phil carolan director of technology lenawee/monroe technology consortium 2015 national conference,...

<Title>Phil Carolan

Director of TechnologyLenawee/Monroe Technology Consortium

phil.Carolan@lisd.us

2015 National Conference, October 12-15, 2015Palm Springs, CA

John GatesManager of Information Systems

Lake Park High Schooljgates@lphs.org

Presented by:

Who are we? Phil Carolan – Director of Technology for the

Lenawee/Monroe Technology Consortium (two counties in southeast Michigan)

currently also Director at Large for SNUG (SunGard National Users’Group)

Phil.Carolan@lisd.us

Who are we? John Gates– Manager of Information Systems Lake Park High School

currently also Director at Large for SNUG (SunGard National Users’Group)

jgates@lphs.org

Who are we? We represent multiple districts with multiple solutions

deployed over the years and here to share our experiences.

We hope you feel free to share your thoughst as well throughout this presentation, so please ask questions or offer additional advice where you note similar experiences

◦ -Thank You

AgendaThe basics - frontline experience with your staff, students and parents

Getting data to 3rd party Alert notification systems

FCC gets involved

Communication strategies

Discuss enhancement ideas

Q & A

The basics - frontline experience with your staff, students and parents

Using eSchool tools

• News• Notifications• Alerts • Email • Calendar• HAC

eFinance

• EAC

Anyone care to share some of your use cases?

Notifications - so many options to choose from

attendance, IPR, classwork, and report card alerts set up to run every night.  Parents have given us great feedback because theycan set what alerts they want and the criteria for the alert.  They don't have to keep going out to HAC and checking.  They get an email notifying them of any changes

One of our teachers said she uses the Notes feature in TAC anytime she talks to a students parent

… another teacher said he sends emails out all the time for parents through home-access- about upcoming events, current grades, activities happening in the class. He uses it because it has almost all of the parents in that class signed up. It is a great tool; I have been using it since I started here

I use eSchool email 10 times per year per class (round numbers),  It allows me to communicate with parents when I hold a seminar class (for parents), before their students have a test, when a project is announced or due, or other upcoming events.  This year, the coverage per class seems better, i.e. a larger percentage of the class is covered by a blanket eSchool email.

eFinance options – Admin messaging

Anyone using this?

Getting data to 3rd party Alert notification systems

Districts could chose to integrate eSchoolPLUS and their 3rd party alert systems in various ways

– eSchool Upload/Download Utility - SQL scripting- (SIF)Schools Interoperability Framework- API

What did you chose and why?

Need for an anchor record - we require a Priority 1 Guardian Home phone record for EVERY student, we have relabeled ‘Home’ to ‘Primary# (Required)’ to help

emphasise this

PrimaryAdditionalOutreach

Emergency1

Emergency2 Emergency3 Emergency4

Priority 1GuardianHome (H) phone record

Priority 2GuardianHome (H) phone record

Priority 1GuardianMobile (M) phone record

Priority 2GuardianMobile (M) phone record

First available Emergency (C) contact Home (H)phone record

First available Emergency (C) contact Mobile (M) phone record

PrimaryAdditionalOutreach Emergency1 Emergency2 Emergency3 Emergency4

Priority 1 GuardianHome (H) phone record

Priority 1 GuardianMobile (M) phone record

Priority 2 GuardianHome (H) phone record

first available > Priority 2 Other (O) contactHome (H) phone record

first available > Priority 3 Other (O) contactHome (H) phone record

first available > Priority 4 Other (O) contactHome (H) phone record

PrimaryAdditionalOutreach

Emergency1

Emergency2

Priority 1GuardianHome (H) phone record

Priority 2GuardianHome (H) phone record

Priority 1GuardianMobile (M) phone record

Priority 2GuardianMobile (M) phone record

We let our district choose which contacts are pulled based on Contact-Type, Priority and Phone-Type

Data is pulled from eFinance as well

Here is an example of using eSchool Activity tracker to assign students to pre-defined communication groups

Applications > Human Resources > Personnel > Reference Tables > Situation Types

Here are examples of our use of eFinance Situation Types to assignstaff to communication Groups

Here is how this looks on an employee record

Communication strategies

Things you likely know: - keep messages to the point - for short messages repeat the content (some older home answering machines need more than a few seconds to engage) - listen to your voice recordings before you send (use text-to-speech sparingly) - remember to mention to check your district’s website for more details (keep the events up-to-date on the district web site) - listen to your voice recordings before you send them

Things you may not have considered : - when promoting an event try getting a local celebrity voice for the recording - throw in some good-news messaging every now and then - not every message needs to be a voice message use your systems email options and many interface with Twitter/Facebook and don’t forget RSSS (a great way to push messages to digital signs and your web followers)

FCC gets involved

Telephone Consumer Protection Act (TCPA).

Discuss enhancement ideas

- Add 2 new fields to the phone contact records:

automated messages allowed

send me text messages

- Add a one time acknowledgement to the HAC sign in indicating I acknowledge that any data entered into contact records will be use for automated electronic communications to me

- repurpose the Listed/Unlisted phone flag and allow an acknowledgment of both calls and SMS with a single checkbox

- Consider new phone-types:  CTC (Consent-to-Call) , - CTT (Consent-to-Text) and OF (On-File)

Questions?