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St.Mary's B.N.S
Policy for Communication
Introductory Statement
This Policy on Communication was formulated following consultation with all the staff of St.Mary's B.N.S. in October, 2008
Rationale
This Policy on Communication will form the basis for communication between all members of the school community. It will also inform new or temporary teachers of communication within our school.
Vision
We believe that good communication is necessary in order to fully appreciate the uniqueness of each child and to assist them in reaching their full potential. By establishing effective and efficient communication among all members of our school community we hope to support the provision of quality education and acquire the necessary resources for our pupils. We seek to create a supportive, respectful school and classroom environment where we work together.
Aim
The aim of this policy on communication for St.Mary's B.N.S. is to ensure that communication between all members of the school community – Board of Management, Principal, staff, children, parents, visitors and the local community is both effective and efficient at all times.
Staff Communication
A postholder has responsibility for communication within the school.
A variety of means of communication are used to ensure that both teaching and non-teaching staff are kept fully informed about the life and work of the school.
Each staff member has a labelled pigeon hole where written communication is left. Such communication includes incoming post or relevant literature and/or letters/leaflets to be sent home with the children.
Notices or information which arise for a specific day in the week are posted on the staff room whiteboard. The whiteboard is updated daily by the Principal. Teachers, the Secretary and other non-teaching staff may also post notices when the need arises.
Staff are asked to post notices on the staff room whiteboard for events and activities etc. which do not necessarily affect children from classes other than theirs, but which it is important for other staff to be aware of, for example class visits, social events, games fixtures. Such events may or may not appear on féilire na míosa.
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It is recommended that all teachers read the whiteboard before the start of each school day.
The other staffroom noticeboard includes DES circulars, union information, yard duty rota, bulletins, courses, school tour information, meetings, or other Advisory source news, social events and timetables.
The staffroom notice board is updated regularly by the postholder responsible for communication.
A postholder compiles Féilire na Bliana, which provides an overview of important dates in the school year such as; holidays, various committee meetings, social occasions, Celebrations of the Sacraments of Confirmation, Reconciliation and First Communion, etc.
Teachers are encouraged to inform the relevant postholder of dates and/or events for inclusion in the calendar. The Féilire na Bliana is updated regularly throughout the year and an up to date copy is displayed in the staffroom. A copy is also given to the school Secretary.
A monthly féilire is compiled by the school Secretary for distribution to all children, staff and parents. Staff are requested to contribute details of any upcoming events, tours, activities, relevant to his/her class on the blank féilire which is circulated in the staffroom in the week prior to publication.
Written information, notices, memos which affect all or some staff and require some form of response during the school day are taken around by a messenger who will usually ask staff to initial/tick a sheet to say they have seen the information.
All staff are provided with the relevant agenda and minutes of meetings which they attend. These are placed in pigeonholes.
Staff may contribute to the agenda by writing items on the blank agenda form displayed in the staffroom prior to meetings. Assistant Principal 1 then provides the relevant agenda for the meeting.
It is sometimes necessary that a teacher will need to make an announcement to staff during breaktimes.
It is the responsibility of the teacher making an announcement during breaktimes to inform members of staff who are not present in the staffroom at the time the announcement is made, eg. Teachers on yard duty. The staffroom whiteboard may be used for this purpose.
Staff may use the internal telephone system to contact one another during the school day. A list of all internal numbers is placed by each phone. New staff are shown how to use the system by the Principal.
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Teachers minimise their use of mobile phones and only use them when necessary or at break times.
Teachers meet with each other at the start of each school year to communicate information about their new class. These meetings are organised by Assistant Principal 1. A folder containing copies of Children's End of Year Reports and any other relevant information is also passed from teacher to teacher at these meetings.
Class teachers meet with the learning support team at the beginning of the school year and following standardised testing to discuss individual pupils' progress and educational needs.
Teachers communicate with one another at our monthly teachers meetings and at planning meetings.
