Communications Department

1. Communications Department Administrator’s Academy July 27, 2015

2. Meet the Communications Team Jerhea Nail Executive Director of Communications & Government Relations Emily Conklin Director of Communications Jerry Cantu Communications & Community Engagement Coordinator Phil Beckman Partners in Education Specialist Melissa Shawn Communications and Web Specialist Rachel Bobbitt Communications and Multimedia Specialist Cindy Metting Administrative Assistant to Executive Director Kristi Little Records Management Officer Karen Wiechman Communications Secretary

3. Ways to Communicate with Us www.facebook.com/northwestindependentschooldistrict www.youtube.com/NorthwestISD www.twitter.com/NorthwestISD http://photogallery.nisdtx.org www.nisdtx.org/mobileapp • www.nisdtx.org/tellusyournews Connect With Us

4. Communication Tools • Website (District and Campus) • Mobile App (NISD and eSchool) • Constant Contact - eNewsletters • School Messenger Calling/Texting System • Front Office (display Points of Pride, publications, photos, etc.) • TVs in campuses • Marquee • Social Media (Facebook, Twitter, YouTube, etc.)

5. New Communication Tools • New this Year… • Updated Communications Publications on Toolkit and distributed to you! • Incident Reporting through the NISD Mobile App • eSchool App (student database)

6. Communication Expectations • Enewsletter – at least twice a month • Website – update w/current information, monitor teacher webpages • School Messenger – calls and texts • Social Media • Brand Your Campus and NISD • Communication Liaison – Tell us your news! • Multimedia Liaisons – Submit your videos

7. DIP and CIP Alignment Plan 4 Learning Goal 1: Objective 5 • Communication Campaign – Gold Cord (High Schools) Goal 2: Objective 1 • Social Media Guidelines – Train Staff Goal 2: Objective 2 • Staff Recognition Opportunities • Guidelines, Measurements, Recognize - Outstanding Customer Service

8. DIP and CIP Alignment Goal 3: Objective 1 • “New to NISD” Webpage Goal 3: Objective 3 • Promote eSchool App Goal 3: Objective 3 • Content Marketing Strategies – Social Media Sites • Two-way Communication w/Advocates Goal 3: Objective 4 • “I Love NISD” campaign – NEF & PTA

9. Important Reminders • Staff Survey (November) • Nondisclosure language for contracts. • Service provided for a district. • Directory Information FL (LOCAL) • Open records vs. student records

10. Back-to-School Events Computer Station Setup: • Registration Online/Enrollment Online • www.nisdtx.org/backtoschool • Document Review Dates for Returning Students: Deadline: August 21

11. Back-to-School Events • Consider having information tables for: • Transportation • VIPS/Volunteer Background Check • PTA • Champions (Extended Learning/Day Care) • Voter Registration • Online Resources • Grades and Electronic Report Cards • MyNutriKids.com • Your campus website

12. District Events - Required • Supt/PTA Back to School Luncheon • September 8; 11:30 a.m. @ NISD Board Room • Community Night at the Stadium • BNHS –October 30 – 7:00 p.m. (BNHS Feeder Schools) • NHS – November 6 – 7:00p.m. (NHS Feeder Schools) • PIE Day Night Lights – October 16 – 7:00 p.m. (Partners in Education) • Inspire Celebration • April 21 • Board of Trustee Awards • BNHS – May 17; 7:00 p.m. @ BNHS PAC (BNHS Feeder Schools) • NHS – May 19; 7:00 p.m. @ Vernon Solomon PAC (NHS Feeder Schools) • EHS – May 24; 7:00 p.m. @ EHS PAC (EHS Feeder Schools)

13. COMMUNITY ENGAGEMENT PARTNERS IN EDUCATION

14. Community Engagement Expectations • Have active volunteer & student mentoring programs • Designate a PIE Liaison • Meet or exceed Community-Based Accountability rating • Engage in recruiting volunteers, mentors, and business partners • Conduct volunteer & mentoring orientations • Ensure volunteers have completed online background check • Track hours, communicate volunteer & mentoring opportunities (Raptor) • Participate in the Volunteer of the Year program

15. Community Engagement Expectations New this year… • One Visitor & Volunteer Management System (Raptor) • Volunteer Profiles for Background Check • Additional Support - Coordinator for Communication and Community Engagement – Jerry Cantu

