s school success. Studies show that, regardless of the economic, ethnic, or cultural background of the family, parent involvement in a child’s education is a major factor in determining the child’s success in school. When families are effectively engaged in their children’s education, their children do better in school, graduate from high school at higher rates and are more likely to enroll in higher education. Our goal is to deepen and strengthen parent engagement classroom by classroom and school by school. Strengthening communication between home and school is the foundation for effectively engaging parents in our schools and will result in developing positive relationships and trust. As we enter into meaningful two-way dialogue about shared responsibility for student success, we begin to build a solid bridge between home and school, giving our students consistent messages and clear expectations about their academic and behavior goals. Implementing effective communication practices in our homes, in our schools and at the district level will require everyone’s help. We encourage you to share your success stories with us as you embark in this exciting work!

Tom Boasberg Patsy Roybal, Manager Superintendent Office of Parent Engagement

C O M M U N I C A T I O N T O O L K I T : I N T R O D U C T I O N

Superintendent’s Parent Forum

August 31, 2010


The first line of communication between parents and schools is the student. One of the best things

you can do as a parent is talk to your son or daughter everyday about what he or she did in school.

When parents take the time to “listen” to their children, have daily conversations with them and

honor their thoughts and ideas, children develop a positive self-esteem and more confidence in

themselves. Establishing on-going, meaningful communication takes time, practice and patience.

Students perform best when they receive consistent messages about academic and behavior

expectations at home and at school. When parents reinforce at home what their student is learning

in school, students do better in school.

Give your child your undivided attention.

Make eye contact.

Let your child explain his point of view and give him an opportunity to resolve his own problem.

Ask follow up questions to keep the conversation flowing.

Listen with your “ears, heart and eyes” so that you can also hear the feelings behind her words.

TIPS FOR IMPROVING COMMUNICATION WITH YOUR CHILD:


S E C T I O N I : C O M M U N I C A T I O N B E G I N S A T H O M E

Home to School Communication

Enrique Banuelos, age 18


Parent Self- Assessment

This survey specifically focuses on how we as parents communicate with our school. It is intended to be used as a self assessment for families. This survey can be made available to your parent community through your parent leadership groups, i.e. ELA, DPAC PTO, and PTSA.

Communication Standard # 7 Yes No I provide the school with updated home and emergency contact information. ____ ____ Communication Standard # 8 I regularly update staff regarding the needs of my child. ____ ____ I advocate for my child in partnership with the school to ensure my child’s needs are met. ____ ____ I provide correct and updated information to the school by fully completing the Student Health Information sheet at registration. ____ ____ I request the proper DPS forms that allow the school to administer medications to my child and return them completed, along with my child’s medication. ____ ____ I communicate with the office staff as well as the teacher regarding my child’s health information. I provide written instructions on how to treat a reaction if it occurs during school. _____ ____

Student Achievement Standard #3C Elementary and K–8 I understand when progress reports are available, sign and return them, and communicate with teachers when necessary. ____ ____ I always advocate for my child and communicate with his or her teachers. ____ ____ I utilize Infinite Campus, email or call the teacher if I have a question about my child’s progress and major assignments. ____ ____ I follow the school’s outlined protocol for scheduling conferences and do my best to participate in all conferences. ____ ____ I come prepared to conferences with specific questions or concerns regarding my child. ____ ____ Student Achievement Standard #3D Middle and High School I understand when the progress reports are available, sign and return them, and communicate with teachers regarding them as necessary. ____ ____

I always advocate for my child and communicate with his or her teacher. ____ ____ I utilize Infinite Campus, email or call the teacher if I have a question about my child’s progress and major assignments. ____ ____ I follow the school’s outlined protocol for scheduling conferences and do my best to participate in conferences. ____ ____

I come prepared to conferences with specific questions or concerns regarding my child. ____ ____

Communications Toolkit


FAMILY ENGAGEMENT STANDARDS: Communication Standard #1A—School: School administration communicates regularly via hardcopy or electronic newsletter in English and Spanish. (Elementary and K–8)

Newsletters are produced and distributed monthly.

