PTO Communication Guidelines 2017-18

There are several channels with which the PTO can communicate with students, teachers, staff and parents. Having multiple means to get the word out offers greater flexibility and hopefully will gain a wider audience. The following is a guideline listing seven communication avenues with submission procedures for each.

When submitting, please take into account the deadlines and the approval process of each form of communication. Allowing yourself enough time to submit will allow us to get your information out without delay. Of course, there will be occasional times when something “needs to go out tomorrow!” so please know that we will do our absolute best to get your information communicated as fast as possible. We stress that no matter how quickly your information needs to be published, prior to ANY posting ALL communications must be approved.

If ever in doubt about anything communications related, don’t hesitate to contact me.

Thank you,Joni MurphyPTO PresidentJoni.murphy@comcast.net

Quick Reference of Names and Emails in GuidelinesEileen Checkelsky- WCES Principal’s Secretary- Checkelsky@fulton schools.org Julie Pitman- WCES Professional Assistant- pitmanj@fultonschools.orgMJ Sturgeon- WCES Media Specialist- sturgeon@fultonschools.orgJoni Murphy- PTO President- joni.murphy@comcast.net

1. Weekly PTO E-NewsletterChair: Christy MonaghanEmail: christyemonaghan@gmail.com

Approval Process:1. Chairpersons: information must be approved by your VP before submitting to Christy2. All Submitters: if you are including forms or flyers as attachments, those forms require prior approval by Eileen Checkelsky and Joni Murphy3. After approval, submit information to Christy. Christy will incorporate your information into the e-newsletter and then send a test blast to submitter, the submitter’s VP, and Joni.4. When approved by all, the e-newsletter will immediately be scheduled to go out. E-newsletters are typically scheduled to go out on Sunday evenings.

How: Send information in an email to Christy - please be sure all information including dates, times, locations, etc. is accurate and has received prior approvalsWhat: event information, event, forms, save-the-dates, volunteer needs, results of events, photos of events, thank you’s or acknowledgments, etcPublished: weekly- Sunday eveningDeadline: by Friday

2. PTO Email BlastsChair: Christy MonaghanEmail: christyemonaghan@gmail.com

Approval Process:1. Chairpersons: information must be approved by your VP before submitting 2. All Submitters: if you are including forms or flyers as attachments in your email blast, those forms require

prior approval by Eileen Checkelsky and Joni Murphy.3. After approval, submit information to Christy and she will create the e-blast.4. When approved by all, the blast will immediately be scheduled to go out. E-blast can be scheduled in Mail

Chimp to go out at a certain time.

How: Email information in an email to Christy - please be sure all information including dates, times, locations, etc. is accurate and has received prior approvalsWhat: event information, event, forms, save-the-dates, volunteer needs, results of events, photos of events, thank you’s or acknowledgments, etc.Published: as neededDeadline: varies per submitter needs - preferably 2 days notice. Typically, we would like to send email blasts out at the beginning of the week unless there is a weekend event or a special circumstance.

3. VIPs (Very Important Papers) EnvelopesCo-Chairs: Natasha Nagpal and Erica HarrisEmail: nuttynagpal@hotmail.com, eaharris7@gmail.com

Approval Process:

Information due to VP, Joni and Eileen

Documents due to Julie Pitman Documents inserted into VIPs

Mondays 10AM (or earlier) Wednesdays before 2PM Thursdays 9AM

1. Submit information for approval to your VP. Following VP review, the document will be sent to Joni and Eileen

2. Once approved, submitter will supply to Julie at WCES’s front desk:A. Required number of documents for insertion

(Please use PTO paper from the PTO office and copy your document using the copiers in the room located across the hall from the computer lab)

B. Information on who gets the insert- ie. everyone, just 1st grade, only boys, one per family, etc.

How: Email document to VP for first review and approval, then to Joni and EileenWhat: event information, volunteer needs, etc.Published: weekly - sent home with each student every ThursdayDeadline: Monday before the Thursday needed

4. Morning AnnouncementsContact: MJ Sturgeon - WCES Media SpecialistEmail: sturgeon@fultonschools.org

Approval Process: email exact script to VP, VP will review and email to Principal for approvalHow: after approval, send script via email to MJWhat: very brief, interesting information directed towards students onlyPublished: Every weekday at 8AMDeadline: at least two days (48 hours) before date needed

5. Wilson Creek Wildcat News - School NewsletterContact: Eileen Checkelsky - WCES Professional AssistantEmail: Checkelsky@fulton schools.org

Approval Process: email submission to JoniHow: after approval, Joni will email submission to EileenWhat: brief, to-the-point information that points to the PTO website, the PTO Newsletter or a PTO email blast for additional information - provide a link, too.Published: Every week via e-newsletterDeadline: Tuesdays 12 noon

6. FacebookChair: Erin SchiefEmail: erinwilliams2003@yahoo.com

Approval Process: Approval by VPHow: Upon approval, email Erin for posting on the Facebook page.What: News, updates and announcements about upcoming or current eventsPublished: As neededDeadline: Allow for at least 24 hour turnaround

7. Korean TranslationChair: Yoo Jin KimEmail: kimeujene@gmail.com

Approval Process: VP of event decides if translation is needed.How: Yoo Jin will translate and send directly to families.What: News, forms and announcements about upcoming or current events. Translations will be sent directly to the families.Published: As neededDeadline: Allow for at least 48 hour turnaround