Procedures for Communications, Essay Example

Specific Procedures for Communications

Receiving Visitors

Proper reception of visitors is important both for the safety of students and faculty and to represent the school as a professional and friendly place to newcomers.

1. Security Guard Role: Visitors should be greeted immediately upon entering by  the security guard on front door duty. Greeting should be friendly and professional. The security guard should ask visitors name, record it in the visitor log and direct them to the main office
2. Office Staff Role: Once visitor reaches office they should be greeted by administrative assistant and asked their reason for visiting. Administrative Assistant should help them accomplish the particular role or task which they came for and be their liaison during their visit. The visitor should not be allowed to roam the school unaccompanied by a school volunteer or staff.

 Answering Phones

1. All staff should answer the phone stating the schools name, followed by their name. If the caller asks to speak to a specific person, they should be promptly transferred. If they ask a general question the question should be either answered by the staff member who received call or transferred to a staff member who can properly and accurately answer the question.
2. All calls should be dealt with in a professional, polite and friendly manner.

Sending Written Correspondence

1. All written correspondence should be sent on school letter head and be written in a professional and polite manner. Proper use of grammar and spelling is of the upmost importance

Answering Requests for Information

1. Requests for information should be handled promptly and dealt with in a consistent manner.
2. There shall be one staff person who handles all requests. This will ensure a consistent and targeted message is projected and cuts down the risk on conflicting information being produced

Handling Complaints

1. Complaints should be dealt with promptly and consistently.
2. There will also only be one staff member that will handle all complaints, for the same reason as given above.
3. Complaints will be throughly investigated and recorded.

Training

All staff will be required to undergo a twice yearly training in proper communication procedures. Staff members who have specific roles in the communication structure will need to undergo additional, targeted training.

The Interior and Exterior Presentation of the School

The interior and exterior presentation of the school is important for several reasons:

1. Reputation and respect of outside community: A school that looks professional, clean and organized will instantly engender greater respect from the outside community. It is important that the school physically displays the professionalism, respect and work ethic it teaches it’s students
2. Respect within the school community: Students will have more respect for a school that is in good condition. Students will be able to focus and learn better in a clean, professional and organized environment. They will also be less likely to vandalize an environment that is pleasing to look at.

Programs and Activities

The school has many special programs and activities, however, one of the most important and significant for student performance is our ‘Friday Rally”. The ‘Friday Rally’ is every Friday directly after lunch.

This event serves two main reasons:

1. To keep students informed about school news and upcoming events
2. To recognize the most outstanding students of the week

Awards are given to students in the following categories:

1. Student of the Week (for each grade level, nominated by teachers)
2. Community Superstar of the Week (nominated by peers, this student has done something which helped another student out. 5 are chosen each week)
3. Test Taking Superstars: All students which received a 90% or above on a test during the week is recognized.

Preparation work for this event includes:

1. Compiling lists of the Test Taking Superstars
2. Evaluating and choosing students for ‘Student of the Week’ based on teacher nominations
3. Evaluating and choosing ‘Community Superstars’ based on peer nominations

This event is very important because it serves as a motivator and community connector with students and staff.

Community Events

The school offers many opportunities for use by the outside community. Programs of particular interest are those which include after school or extra-curricular activities that students can be involved in.

The school encourages child-focused non-profits to use school facilities to offer special seminars, programs or activities for children. Anything that can further engaged children beyond the typical learning environment is a positive addition to regular school based classes and activities.

One staff member will handle all outside requests for use of school by the community. The community organization will be required to fill out an application at least 1 month in advance of first date they wish to use school facilities. The organization will also be required to provide for any additional cost that the event might incur.