Newsletters are translated according to the needs of the school community.

Monthly, updated calendars are provided to parents.

Policy updates and monthly committee meeting updates are continuous and

timely.

Monthly newsletters accurately reflect the school’s climate and culture.

Monthly updates and reminders of upcoming events are included.

Weekly folders, such as Thursday folders, are consistently utilized to send home weekly information.

Communication Standard #1B—School: School administration communicates regularly via hardcopy or electronic newsletter in English and Spanish. School website, school newspaper, and/or magazine are all acceptable forms of principal communication. (Middle and High School)

Newsletters are produced at least quarterly.

Updated calendars are provided to parents at least quarterly.

Policy updates and monthly committee meeting updates are continuous and

timely.

Quarterly newsletters accurately reflect the school’s climate and culture.

Monthly updates and reminders of school and community events are in-cluded.

Having computers accessible for parents to use at school.

Offer options for communication, such as e-mail, website, hard copy, and newsletter.

Provide regular communication about decision making, how the school is performing, Unified Improvement Plan.

Make the school newspaper geared towards the community.

TIPS FROM PARENTS FROM THE


S E C T I O N I I : S T R E N G T H E N I N G S C H O O L T O H O M E C O M M U N I C A T I O N S

“Knowing the

demographic of

the community,

providing

translation in a

wide variety of

languages to

accommodate

each culture is a

way to

communicate in

our community.”

Rosalyn Jackson, Parent & Paraprofessional, Ellis Elementary School


Communication Standard #2—School: School administration uses technology to enhance and further support communication to the school community. Options for technology currently include websites (including access to Infinite Campus), email, phone dialer, and cell phone text messaging.

The school regularly updates its website and uses it as a tool to notify

parents of upcoming events.

The school uses the phone dialer for attendance purposes as well as

notification of important events and emergencies.

The school uses Infinite Campus as a two-way communication tool between

families and the school.

School staff utilizes Infinite Campus for posting assignments, grades, and

upcoming projects.

The school provides multiple and relevant training opportunities available to

all families.

The school provides open and easy access to computers for all families.

Communication Standard #3--School: School Administration will foster a welcoming and responsive environment for parents and families.

The parent satisfaction survey and other measures indicate that school

treats families in a way that makes them feel welcomed and valued as partners in all students’ education.

The school implements social and academically focused traditions to create

a welcoming climate for all families.

School administration and teachers openly support having parents present

in the school.

School administration and teachers support parent-run organizations, such

as PTSA and PTO.

Parent-run events have support from all school staff, as needed.

School has a consistent protocol for welcoming first-time families to their school community.

Ensure effective communication with parents of all backgrounds and ethnicities by making it culturally competent.

Translate information in all necessary languages.

Personal invitations to outreach to families.

School-based liaisons in each school.

SUPERINTENDENT PARENT FORUM



Communication Standard #4—School: The school and its front office staff maintain positive relationships with parents and families.

Office staff promptly greets guests and students upon entering the front

office and ask how they can be of assistance.

Staff attitude is welcoming and helpful, recognizing that customer service is

a very significant part of their job.

Front office staff are knowledgeable about all the activities related to the

school and are willing to find out the answer if they do not know it.

The school consistently solicits immediate feedback from parents regarding

their experiences at the school and responds when necessary.

Front office staff puts the needs of their families first by effectively handling parent/family issues.

Communication Standard #5—School: School administration responds in a timely basis to all parent inquiries.

An established, consistent system is in place to respond to parent inquiries

and issues in a timely manner.

Inquiries are consistently responded to within 48 school/business hours. Communication Standard # 7—Family: Families provide updated contact information to the school, as needed.

Families regularly update their contact information on their children’s immediate family.

Families regularly update their emergency contact information.

