Acceptable Use Standards – Electronic Notification System
Electronic notification systems allow the simultaneous notification of parents and staff by communicating using a system that will automatically notify them of student absences and other important information/updates via telephone, text or e-mail.
Clover Park School District will inform parents/guardians of district and school special events, and will notify parents of their child’s unexcused absences using an electronic notification system. The district recognizes the need to be able to contact parents and staff promptly and efficiently using an electronic notification system as a complement to the district emergency preparedness procedures. The district also recognizes the need for timely communication between teachers, parents and students to promote student learning and safety.
- Electronic Communication - includes any direct communication facilitated by voice or text-based telecommunication devices, or both, computers, as well as those devices that facilitate indirect communication using an intermediate method, including, but not limited to Internet-based social networks. It shall also include the transfer of signs, signals, writing, images, sounds, data, or intelligence of any nature, in whole or in part by wire, radio, electromagnetic, photoelectric, or photo-optical system and pertains to both personal and school board-issued devices.
- Educational Services – constitutes provision of direct and indirect classroom instruction, as well as extracurricular activities provided by Clover Park School District.
- Electronic mail – the transmission of text-based information or communication by use of the Internet, computers, a facsimile machine, a pager, a cell phone, a video recorder, or any other electronic device or means sent to a person identified by a unique address or address number and received by that person.
- Text messaging – the transmission of text between cell phone numbers or from an email address to a cell phone number.
- Guidelines Computers – pertains to and includes: (i) desktops; (ii) workstations; (iii) electronic readers or devices in the nature of an iPad or Kindle; (iv) laptops; (v) servers; (vi) routers; (vii) digital switches; (viii) smart phones; (ix) PDA’s; and (x) any other digital device in the nature of any of the foregoing.
- Social networks – locations on the internet where users may interact with other users -- examples are Facebook, YouTube, Twitter, Pinterest, Instagram and other social network sites available on the internet.
- Improper or inappropriate communications – any communication between employee and student, regardless of who initiates the communication, that may be viewed as derogatory, sexual or lewd in content, threatening or harassing, discriminatory, simple fraternization or suggestive in nature.
- Cloud application – shall mean any service or resource available on the internet including such services or resources as virtual servers or any electronic storage that is outside of the school district’s firewall, including such things as a Google or Google Chrome account; My Drive; OneDrive; Adobe Creative Cloud; Dropbox; and other similar services.
- Student record – shall mean any item of information gathered within or outside the district that is directly related to an identifiable student.
- Group Communication – shall mean communication between an individual and a group of people, between a group of people and another group of people, or within the group itself. A group is normally considered as a collection of people that number three or more.
Users and Access
At the district level:
- The content of districtwide communications will be approved by the superintendent or designee and/or director of community relations.
- The superintendent, whenever possible, will deliver messages at the district level.
- Superintendent, administrator for information technology services and director of community relations will have access to the district electronic notification system.
At the school level:
- All communications content will be delivered by the principal, assistant principal or designee.
- Principal, assistant principal and attendance secretary/clerk will have access to the district electronic notification system and will be able to send notifications to staff and families at that school.
- Teachers, coaches and activity advisors will have access to the district electronic notification system and be able to send group communication to families of students enrolled in their classes and activities.
- Users will be added, changed or deleted using the Information Technology Services Account Request Form.
- Training will be available annually or as needed.
- Information technology services will upload student and staff data. Data will be uploaded to the district electronic notification system daily from the student and human resources information systems.
- School principals will routinely review the district electronic notification system log file. The daily log file will include a list of student names/staff names and inaccurate phone numbers. School principals should assign staff to correct errors in the student information system. Updated staff information should be sent to the human resources department.
The electronic notification system is a powerful communication tool for our district. It is important to limit the number of Community Outreach calls to parents and/or staff. The superintendent will notify the board of directors of districtwide or emergency electronic notifications.
- All schools will implement attendance messaging.