When a member of staff is unable to attend school due to illness, he/she contacts the principal on his/her mobile phone as soon as possible so that substitution cover can be put in place.
If unable to contact the principal, staff are requested to contact the Deputy Principal or office as soon as possible.
Applications are made to the principal when requesting EPV Days.
The Principal will be given 2 weeks notice, where possible, of a request to take an EPV Day. Such requests are also recorded in the EPV book located in the staffroom.
All teachers have been given a Routines & Procedures handbook which communicates details pertaining to other school routines and procedures. This handbook is presented to new teachers by the principal. The Routines & Procedures handbook is updated regularly by the postholder responsible.
There are 11 posts of responsibility in the school.
The Principal and Deputy Principal have a formal meeting each week.
The Principal, Deputy Principal and both Assistant Principals meet formally on a regular basis.
Postholders Meetings are usually held monthly.
Postholders bring matters relating to their post to the attention of staff at monthly meetings and occasionally by circulation of notes/messages.
Teachers may also consult with or seek advice and support from postholders regarding their subject area.
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When a staff member sees any area of the school that needs attention he/she brings it to the notice of the principal or the caretaker. This includes the replacement of bulbs, breakages, leaks etc. in the classroom and toilet areas. The caretaker notes these jobs and deals with them as soon as possible.
All staff – teaching and non-teaching – and the Principal communicate with each other on an informal basis each day.
Board of Management
The Principal and an elected staff representative attends Board of Management Meetings. The Board of Management meets at least 5 times per year.
The teachers’ representative reports back to the staff on decisions made by the Board, in accordance with the Board’s instructions.
Communication with the Children
Staff communicate informally with children on a daily basis.
Staff and children address one another in a respectful, considerate manner.
Teachers regularly remind children of our Molanó Code and the importance of courtesy, good manners and respect in the way we interact and communicate with others.
Children going on a message to the office or into another classroom should do so in a mannerly way.
Within each individual class, class teachers organise their own methods of communicating information to the children. This may be in the form of a News Board or other type of notice board.
Letters are sent out to parents on a variety of different topics. They are distributed promptly by the teachers. When pupils receive letters they should place them immediately in the Dialann Scoile on the page currently in use.
Junior and Senior Infants place letters/leaflets in their book bag.
When the need arises, each class teacher will be given a plastic zip folder into which letters, monies and other items for the attention of the School Secretary are placed. The folder is usually collected before morning break. Receipts are given when requested.
Any items to go home with the children such as reminders, money or letters to individual parents are sent home in the dialann scoile.
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Boys may not receive calls on the school telephone. Messages for a particular child which are received in the Office during the day are given by the secretary to the class teacher and/or to the child concerned.
When necessary a boy will be permitted to contact his parents. He should be sent to the secretary in the office when this need arises.
In the interest of safety, pupils to be collected early must have a note from a parent/guardian.
External doors and windows may be used to display posters and other information about social events, sports events and other events in both school and the local community. Occasionally newspaper articles and other items of interest to the children are also placed here.
The monthly Féilire, which is distributed to children at the beginning of each month, gives the children and their parents information and news about all the upcoming events & after school clubs, matches, etc.
Communication with the children also takes place at our weekly Tionól on Friday morning where children pray together, share their work, perform for one another and sing together. It also provides opportunities to celebrate such things as sports achievements and welcome new boys to our school.
In accordance with the Catholic Primary Schools Management Association regulations the use of mobile phones by pupils on school grounds is forbidden. Pupils' phones should not be seen or heard during the school day.
Party Invitations should not be distributed in class.
Communication with Parents: Written
All parents of new pupils are issued with the Parents’ Handbook – 'A Guide for Parents & Guardians to St.Mary's B.N.S. Rathfarnham.'
The school handbook contains a range of specified information that gives parents an insight into life in our school. This is updated regularly by the postholder responsible.