“At Ellis, it’s very important for us to communicate with our diverse parents. When this happens, great things happen for and to our students. Together we teach our students to dream and we make them feel special… We take advantage of every opportunity to learn about our parents and their differences. In order to do this effectively, we utilize the language skills of our Native Language Tutors to speak with parents in their native language whenever possible. Every Parent is different.”

Khoa Nguyen, Principal, Ellis Elementary School

QUOTES FROM PRINCIPALS


S E C T I O N I I : S T R E N G T H E N I N G S C H O O L T O H O M E C O M M U N I C A T I O N S


_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

“I send home a weekly English/Spanish newsletter, Paw Prints/Huellas, including a note from the principal, parenting/educational tips, community news and resources and important dates. This year we will be including 1-2 Assets for Successful Youth. It is short, sweet and to the point so parents are not bogged down by a lengthy newsletter. We will add it to our website this year.”

Patricia Hurrieta, Principal, Godsman Elementary



Reflections


Introduce yourself to your child’s teacher. Volunteer at the school. Attend Back-to-School Night. Ask your child what was best about his or her day. Help your child with his or her homework. Read with your child. Read what’s in your child’s weekly folder. Attend a parent meeting. Take your child to the zoo or museum on a free day.

Take your child to the library.

Ask questions about what they are learning.

Talk to your student about their friends and get to know them.

Introduce yourself to your child’s teachers, by phone, e-mail or in person.

Offer to help with projects at home or in the classroom.

Talk with your child about high school and college readiness.

Attend a parent meeting.

Give your time or talents to a school committee.

Take your child on a “date” and spend time with him or her.

Listen to your child without giving advice or opinions.

Sign up for Infinite Campus Parent Portal and learn how to use the computer system to stay informed about

your student’s attendance and academic progress.

Learn about graduation requirements.

Keep track of your student’s credit status.

Attend a Parent -Teacher conference.

Talk to your student about their friends and get to know them.

Talk with your child about college readiness.

Visit CollegeinColorado.org

Attend an information session about planning for college.

Give your time or talents to a school committee.

Listen to your child without giving advice or opinions.

Sign up for Infinite Campus Parent Portal and learn how to use the computer system to stay informed about

your student’s attendance and academic progress.


Investing in your student’s education

Elementary School

Middle School

High School



School to Home Assessment Questions

This survey specifically focuses on school to home communication and can be taken with your school’s CSC, Parent Engagement Leadership Team (PELT), and/or other parent leadership group, i.e. ELA, DPAC, PTSA representatives. It is important to solicit a group of parents that reflect the diversity of your parent community. Communication Standard #1A - Elementary and K–8 Yes No Newsletters are produced, translated and distributed monthly and include reminders ____ ____ of upcoming events. Weekly folders, are consistently utilized to send home information. _____ ____ Communication Standard #1B—Middle and High School Newsletters are produced at least quarterly and include reminders of upcoming events. ____ ____ Newsletters are translated according to the needs of the school community. ____ ____ Communication Standard #2 The school regularly updates its website and uses it to notify parents of upcoming events. ____ ____ The school uses the phone dialer for attendance purposes as well as notification of important ____ ____ events and emergencies. The school offers Infinite Campus training opportunities to all families. ____ ____ Communication Standard #3 The parent satisfaction survey and other measures indicate that the school treats families in a way that makes them feel welcomed and valued as partners in all students’ education. ____ ____ School administration and teachers openly support parents’ presence in the school. ____ ____ School administration and teachers support and participate in parent-run organizations. ____ ____ Communication Standard #4 Office staff promptly greets guests and students upon entering the front office and are of assistance. ____ ____ Staff attitude is welcoming and helpful, recognizing that customer service is a very significant part of their job. ____ ____ Front office staff are knowledgeable about all the activities related to the school and are willing to find out the answer if they do not know it. ____ ____ The school consistently solicits immediate feedback from parents regarding their experiences at the school and responds when necessary. ____ ____ Communication Standard #5 An established, consistent system is in place to respond to parent inquiries and issues ____ ____ in a timely manner.

