Teacher's Net
Lesson 2: Communications, Part Two
The Email Communication Model
Constructive Contact
Many teachers worry that by providing an email address by which they can be contacted is an invitation to be bombarded by students and parents alike. This definitely could be the case, if a few ground rules are not expressed beforehand.
When setting out to create an email plan for contact, you need to brainstorm for a few minutes. What ways do you feel email contact is appropriate? Which are inappropriate? For example, do you like the idea of students being able to request help with homework, but only feel that this is appropriate once a week? If so, you've just created ground rule number one: Students may request help with homework via email once a week. The same idea follows for parent-teacher contact; rule number two: Parents may feel free to contact me via email concerning student progress not to exceed once a week.
The idea is that you need to keep that communication line open. We all realize how difficult it can be for many parents to access us through conferences, and few teachers in their right mind is going to pass out a phone number. Email is a safety net, anonymous enough while still maintaining that personal touch that can make all the difference in the world.
Building a Mailing List
Before you can send a single email, you need to know who - and where - you'll be sending email to. Your first and most logical step is to speak to your students. Pass a sheet around that has two headings: Student Name, and Email Address. Students who do not already possess an email address should be given the opportunity and instruction to create one, and provide that address to you. Let students know that you will provide their progress reports and other class-related information through this address, so it is important that you are given the correct one.
Next, contact parents as you can. Let them know what your plans are concerning the Email Communications - if you will be sending out a newsletter, let them know how the information in the newsletter will help them. Mention the progress reports that your students receive via email, and let parents and guardians know that they can receive these progress reports at the same time as your students do.
Further into this course, we will be creating a class website. Using the contact form within this website, you can allow students and parents to request subscription to your mailings, and generate a mailing list from these contacts.
Compile all of the email addresses you receive. If you're familiar with Microsoft Excel™, a database would be one good option. Another option is to store the addresses in your email's "Address Book". Or, if you like traditional methods, create a rolodex that contains contact information, including email addresses.
Creating a Newsletter
Beyond the progress reports which are a perfect means of maintaining constructive contact with students and guardians, newsletters are another prime example of ways in which email merges with education beautifully.
Once a month, you can compile a simple newsletter which would be sent via email to everyone on your contact list. Within the newsletter could be contained "Class Projects", "Current Happenings", "Honor Roll", "Coming Up", and anything else that would be both beneficial and entertaining.
Don't panic yet! This is really a simple thing to do, and you can use a template in Microsoft Word, FrontPage, or even Notepad to do it. The template I've created is located here, simply save a copy (Click "File, Save As" when you reach the page, or Right-Click the link here and choose "Save Target As") to your desktop and double-click it. It will open in your html editor (or right-click and choose "Open With, Microsoft Word" if you want it really easy) and you can start adding your own text - easy! To send the newsletter, just copy-paste the text into your email message and "Send".
For step-by-step instructions on sending html in an email, download this quick illustrated tutorial I've prepared, here.
Other Email Ideas
I feel like I'm repeating myself, but I sincerely can't express strongly enough what a difference sending progress reports, weekly or monthly, makes! A nice template that you can use for progress reports is here.
Another idea is to send out one "Extra Credit Assignment" per week - on a Friday, perhaps, giving the students all weekend to perform the assignment and send it back to you via email by the time school ends Monday. These assignments should be fairly simple, stressing the importance of language in the subject that you teach. Again, I've created a template to help make this easier. You can download it here.
At the end of the school year, sending out a "Congratulations" award makes the educational experience feel even more rewarding.
Arrange for students to participate in a "Pen Pal" program. One such program was performed around a specific assignment: "The objective was to practice letter writing skills, learn how to use a word processor, and experience email. The class replied to an emailed pen pal letter from Lakeview Elementary School in Meadow Lake, who were doing their own GrassRoots project on community profiles. The grade 3s surveyed their class to see how many families had parents working in the oil industry, and emailed this information to their pen pals. They will receive an email stating how many families in their penpals' grade 3 class have parents working in the forestry industry." (see source 2)
Assessment of the Model
The assessment of the Email Communication Model should take place in two phases: a Pre-Assessment, performed before you actually institute the Email Communications, and a Post-Assessment, performed at the end of the year. By comparison and contrast, you should be able to see a direct improvement across the board, which you can then implement into next year's lesson plans and classroom goals.
There are four different surveys, in pdf format, ready for you to print:
Survey 1: Middle-School/Jr. High Student Survey
Survey 2: High School Student Survey
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