- Attendance calls will be delivered daily.
- Emergency, outreach and attendance messages will be recorded and delivered in English or the primary language spoken in the student’s home whenever possible. Translations in Spanish must be provided.
Recording Alternate Messages:
- Outreach messages will be recorded by the superintendent, school principal, the director of community relations or the administrator for information technology services.
- Inclement weather or school closure messages will be recorded by the superintendent, the director of community relations, the community relations manager or the director for information technology services.
- Emergency messages will be recorded by the superintendent or by the school principal in cases where the emergency relates only to their school (lost student, evacuation of single school) or the director of community relations. Upon assistant superintendent’s advice, emergency messages may be sent via the electronic notification system. An informational e-mail will then be sent to the Administrative Leadership Team (ALT) school secretaries, the Joint Base Lewis-McChord school liaison and the Student Services Center (SSC) receptionist.
Voice vs. Text Messages:
- Emergency messages will always be voice-recorded; it personalizes the call and lends a calm voice in emergencies.
- Outreach messages will always be voice-recorded; an enthusiastic voice tends to create excitement around an upcoming event.
- Attendance will always be text to speech; district electronic notification system inserts the name of each student absent automatically.
- Emergency messages are usually used to notify families/guardians immediately. Principals should refer to the Emergency Procedures Manual for further guidance. In an emergency situation, all procedures must be followed. Upon assistant superintendents’ advice, emergency messages may be sent via the electronic notification system. An informational e-mail will then be sent to the (ALT) and the SSC receptionist.
- This list is not exhaustive and some conditions may not be documented.
Individual to Send
b. Weapon on Campus
End of day
Supt. or Principal
End of day
e. Injury or Death
End of Day
Supt., Comm. Rel. or Principal
Messages that have districtwide impact will be recorded and sent centrally. For example:
- Emergency communication (Snow Days, School Closures, etc.);
- District and community events;
- Late start or half days for conferences; and
- General and special elections.
Principals will be responsible for messages that impact the schedule of an individual school. For example:
- School emergencies;
- School testing reminders;
- School events (includes open houses, college information nights, school concerts, graduation, etc.);
- Picture Day;
- Grading periods and report card notifications; and
- Reminders of districtwide messages (follow-up to Impact Aid request).
ALT will receive a copy of districtwide community outreach messages sent by the superintendent or director of community relations.
Teachers, coaches and advisors will have access to message parents of students who are in the Skyward rosters that have been created for them through the standard district processes. Staff must review and follow School Messenger guidelines for professional communication with parents. It is recommended that teachers use the School Messenger app so parents receive all district communications in one location.
These procedures define improper employee electronic communication with students at all district schools. All improper interaction shall be handled following applicable laws and policies. Clover Park School District shall not be civilly liable for any electronic communication by an employee with a student that is prohibited as provided in this policy.
Clover Park School District prohibits any type of close personal relationship between a school employee and a student that may be reasonably perceived as unprofessional, such as excessive personal attention outside of school. School employees shall not communicate with students, entertain students, socialize with students, or spend an excess amount of time with students in such a manner as to reasonably create the impression to other students, their parents, or the public that an improper relationship exists (see Policy 5253–P1).
Teachers, coaches and advisors will have access to message students in grades 6-12 classes that they teach advise or coach and are created in Skyward according to the following procedure.
- All electronic communication conducted by an employee with a student must be relative to the educational services provided to the student and shall be delivered by means provided by or otherwise made available by the school district for this purpose. The approved district systems for this communication are Skyward and the School Messenger Communicate program. School district employees are prohibited from using any school district electronic communication with a student for a purpose not related to educational services, except for communication with an immediate family member, if such communication is specifically authorized by the school board. School district employees shall not use personal profiles on social network sites with or to communicate with any student or parent of the school district. District employees are prohibited from communicating with any student while on a disciplinary suspension or administrative leave without express prior written approval from the superintendent or director of human resources; School district employees are prohibited from downloading or saving any student record on any computer, network or cloud application owned, leased or in an account possessed by the employee that is not a computer or network drive that is owned or leased by the school district. All communication must be transparent by maintaining openness, visibility, and accountability; accessible and considered a matter of record; and professional by using correct grammar and tone and choosing an appropriate subject matter and word choice.