Inquiries are consistently responded to within 48 school/business hours. ____ ____


FAMILY ENGAGEMENT STANDARDS: Communication Standard #6A—School: Teacher will establish relationships with each student’s family and regularly communicate academic information. Elementary-K–8

All teachers always inform families of current and upcoming curriculum

presented in the classroom.

All teachers consistently and proactively send weekly or bi-weekly communications home stating what the class has been working on, what is

coming up, and what the expectations are for students.

Homework assignments and reading requirements are detailed and parents

regularly sign off when completed.

All teachers use Infinite Campus, planners, or weekly folders effectively to

communicate with parents regularly.

All teachers initiate one positive conversation with each parent, either in

person or on the phone during the first quarter of the school year.

All teachers encourage families to visit the classroom at a time that is

convenient for the family.

Teachers establish a method for parents to contact them with questions or

concerns and are responsive to families’ academic inquiries.

Communication Standard #6B—Teachers: Teacher will utilize Infinite Campus to regularly communicate academic information of their students, provide direct communication regarding concerns with academic progress, and respond to family inquiries in a timely manner. Middle and High School

All teachers always inform families of current and upcoming curriculum

presented in the classroom.

All teachers establish and communicate learning expectations to families.

All teachers maintain Infinite Campus in an up-to-date manner and utilize it to post progress reports.

Teachers always contact families if an academic problem occurs with

sufficient time to appropriately address the issue.

All teachers at the middle school level have and execute a plan to initiate

direct, proactive, positive contact with each student’s family during the first quarter of the school year.

All teachers at the high school level seek student/family communication

opportunities, such as back-to-school night and parent/teacher conferences.

Teachers establish a method for parents to contact them with questions or

concerns and are responsive to families’ academic inquiries.


S E C T I O N I I I : C O M M U N I C A T I O N B E T W E E N P A R E N T S A N D T E A C H E R S



QUOTE FROM STAFF

“Communication with parents must be consistent and in as many forms as possible (written, verbal, visual, electronic/ non-electronic) from as many sources as possible (teachers to students, students to parents, parents to parents, teachers to parents, admin to parents, etc.!). Parents need to know about the status of their school’s performance and also their student’s performance—these things need to be communicated clearly to parents on a regular basis. Good communication and feedback needs to be part of how a school functions smoothly, and parents need to intentionally be part of this loop. The key, however, to effective communication with parents is having relationships with parents, and thus understanding what drives them and how their time is most efficiently spent meeting their interests and family goals.” Nola Miguel, Parent Family Liaison Bruce Randolph School

“Communication with parents is crucial to student achievement and a great school community! As an administrator, you must be visible and willing to talk to parents. Invite parents to be a part of your school. Keep parents informed through the use of newsletters and be willing to share those things that may not be working so well at your school. Don’t forget to include the celebrations! Involving parents on committees is also a great way to ensure communication not only for the parents on the committee, but all parents.”

Gwen Henderson-Gethers, Principal, Green Valley Ranch Elementary




S E C T I O N I I I C O M M U N I C A T I O N B E T W E E N P A R E N T S A N D T E A C H E R S


Recognize and identify differences in cultures as it relates to communication

Teacher newsletter

Keeping Infinite Campus updated and current

Student Achievement Standard #3C—Family: Families are active and engaged participants in their children’s academics through parent-teacher conferences, progress reports, and Infinite Campus (where applicable). Elementary and K–8

Parents understand when progress reports are available, sign and return

them, and communicate with teachers when necessary.

Parents/families always advocate for their students and communicate with

their teachers.

If available, parents/families always utilize Infinite Campus and/or email

contact to monitor student progress and major assignments.

Parents/families always follow school’s outlined protocol for scheduling conferences and participate in all conferences.

Parents/families come prepared to conferences with specific questions or

concerns regarding their students.

Parents/families are active participants in their children’s education at school

and at home. Student Achievement Standard #3D—Family: Families are active and engaged participants in their children’s academics through parent-teacher conferences, progress reports, and Infinite Campus. Middle and High School

Parents understand when the progress reports are available, sign and return

them, and communicate with teachers regarding them as necessary.

