CONTEXT

 

This policy aims to offer comprehensive guidance to staff regarding communication with parents concerning academic, pastoral, and disciplinary matters.

 

Its focus spans several key areas, notably the advancement of the School’s programs, values, and traditions through the cultivation of partnerships with parents. Establishing effective communication channels with parents and students is pivotal in fostering academic prowess and facilitating the holistic development of every child. This aspect signifies a commitment from the School to pursue the highest standards of teaching practice and workplace excellence.

 

 

When actively engaging with parents and caregivers in the educational journey, an Experienced Teacher, for instance, is expected to:

 

1. Initiate communication with colleagues and parents using established school procedures to support students’ learning, academic progress, and overall wellbeing.

2. Exhibit empathy, understanding, and respect in all communications regarding students’ academic and pastoral accomplishments.

3. Create opportunities for parents and caregivers to participate, either within the school environment or at home, in fostering student learning when feasible and suitable.

 

RATIONALE

The rationale behind this policy lies in recognizing the pivotal role of open and effective communication in fostering the health and vitality of the School community. Effective communication involves the exchange of ideas where individuals feel heard and valued, ensuring clarity and accuracy in information shared. It should be timely, relevant, accurate, targeted, well-delivered, concise, open, honest, frank, reciprocal, and interactive.

This policy’s implementation aims to elevate the School community’s quality by:

o   Providing a structured framework for effective communication.

o   Fostering understanding and cooperative teamwork among the School, parents, and students.

o   Encouraging active participation of the entire School community in effective communication.

o   Contributing to optimal learning outcomes for students.

o   Ensuring that staff exemplify the principles of effective communication in their work within the School.

o   Cultivating a shared understanding among parents, students, and staff of a common goal.

o   Promoting community values built on robust Home/School partnerships. 

MECHANISMS FOR SCHOOL COMMUNICATION

1. School Council Meetings:

These keep the governing body informed about community events that may impact the School’s overarching vision.

2.   Parents’ and Friends’ Association meetings:

These offer ongoing opportunities for parental involvement and updates on School activities.

3.   School Newsletter:

Used to communicate significant events, policies, ideas, and achievements to the School community.

4.   Parent Handbooks:

Offer a comprehensive overview of crucial aspects of School life and details about communication channels with the School.

5. Student Diary:

Provides regular feedback to parents and aids in organizing student homework and assessment tasks.

5.   Parent/Teacher Interviews:

Allow teachers and parents to discuss student achievements, progress, and concerns.

7. Student Assemblies:

Used to acknowledge and share achievements and information with students and parents.

8. School Website:

Serves as an information hub about the School, its programs, achievements, and links to resources benefiting the academic, emotional, and social needs of the community.

9. Staff Meetings:

Used to disseminate information, address issues, plan school management, activities, and programs. Executive Meetings ensure cohesive planning and management across the entire School.

10. Academic Reports:

Formal, comprehensive reports detailing students’ academic progress, achievements, social development, and work habits. Individual portfolios are maintained for each child, documenting their social and academic growth.

11. Student Leadership Forum:

Offers students a platform to positively contribute to the School community.

12. Noticeboards:

Used to share School and community news, display student work samples, and highlight achievements.

13. Parent Forums:

Platforms designed to gather parental feedback on School-related issues.

14. Stakeholder Surveys:

Periodic surveys conducted within the School community to collect anonymous feedback, providing opportunities for concerned parties to share their perspectives.

RELATED POLICIES

1. Grievance Procedures Policy
2. Reporting to Parents Policy
3. Student Welfare Policies:
4. Whole School Discipline Policy and Procedures
5. Behavior Management Policy
6. Child Protection Policy and Procedures

COMMUNICATION SYSTEMS

3.1       Parents Communicating with Staff

Parents wishing to contact staff about a matter related to school have a number of options.

parents should ring the School Office 026662329:

• Arrangements will be made for the staff member to contact you as soon as practical. If the matter is urgent, contact the relevant SLT.

In the Senior School, parents should ring Senior School Reception on 026662329:

• If the matter is related to curriculum or class matters, request to speak to the classroom teacher. If not available and the matter is urgent, contact the Head of Department.
• If the matter is related to a welfare issue, request to speak to the Vice Principal. If not available and the matter is urgent, contact the Deputy Acting Principal.

Alternatively a parent could email the staff member direct via the school’s email system.

3.2    Procedures for Staff Communicating with Parents or Caregivers:

As a fundamental principle, parents or caregivers should receive comprehensive updates regarding their child’s academic progress and overall well-being. The school has established various formal and informal communication channels, detailed in the “Mechanisms for School Communication” section of this policy.

The following section provides guidance for academic staff when communicating with parents about academic, pastoral and discipline issues outside the more formal mechanisms, such as parent-teacher evenings. In all dealings with parents and caregivers, communication should be open and frank. At the same time it is essential that staff communicate with empathy, understanding and respect for students and their parents or caregivers. The following procedures have been divided between academic and pastoral communications.

3.3      Academic Communication (Senior School)

This section pertains to communicating with parents regarding a student’s academic progress. Consistent communication with parents fosters relationships and establishes trust, which becomes invaluable when addressing more challenging issues.

1. Addressing Minor Academic Issues: Instances like missed homework or incomplete assignments will initially involve a note in theStudent Diary. Likewise, the Student Diary can be used to convey positive developments such as improved work habits, academic progress, or better attitude and effort from a student.
2. Notifying Significant Academic Changes: If a significant academic transition, such as a student moving to a different academic grouping, is being considered, the Senior Leadership Team (SLT) will send a prior letter to parents. This allows an opportunity for discussion about such changes.

