5.1. Communication Committee Recommendations

From Afehandbook

AFE Communication Committee Recommendations

Here is a summary of ideas discussed at an AFE Communication Committee meeting of May, 2002, which was revised in December, 2005. Some are already implemented and are marked in red (in the paper copy).

A. To improve direct communication to families:

Voice mailbox for weekly schedule – families could call in to hear schedule of activities for upcoming week.

Voice mailbox for daily news – families could call for last minute news or changes each day, such as class cancellations, meeting place info, etc.

Improved bulletin board – with sections.

Website with updated info – clarify process of how to add to the website.

Email address list – one or two designated people could maintain an address book of AFE families and send out group emails, alerting families of upcoming events, changes in date and place of activities, networking opportunities, etc.

Phone tree – a tree could be compiled for families who don’t use email, so that they may be contacted about latest AFE news, and/or a tree could be used to contact families in case of an emergency.

Roster of families/students – distributed/mailed out at the beginning of each semester. Done.

Large visible calendar – post a large calendar at the bulletin boards so parents can view upcoming classes and events (magnetic whiteboard? But WHERE?).

B. To facilitate use of communication tools:

Require families to fill out a communication preference form at each semester meeting with the teacher. Form is done and awaits discussion and consensus. Have a regular workshop on how to use email, access the website and post message.

C. For communicating feedback to staff:

Create a better class evaluation system – work on fine-tuning the evaluation forms for classes, as well as have teachers hand out evaluations on last day of class or end of event. Hand out program evaluations at the end of each semester or have each family fill out program evaluation at semester meeting with consultant teacher.

Create a classes planning system, work on longterm class planning (5-year plan) – generate a survey and a "subscription board" for classes before the end of the school year to get as much input from families and teachers as possible. Class survey has been sent out (April 2006). Have a phone that is answered by a human (Mollie and Anne during office hours). Other?

Post agenda of staff, site council, BSSC, or district meetings as well as notify families of upcoming important decisions, so they can give feedback, if desired. Post minutes of meetings on the bulletin boards and collect all minutes in an accessible binder Started, in RC near Mollie's desk.

Have a parent liaison from each of the 4 age groups represented at meetings - a designated contact person.

Set out a suggestion box at the Resource Center. Is located on file cabinet near check-out counter.

D. To facilitate communication of resources:

Have a parent mentor for new families – parent volunteers from each age group could support new families by inviting them to events and being a buddy, as well as communicate about the program and give ideas about how families do homeschooling.

Have monthly meetings – perhaps one hour of a topic or speaker and then one hour of socializing We have monthly Town Hall Meetings on the third Wednesday of each month. Re-think the community picnic at the beginning of the year and how to make it work as an orientation, a way to communicate well about the class offerings, and how to make it work as an “ice-breaking” activity for new families.

Create an AFE family handbook – with information on procedures, guidelines, expectations, resources, etc. Is in the works! The in-progress handbook is on the check-out counter. Have a parent resource area at the RC – for notices, announcements, etc. Is there. Keep a resource notebook at the RC and/or on-line. Parents and staff could complete a form about resources that were useful to them—from volunteer opportunities in the community to texts, videos, manipulatives, or other materials they have found useful, so other families don’t have to reinvent the wheel. It could also include activities they have organized for AFE that worked well. For example, we used to have a games group and an “Investigations” monthly activity. Someone might be interested in starting them up again, if they heard about it.

Have a high school orientation so families can be prepared for how to create classes and manage credits as well as hear about other options for high schoolers.

Have families fill out volunteer/resource forms at semester meetings with the teacher. These would ask families to think about how they could volunteer time, expertise, services, or make donations of products that would benefit the AFE community. They could also suggest resources.

E. To improve staff–to-family communication:

Create guidelines book for staff – this would set protocol for staff on classes, progress reporting, communication, responsibilities, etc., and could set a baseline for what information to give to all families.