Advanced Communications Assignment: E-mail guidelines

As part of my advanced communications class I have been working with my central office personell to create guidelines in technology to help teacher and staff be more successful.  Here's a draft of my e-mail guidelines.  I will post the final version when it is finished:

Google Doc: E-mail guidelines

E-mail Communication guidelines

The Kirkwood School District provides for electronical mail for the purpose of enhancing communication amoung faculty, staff as well as providing a tool to support school and community relations.

When using your e-mail account consider if the communication pass the TAP Test.

Electronic communication with faculty, staff, students and community should always be Transparent, Accessible and Professional as defined below:

1. The communication is transparent. – Remember ALL electronic communication should be transparent. As a public school district, we are expected to maintain openness, visibility and accountability with regards to all communications. 

2. The communication is accessible. – Remember electronic communication should be considered matter of record, part of the District archives, and/or is accessible by others i.e. parents, administration, community, board of education. 

3. The communication is professional. – Remember ALL electronic communication should be written as a professional representing KSD. This includes word choices, tone, grammar and subject matter that model the standards and integrity of a KSD professional.   Always choose words that are courteous, conscientious, and generally businesslike in manner.

Helpful reminders:

·      Keep your messages short and to the point.

·      Only use your kirkwoodschools.org account to communicate with students and parents.

·      A professional e-mail should include a salutation and a complimentary close.

·      Create informative e-mail headings.

·      Refrain from sending any information that may be deemed as confidential.

·      Do not use all capital letters as the reader may interpret you as SHOUTING.

·      Avoid large or unnecessary attachments.

·      Reply to e-mails as soon as possible.  In the world we live in today e-mail is expected to be returned within 24 hours.

·      Never argue in an e-mail.  Pick up the phone.

·      Tone, sarcasm and jokes are never communicated correctly and can be misconstrued.

·      When discussing items of a sensitive nature, it is better to discuss face to face.

·      Refrain from using “Reply All” unless your response is pertinent to all people listed on e-mail.

·      Ensure the reply you are sending is being sent to the intended parties.

·      Do not forward district information outside of district personnel.

·      Refrain from advertising events, items, or services that do not pertain to school business.

·      If you feel angry or passionate about a subject, it may not be the time to share your thoughts in a post.  You should delay posting until you are calm and clear-headed.

·      Thoroughly spell and grammar check your content before you post.  Citizens expect that education employees set a good example when they write and speak in public.  It is important that you correct any errors as soon as you can.

·      Do no send an e-mail to the entire district without prior approval from supervisor.

·      A user is responsible for all e-mail originating from the user’s e-mail account.

·      Forgery or attempted forgery of e-mail messages is illegal and is prohibited.

·      Unauthorized attempts to read, delete, copy or modify e-mail of other users are prohibited.

·      Attempts at sending unsolicited spam, for-profit messages, or chain letters are prohibited.

·      All users must adhere to the same standards for communicating electronically that are expected in the classroom and that are consistent with district policies and procedures.

·      Users must obtain permission from the superintendent or designee before sending any district wide e-mail messages.

·      If you chose a signature line make sure it is simple, text only, and professional in appearance and content.

Remember all e-mail communication are subject to the board policy EHB-AP and the acceptable use policies of the KSD.  All electronic mail communication may result in monitoring and disclosure to third parties, including local, state or federal law enforcement.