 

3. Handling Repeated Minor Issues or Missed Assessments: Persistent minor issues or failure to submit formal assessments will prompt discussions with the student and a telephone conversation with the parent(s). If the class teacher initiates thephone contact, prior approval from the SLT is required. Detailed notes must be maintained and recorded in the school’s management system (SMS). Additionally, those overseeing pastoral responsibilities should be notified via email.

 

4. Student Interview and Notification: Following discussions with parents in step 3, it may be appropriate for the student to attend an interview with the class teacher and/or SLT Deputy Principal. During this meeting, the student is informed that acommunication will be sent to parents. Copies of these communications will be added to the student’s file both physically and electronically. Again, individuals handling pastoral duties should be alerted via email.

 

5. Handling Failure to Submit Formal Assessments: In Years 7-9, failure to submit formal assessment tasks will prompt interviews with the teacher and the SLT. The SLT will meet with the student to explain that parents will be contacted either byphone or email, and a warning letter will be sent home. Copies of these communications will be included in the student’s file. Those overseeing pastoral responsibilities should be informed via email. Failure to submit assessments on time will be addressed similarly, excluding the need for a warning letter home.

 

3.4       Academic Communication (FS/KS1/KS2)

 

1. Addressing Minor Academic Issues: Instances like missed homework or incomplete assignments should start with a note in theStudent Diary. Likewise, the Student Diary can be used to convey positive developments such as improved work habits, academic progress, or better attitude and effort by a student.

 

2. Initiating Contact Regarding Academic Concerns: When there’s worry about a child’s academic progress, such as requiring additional attention in class or tasks for follow-up at home, parents should be reached via phone or by arranging a meeting to seek their input. These updates should be documented in the school’s management system (SMS).

 

3. Regular Follow-up for Academic Risk: Regular phone calls or meetings should be scheduled when a child is deemed at risk academically. This consistent follow-up helps monitor and address concerns effectively.

 

4. Advance Notification on Low Progress Grades: Before a reporting period where a child might receive a grade indicating low progress, parents will be informed in advance. This proactive communication ensures that parents are aware and can be involved in addressing the situation.

 

 

3.5       Communication about Pastoral and/or Discipline Issues:

 

This section concerns staff communication with parents regarding pastoral matters and ongoing or serious discipline issues concerning a student. Early and regular communication with parents builds relationships and trust, which prove invaluable when addressing more challenging issues. The School will facilitate opportunities for parents to connect with key Pastoral Care staff, particularly for new families.

 

Linked Policies: Whole School Discipline Policy and Procedures, Behaviour Management Policy, and Child Protection Policy and Procedures

 

Protection Policy and Procedures

 

1. Addressing Minor Classroom Discipline Issues: For less serious one-time classroom discipline matters (like disrespect, disrupting others’ learning, or unsafe behavior), the classroom teacher will use standard classroom management techniques. Parents may becontacted via the Student Diary note, phone call, or email, depending on their preference. Similarly, the Student Diary may be utilized to communicate improvements in a student’s attitude or effort.

 

2. Concerns regarding Pastoral or Ongoing/Serious Discipline Issues: If a classroom teacher or Head of Department (HOD) notices such issues related to a student, they’ll check the school’s management system (SMS)for alerts or student history. If necessary, they may seek additional information from the SLT, Deputy Principal, or Vice Principal.
3. Discussing Ongoing/Serious Discipline Issues: Persistent or serious classroom discipline issues require discussion between the classroom teacher and their SLT.

 

4. Contacting Parents for Serious Problems: If a serious issue is identified, parents will be promptly contacted,preferably within 24 hours, by phone or email. The contact may be initiated by the classroom teacher, HOD, or SLT, depending on departmental policy.

 

o   Detailed notes of any contact or interviews will be recorded in SMS for future reference.

o   A formal letter detailing investigation outcomes, especially if sanctions are applied, will be sent by the HOD or SLT.

o   Information will be communicated to the SLT through email or SMS for their awareness and access to relevant details.

o   Follow-up contact with parents will be scheduled within an agreed timeframe to reassess the situation.

5. Handling Serious Discipline Issues outside the Classroom:

o   A member of the SLT will contact parents, preferably within 24 hours, to inform them of the event or that an investigation is underway.

o   Notes of any contact or interviews will be recorded.

o   A phone call followed by a formal letter from the SLT will inform parents of investigation outcomes, especially if sanctions are imposed.

o   Follow-up contact with parents will be organized within an agreed timeframe to review the situation.

o   When severe sanctions like suspension or expulsion are considered, the matter will be referred to the Deputy Principal, who will inform parents via a phone call followed by a formal letter.

6. Addressing Pastoral Concerns:

o   Initial pastoral concerns will be directed to the Vice Principal.

o   Contacting parents depends on investigations and consultations with the Pastoral Care team, including the Vice Principal and School Counsellor.

o   When a pastoral issue is reportable as per the Child Protection Policy, it must be reported to the Headmaster or delegate. Decisions on contacting parents will follow the outlined procedures in the Child Protection Policy.

 

3.6       Responding to and Following up Parent/Caregiver Enquiries

This section addresses how teaching staff should respond to inquiries from parents regarding student-related matters.

 

1. When a parent contacts a staff member via phone or in-person,it’s essential to document the conversationand ensure mutual clarity on all discussed aspects to satisfy all parties involved.

 

2. If the contact occurs via email or if the staff member couldn’t attend the initial phone call,a response to the parent should be provided within 24 hoursof the initial contact.

 

3. When an agreement or action plan arises from a meeting or communication, it’s crucial to establish a timeframe to review progress or resolve the issue.