Parents/families always advocate for their students and communicate with

their teacher.

Parents/families consistently utilize Infinite Campus and/or email contact to

monitor student progress and major assignments.

Parents/families always follow school’s outlined protocol for scheduling

conferences and always participate in conferences.

Parents/families come prepared to engage in in-depth conversations about

their whole child.

Parents/families are active participants in their children’s education at school

and at home.




Reminder postcard regarding the next meeting

Syllabus type calendar given to parents at the beginning of the year

Have teachers be more proactive about calling parents to inform them about

conferences and other issues. Emphasize positive feedback.

Reflections

_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


What are my goals for this conference?

________________________________________________________________________________________________________

Important things in my child’s life I think the teacher should know about such as special needs, changes in home life, social/emotional issues. ________________________________________________________________________________________________________

Talk to your child. Ask him/her questions like:

What do you like about school?

What do you dislike about school?

Is there anything you would like me to ask or tell the teacher?

Review your student’s recent work and ask yourself:

Do I understand how my child is assessed in class?

Do I have specific concerns about his or her academic progress?

Do I have questions about the curriculum?

How well is my student progressing in class? _____________________________________________________________________________________________ What are my student’s strengths and weaknesses? _____________________________________________________________________________________________ How should I communicate with you? _____________________________________________________________________________________________ What can I do at home to support my student? _____________________________________________________________________________________________

Talk about the meeting with your student.

Praise your student’s strengths.

Decide how you and your student will implement a plan to further support and strengthen his or her progress. Plan:________________________________________________________________________________________ ____________________________________________________________________________________________


P A R E N T T E A C H E R C O N F E R E N C E S — E L E M E N T A R Y S C H O O L

Before the meeting

During the meeting

After the meeting


What are my goals for this conference?

________________________________________________________________________________________________________

Important things in my child’s life I think the teacher should know about such as special needs, changes in home life, social/emotional issues. ________________________________________________________________________________________________________

Talk to your child. Ask him/her questions like:

What do you like about school?

What do you dislike about school?

Is there anything you would like me to ask or tell the teacher?

Review your student’s recent work and ask yourself:

Do I understand how my child is assessed in class?

Do I have specific concerns about his or her academic progress?

Do I have questions about the curriculum?

How well is my student progressing in class? _____________________________________________________________________________________________ What are my student’s strengths and weaknesses? _____________________________________________________________________________________________ What is your homework policy, including late and make-up work? _____________________________________________________________________________________________ How do you give students feedback on their work? _____________________________________________________________________________________________

How should I communicate with you? _____________________________________________________________________________________________

Talk about the meeting with your student.

Praise your student’s strengths.

Decide how you and your student will implement a plan to further support and strengthen his or her progress. Plan:________________________________________________________________________________________ ____________________________________________________________________________________________


P A R E N T T E A C H E R C O N F E R E N C E S — M I D D L E & H I G H S C H O O L

Before the meeting

During the meeting

After the meeting



What to do when you have a parental concern: Set up an appointment with the person most immediately involved. An appointment is critical so they can give adequate attention to your concern. Ask the school secretary for assistance, if necessary. Teachers typically meet before or after school. In most cases, the teacher is the first place to start if your concern is: academic performance issues, discipline or bullying issues. If you are unable to resolve the issue at the teacher level, make an appointment with the Assistant Principal or Principal.

If you are still unable to resolve your concern or feel a facilitator might be helpful, you may ask to have a district Parent/Family Liaison present. Call 720-423-3054 to be directed to the appropriate liaison.

Tips for a successful meeting: · Respect each other. · Participate in good faith – all parties are there for the best interest of the child. · Listen to what the other person has to say.

· Be committed to the meeting process and finding a solution. It isn’t about ―getting

your way‖ but about what is best for the student.