16. DIP and CIP Alignment Plan 4 Learning Goal 3: Objective 2 • Expand and promote mentoring program with a focus on community-based accountability measures of student success • Train campuses to fully utilize the Raptor Virtual Volunteer System • Establish a principal’s advisory committee that focuses on community engagement with students • Mutual partnership with Bell Helicopter Fort Worth Alliance Air Show to engage students in Workforce Development, Performer Outreach, and Teacher and Student Recognition • Establish a resource rich corporate/business partnership program that includes collaboration of programs and opportunities to support the development of future ready-students

17. Partners in Education (PIE)Dates to Know… • Volunteer Management System Training (Raptor) – August 5 • Community-Based Rally – September 15 • Angel Tree: October/November • Northwest READS: April 29 • United Way Campaign: Jan. 25 – Feb. 5 • Campus of the Year Celebration: (Winning campus will choose date in April)

18. Policies Administrative RegulationsGuidelines

19. Policy & Administrative Regulation Expectations • Communicate, educate, train, evaluate and comply with: • Board Policy (LEGAL) – reflect the ever-changing legal context for governance and management of the district. (LOCAL) – reflect the practices of the district and intention of the Board • Administrative Regulations • Guide the implementation of policy, define standard operating procedures, and generally allow room for professional discretion and judgement.

20. Policy & Administrative Regulation Expectations New this year… • Cross-reference guide for policy and administrative regulation by subject

21. Policy & Administrative Regulation Review Policy & Administrative Reg Review Team • Increase capacity in Policy & Administrative Regulation development • Opportunity to provide input • Become an advocate and resource to colleagues • If interested, contact: jnail@nisdtx.org

22. Policy and Reg Review • Action Required: • CQ – Technology Resources • All NISD employees must sign an Employee Guidelines for Acceptable Use of Technology Resources Agreement , annually. • This agreement will be in the Employee Handbook along with the Employee Guidelines for Acceptable Use of Technology Resources document. • All students must turn in the Required Signature Page. Included is the acknowledgment for Student Guidelines for Acceptable Use of Technology Resources

23. Policy and Reg Review • Action Required: • FNA – Student Expression • Board policy establishes a “Limited Public Forum” for student speakers • Morning announcements • Awards banquets • Student Notification • First full week of instruction of each semester (Recommended processes for Elem & Secondary) • Accept names during the first full week of instruction

24. Handbook and Code of Conduct • Available online (English and Spanish). • Parents can request printed copies from the campus. (We will send English and Spanish copies to each campus.) Let us know if/when you’re about to run out.

25. District Committees Action Required - Name Submissions • Leadership NISD • Staff Ambassador Program • 2 per campus • 2 per department • DEIC • Staff Representative • Community Engagement Advisory • Principal Representation

26. RECORDS MANAGEMENT

27. Records Management Expectations • Principal is “custodian of records” for records maintained at their campus • Be familiar and in compliance with Records Retention Schedule • Follow guidelines for destruction of records • Designate a Records Liaison for your campus or department • Attend trainings on Records Retention, as applicable

28. DIP and CIP Alignment Plan 4 Learning Goal 4: Objective 3 • Implement an email retention archive system Goal 5: Objective 2 • Develop procedures manual for records retention • Train Record Liaisons on records management

29. Records – Things to Know • Annual Legal Training in late September (email your legal questions/scenarios to Kristi Little) • Mandatory records training presentation for record liaisons • Training for all staff on email retention in the Spring

30. Records – Things to Remember • If you or one of your staff members are served a subpoena for records or appearance, accept the subpoena and immediately email it to Kristi Little for records or Angela Scott for court appearance • A request for student records must always be in writing and you must verify the identity of the requestor prior to releasing the records • If the parent is requesting any and all records, forward the written request to Kristi Little • If the request is for a report card, immunization records, attendance, or something simple to fulfill, complete the request at the campus and keep a copy of the request and the documents released in the student’s cumulative folder

31. Records – Things to Remember • Be mindful of other students FERPA rights • Don’t allow the parent of student A to view a handwritten statement from student B • All information pertaining to another student must be redacted prior to release of documents • Parents may view videos with other students in them, but they may not receive a copy • Any questions, contact Kristi Little klittle@nisdtx.org

32. TRAINING

33. Trainings Available • Constant Contact • Email etiquette • Social Media and social media etiquette • School Messenger • School Wires • FERPA • Telephone etiquette • Video • Volunteer and Mentor Training • Media Crisis Training

34. Thanks for all you do!Make it a GREAT year!