K.1 RED RIVER VALLEY SCHOOL DIVISION COMMUNICATIONS PLAN
Policy
The Red River Valley School Division Board of Trustees promotes transparency and open communication throughout the Division.
Protocol
A written communications plan for the division includes public relations, community relations, government advocacy and media relations.
Procedure
Objectives
- To inform division staff including school-based administrators, teachers, educational assistants, secretaries, librarians, custodian, and bus drivers, mechanics, and administration office personnel.
- To inform PAC/PTA groups
- To inform students, parents and the community
- To meet with different levels of government officials
- To inform and influence policy
Audiences
The school division recognizes the following audiences:
- Staffs including school-based administrators, teachers, educational assistants, secretaries, librarians, custodian, and bus drivers, mechanics, administration office personnel.
- PAC/PTA
- Students, parents and the general public and community
- The media
- Different levels of government.
Messages
- Messages vary depending on the audience and the objective.
- A prevailing message will be confidence in the Board and the administration.
- In the time of a crisis, the board will reassure it is doing everything it can to ensure the safety of the students and staff.
Current Means of Communication
- Minutes of the regular board meetings available on the web page and employee email system.
- The Board Community report, written by the CEO or designate will be available on the web page and divisional email system.
- Board committees will prepare a regular monitoring report to the Board of Trustees.
- Through the Superintendent & CEO, a number of monitoring reports and other relevant information are presented to the Board of Trustees at regular Board meetings throughout the year.
- A trustee handbook is distributed to all board members.
- Divisional newsletters are distributed to all of the division’s communities.
- A divisional questionnaire is distributed to the communities in the division seeking feedback on divisional priorities.
- At budget time, a budget guide is prepared outlining a proposed budget. This guide is distributed at the public budget meeting and available for viewing on the divisional web page
- Media requests are to come through the administration office to the Superintendent & CEO.
- The board chairperson or designate is the official spokesperson for the school division on governance and board matters.
- The Superintendent & CEO or designate is the official spokesperson for the school division on all operational matters.
- Schools will distribute newsletters to their school community and provide a copy for the Board of Trustees.
- Schools will distribute an year end report to their school community.
- Information pamphlets and brochure are created for special purposes i.e. PAC information pamphlet, job fair pamphlet.
- Advertisements may be purchased for special purposes.
- Press releases are done for special occasions.
- Web site and divisional email system are used as communication tools.
- A divisional calendar for school activities and events is located on the divisional email system.
Crisis
The chairperson of the Board of Trustees and/or Superintendent & CEO will serve as the spokesperson.
Fact sheets may be prepared and sent to all members of the Board of Trustees and all school staffs, parents, the media and appropriate levels of government.
Other means of communications that may be considered include: letters to parents, teachers, and support staff; advertisements or public service announcements; press releases, newsletter; staff meetings or public meetings; a communication centre or hotline in the time of crisis; and websites and emails.
An emergency preparedness plan handbook is available to address a crisis.
Media Regulations
Media requests for operational issues must come through the administration office to the Superintendent & CEO or designate.
The chairperson or designate is the spokesperson for the Board on the governance and board issues.
Requests for interviews with students:
The school and school division will allow interviews of students only with the consent of the school administrator and written permission from a parent or legal guardian through the divisional consent procedure. Interviews with students may not take place on school property without the above consent/permission. The school division cannot grant permission without parents or guardians for in-school interviews.
Requests for interviews with staff:
Requests for interviews with staff concerning school matters must come through the Superintendent & CEO or designate. If the administrator receives a request, it must be directed to the Superintendent & CEO or designate. Interviews with cameras are allowed in the school only with the permission of the school administrator and the Superintendent & CEO or designate.
Requests to film students:
The school and school division will allow filming of students only with parent or legal guardian permission through the divisional consent procedure.
Requests to enter the school:
Media who wish to enter a building and who are given permission by the Superintendent & CEO or designate and the school administrator to do so, shall be given an appointment with the school administrator or designate. School administration will escort the media during the time within the building to prevent disruptions to the teaching/learning environment.
See also:
RRVSD Board of Trustees Bylaws
RRVSD Emergency Preparedness Plans Handbook
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