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
Helpful templates and scripts for teachers making no-log contacts
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!
No Log Documention in TVS
- Use the “IDVA No-Log Contact Note” template in TVS to document all contacts and attempts. All calls/attempts can be listed in the same note each week. For example: Today is Monday, and I called Student A’s LC and left a voicemail. I called all family contacts and was unable to get ahold of anyone. I followed up with an email. All of these attempts will be entered into the same note.
- Use the following approach when documenting contacts: date, time, number/email contacted, and note. See the example in the picture above.
TotalView Notes Acronym definitions
When documenting in TVS, start your subject line with the appropriate acronym and a brief note. For example: “MC with LC: absences”
- MC = made contact. This is used exclusively for documenting 2-way communication, not a voicemail or one-way email
- LM = left message. When a voicemail or personal message is left with a person who answered the phone
- NC = no contact. Use when unable to speak to anyone and no message was left
- Email = email sent. Note: If a LC/LG replies to your email, edit that specific note to include the 2-way communication. Add MC to the subject line, such as: “MC Email: [TOPIC]”
- LC = Learning coach
- LG = legal guardian
- EC = emergency contact
- WD = withdrawal
- Running note. Start your note subject line with Running Note if you are continuously editing a single note entry with multiple contacts from separate days
- Note to Special Education teachers - MD = manifestation determination meeting held, and include in the body of the note: date of the meeting, outcome, the reason for MD meeting, if this was first MD meeting, and any other pertinent information
Viewing all TVS Notes in one tab
- Click “Print All Notes” – this won’t print the notes. It will open a new tab with all TVS notes, including enrollment notes, listed on one long page. .
IDVA Communication Protocols, part 1
- Voicemail
IDVA Communication Protocols, part 2
- Meetings (live or virtual)
- Verbal (live, phone, or virtual)
Communication High Five
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