- If an employee is attending an education-related trip, function or event with students at which electronic communication with students is reasonably necessary for coordination at the trip, function or event, for the safety of students, or for some other reasonable purpose and the electronic communication will occur, then the employee may obtain written permission from the principal, in advance of the trip, function or event, to communicate with students via electronic communication. To exercise this option, a parent’s written permission to communicate with a student shall be obtained in advance of the trip, function or event. Only the district’s electronic communication method or other electronic communication methods approved by the superintendent or designee are allowed.
- All district employees shall be informed during the year of implementation and upon entering into district employment about this policy and the associated procedures and guidelines regarding electronic communication including the possible consequences for a failure to comply with the policy and its associated procedures and guidelines. The policy and associated procedures and guidelines shall be posted on the district website for reference.
- A districtwide letter will be disseminated to parents via the students informing them of the policy and procedures and guidelines regarding electronic communication by employees with students enrolled during the first semester of the 2018-19 school year. Thereafter, parents and students will be notified as part of student handbook and the district website.
- Reporting Violations: With the exception of group communication, electronic communication, and/or text messaging from any school employee to any student may only occur after a written opt-in is received from a parent or legal guardian of the student and with principal approval. The occurrence of any electronic communication made by an employee with a student using means other than ones provided by or made available by the district shall be reported in writing by the employee to the principal prior to reassuming regular duties, but no later than 24 hours after the occurrence or knowledge of the occurrence. Student-initiated communication that may be construed as inappropriate in content, as defined in this policy, must be reported in writing to the principal no later than 24 hours after the occurrence or knowledge of the occurrence. Records of any reported communication shall be maintained by the principal for a period of at least one year. Each district employee must comply with this policy. Failure to comply may result in disciplinary action, and, in extreme circumstances, may constitute willful neglect of duty.
Violations of this policy include, but are not limited to:
- The employee’s utilizing district or personal electronic communication system with a student for non-educational services.
- The employee’s failure to report an instance of communication using a non-district electronic communication system.
- The employee’s contacting a student when the parents have not opted into individual communication with employees. Responses to violations include, but are not limited to:
- Any violations or suspected violations of this policy should be reported to the principal or director immediately. The principal will promptly, thoroughly and fairly investigate reports of an alleged failure by a school/district employee or student.
- The investigation shall include dates, the name of the person reporting the allegation, and the specific allegation made.
- The principal shall meet with the employee to document his/her response to the allegation. The employee shall be required to cooperate fully with the investigation.
- All information from the investigation shall be provided to the assistant superintendent or appropriate council member.
- Appropriate action shall be taken that is consistent with the results of the investigation and legal requirements afforded by law. Violations of this policy or any implementing regulations or procedures may result in discipline of the employee/student up to and including termination of employment/suspension of the student or employee.
- Any alleged violation of the board’s policy or these procedures and guidelines involving a school employee that may also be a violation of state or federal law shall be reported to the proper authorities. Some acts are considered criminal and may be subject to prosecution.
The board and district employees will fully cooperate with law enforcement agencies and the district attorney in investigating and prosecuting such criminal offenses.
In the event an employee has a previous relationship or friendship with a student or a student's family, the employee does not violate this policy by communicating in a manner that exceeds the boundaries of educational services.
“Opt-In” Procedure: A parent or legal guardian must submit written documentation to the principal reflecting the desire for his/her child to be contacted individually through electronic communication from any school employee. Group electronic communications generally do not require the opt-in of the parent or legal guardian.
Revised: 12.10.07; 11.10.08; 02.05.13; 06.05.13; 03.05.18