IDVA Exhaustive Communications

We accept responsibility to ensure every student succeeds.

IDVA Mission – Building a community of engaged learners.

IDVA Vision – Empowering every student to learn at high levels.

Key Definitions

  • Proactive: creating or controlling a situation by causing something to happen rather than responding to it after it has happened.
  • Timely: done or occurring at a favorable or useful time; opportune.
  • Two-way communication: includes feedback from the receiver to the sender and lets the sender know the message has been received accurately.

IDVA General Communication Expectations

  • Proactive two-way phone communication.

  • Timely phone communication is the first choice for crucial conversations. For example, dealing with a student behavior issues – the student is disruptive in the learning environment. First, call the parent. If no answer, leave a message following IDVA’s voicemail communication protocols (below), including trying alternate numbers in the TVS Family Tab. Follow up with an email to the parent/guardian/LC.

  • Proactive two-way personalized email communication. Follow IDVA’s email communication protocols (below). If a response from the recipient is expected and not received, calendar a follow up for yourself to call the parent/guardian/LC, prioritizing based on importance. If unable to reach family through phone or email after approximately 3 attempts (each situation may differ depending on the context), refer to master teacher/ principal, if/as needed.

  • Document all phone and email contact attempts in TVS notes.

IDVA Communication Expectations related to student no-log

Our Advisors will be in contact with students/LCs based on absences.

Helpful templates and scripts for teachers making no-log contacts

Teacher’s script for 1-2 absence call from week before


This is [staff name], I am [studen'ts first name]'s [subject] teacher at IDVA (Staff other than teachers - This is [staff name], I am the/an/a [staff title] for/with IDVA)


I’m calling regarding [student’s first name]’s recent absence(s).


I want you to know I notice when [student’s first name] is absent, and I want to make sure you have a complete understanding of what our attendance requirements are.

  • Log into each course, every day
  • Complete daily plans for each course
  • Attend all required, live class connect sessions

Please keep in mind, whether [student’s first name] is absent for excused or unexcused reasons it’s a day [he/she] misses [his/her] learning. However, I do appreciate a phone call on the occasional day an absence is unavoidable. I value and appreciate your involvement in [student’s first name] academic success and look forward to a meaningful partnership.


Teacher’s script for VM left regarding 1-2 absence call from week before


This is [staff name], I am [student’s first name]’s [subject] teacher at IDVA (Staff other than teachers - This is [staff name], I am the/an/a [staff title] for/with IDVA).

I’m calling regarding [student’s first name]’s recent absence(s).

Regular, daily attendance is vital to the learning process and I want to make sure you have a complete understanding of what our attendance requirements are.


Please, call me back at [teacher’s phone number] so we can discuss IDVA’s attendance expectations in more detail.


Thank you!



Teacher template for email sent to LC and LG regarding 1-2 absence call from week before


Hi!

I am [student’s first name]’s [subject] teacher (Staff other than teachers - This is [staff name], I am the/an/a [staff title] for/with IDVA).


I’m following up on a voicemail I left regarding [student’s first name]’s recent absence(s).

I want to make sure you have a complete understanding of what our attendance requirements are, so [he/she] is able to maintain the expected amount of daily progress.

Please, call me at [teacher’s phone number] so we can discuss IDVA’s attendance expectations in more detail, and so I can answer any questions you may have.


Thank you!

When to file an email in TVS

File email as a note for the following:

  • Relevant, individual information that may be pertinent for others to know as they work to engage the student
  • One-on-one support offered to the student
  • Test Scores
  • Report Cards
  • Withdrawal information
  • Truancy
  • Special Services (IEP/504)
  • ILPs
  • K5: missing live class

Do not file an email as a note for the following:

  • ‘Blanket’ emails to all students in your class
  • Missing assignments/general assignment information
  • Grade information


Questions? Contact your supervisor!

Confidential Student Issue Records


At times our staff learns of confidential student issues. Oftentimes, these issues will affect a student’s learning, and it is important for involved staff to be made aware. Our process in these cases will be for the administrator to obtain parent permission to share with involved staff and then send an email to or hold a brief phone conference with those staff members to inform them of the situation.


We are obligated to ensure student privacy and follow all FERPA regulations, so it is not permissible to enter details regarding these situations in Total View notes where present and future involved staff can view them. Sometimes it may be beneficial to the student for involved staff to be made aware of an issue that occurred in the past. To accommodate this need, our process will be for the administrator to document the issue in a Word document and add an administrative password. The document will be attached to a TVS note titled “Confidential Student Issue” and will include text stating, “Confidential student issue – contact Head of School if you think you may need further information.” If you find one of your students is experiencing an issue, you can search TVS notes for possible past issues. If you find a note like this, contact the Head of School and describe your concerns. The HOS will review the documentation and determine if the information is relevant and should be shared.

Recording; Communication Tips and Communicating w/ Learning Coaches

8/20/18

BBC recording HERE

Presenters: school counselor Jessica Lecertua & speech and language pathologist Emily Orchard