Parent/Teacher Assessment Questions Communication Standard #6A Elementary-K–8 Yes No All teachers always inform families of current and upcoming curriculum presented in the classroom. ____ ____ All teachers consistently and proactively send weekly or bi-weekly communications home stating what the class has been working on, what is coming up, and what the expectations are for students. ____ ____ All teachers use Infinite Campus, planners, or weekly folders effectively to communicate with parents. ____ ____ All teachers encourage families to visit the classroom. ____ ____ Teachers establish a method for parents to contact them with questions or concerns and are responsive to families’ academic inquiries. ____ ____ Communication Standard #6B Middle and High School All teachers always inform families of current and upcoming curriculum presented in the classroom. ____ ____ All teachers establish and communicate learning expectations to families. ____ ____ All teachers maintain Infinite Campus in an up-to-date manner and utilize it to post progress reports. ____ ____ Teachers always contact families if an academic problem occurs with sufficient time to appropriately address the issue. ____ ____ All teachers seek student/family communication opportunities, such as back-to-school night and parent/teacher conferences. ____ ____ Teachers establish a method for parents to contact them with questions or concerns and are responsive to families’ academic inquiries. ____ ____


The purpose of the Forum is to provide an opportunity for direct dialogue between parents of DPS students and the Superintendent; to share issues of concern; and broaden communication to the schools’ community of parents through the representatives serving on the Parent Forum. Best practices for sharing information from the Superintendent’s Parent Forum with principals and other parents in your school, as well as soliciting ideas to bring back to the Forum:

Distribute Parent Forum meeting minutes and information to Parent Forum members in a timely fashion so that they may be shared with principals, parents, Parent Liaisons and community members.

Establish a regular meeting with your school principal to communicate Parent Forum information.

Share information received at the Forums during meetings with your school’s CSC, PTA or other parent groups and include Parent Forum updates as a standing agenda item at these meetings.

If your school does not have an active parent group, partner with a school that has an established PTA and set up a mentoring program.

Take a proactive role in improving communication within your school by creating a newsletter, website or email group that can be used to share information and gather feedback from parents.

Post updates and information on your school’s bulletin board, website and in the school newsletter.

Bridge gap between cultures

Have forum recap a standing agenda item for CSC, PTA, and student leadership meeting at the high school level

Principals should pass along questions from parents and teachers to their parent forum representative to share at the Forum



S E C T I O N I V : D I S T R I C T T O F A M I L Y C O M M U N I C A T I O N S


Develop templates that can be used for creating newsletters, emails, websites, parent portal updates, etc.

Find creative ways to foster communication and distribute information within your school. (Posters, ice cream socials, parent assemblies, etc.).

Get the students involved in relaying information between the home and the school. For example, offer students incentives to have their parents read and sign-off on documents

Connect Forum minutes from DPS website to each school’s website

Put the Forum minutes summary into the school’s newsletter

Get students involved!



Reflections

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We challenge all parents and guardians to: • Set high expectations for your children’s achievement and emphasize the importance of

college and career readiness. • Ensure that your children attend school regularly, ready to learn, with homework completed. • Read to or with your children, limit and guide television watching, and provide stimulating

experiences outside of school that contribute to your children’s education. • Visit your children’s school regularly, attend parent-teacher conferences, and access informa-

tion about your children’s performance. • Serve as role models to your children by honoring community values and supporting school

discipline codes.

From the Denver Plan

Parent Involvement: Nine Truths You Should Know 1. Parent involvement is all about the children. 2. Parent involvement boosts student achievement. 3. Communication with parents must be carefully planned and two-way. 4. It is important to treat parents as partners instead of as clients. 5. Parent trust in your school is required for student achievement. 6. Parent involvement barriers are real - and must be addressed. 7. School staff makes all the difference in parent involvement. 8. It is important to make sure you don’t have a parent involvement disconnect. 9. It is important to know why parents say they are not more

involved. Source: The Parent Institute

S U P E R I N T E N D E N T ’ S P A R E N T F O R U M

denver public schools office of parent engagement 1

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