Parents of new pupils also receive a copy of 'What, Why & How'. This gives them an insight into the Revised Primary School Curriculum 1999.
Children in Rang 1- Rang 6 have a Dialann Scoile. The Dialann Scoile is used to record homework assignments, and as a regular channel of written communications with parents. Parents are expected to check and sign the Dialann Scoile each evening.
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A variety of notes are required from parents on behalf of pupils. These include:
If he has to leave the school during school time.
When he needs to be exempted from P.E. or Swimming.
If he is very late for school.
If he fails to complete homework.
If he is not wearing his uniform / tracksuit.
A note must be made available when a pupil returns to school after being absent. This may take the form of a note in the Dialann Scoile.
A school calendar which outlines major school events, closures and holidays for the coming year is sent out at the beginning of the school year. In addition parents are sent reminders closer to the actual event.
A monthly calendar is sent to parents containing details and dates of upcoming events and other information. Parents appreciate the regularity of this calendar as it keeps them well informed about school life. 'Féilire na Míosa' is compiled by the Secretary in consultation with teachers and Principal. Féilire na Míosa is also available on our website.
From time to time information, news and other matters of concern for parents are sent home by means of letters with the children.
Occasionally, letters may be sent out in sealed envelopes. These should not be opened by pupils.
Some letters are of a general nature and therefore sent to all parents, whilst others may be specifically for one class or year group.
Should a teacher require to send a letter to parents for any reason, eg. class tour, give details to the school secretary who will draft a letter for you.
All letters from teachers to a class should be approved by the Principal before they are copied and ready for distribution.
Great care is taken to ensure that each letter and féilire is of a high standard and is presented in such a way as to project a positive image of the school.
Letters and the monthly féilire are sent out to each class for distribution one to every child. Spare copies of all letters are kept in the Office.
Children involved in accidents or incidents in the yard receive a blue card to inform parents what has happened. Parents sign and return this card to the class teacher who keeps it on record.
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Our school Newsletter is of a very high standard and is distributed to each child in the school 2/3 times per year. It contains written and photographic details of school events and activities. Senior pupils work with Assistant Principal 2 in compiling the Newsletter.
Teachers are encouraged to submit pupil's work for inclusion in the Newsletter.
A Parents’ Notice Board is situated in the entrance hall outside
Seomra 10. This is used to display information, news, adverts, letters and other items of interest to all parents.
A written report on the progress of each child is sent to parents at the end of the school year.
Teachers give written details of children's performance in standardised tests to the parents of children in Rang 2 and Rang 5. These are given at individual parent/teacher meetings in November so teachers can also verbally explain the results, as per DES Guidelines.
The school makes available a range of documentation for parents. These are kept in the school office and they are available on request. They contains copies of all school curriculum policies and copies of policies that the school is requested to have in relation to sex education, health and safety, curriculum, special educational needs provision, enrolment, etc.
Communication with Parents: Verbal
Parent Teacher Meetings are held in November. These take place before or after the school day by prearranged appointment at a time that is mutually convenient.
Parents are welcome in school but are expected to make an appointment if they need to speak to a member of staff in particular.
An appointment can be made to see a child’s class teacher or the Principal or Deputy Principal or Learning Support Teacher at a mutually convenient time.
Occasionally parents/teachers may take the opportunity to have a quick word with the teacher/parent when bringing or collecting a child from school.
Parents of children starting in Junior Infants are invited to a meeting in May where they are informed of details regarding daily life in our school and where possible, they meet the relevant class teachers.
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The school also communicates with parents of children in Rang 2 and Rang 6 by means of Parents’ Meetings regarding the preparation of children for receiving the Sacraments of Reconciliation, First Communion and Confirmation.
We encourage parents to contact the school if any issues arise regarding their child’s progress or well-being.
A Pupil Information Form is sent home each September. It is extremely important that this form, containing contact numbers and other information be completed and returned to the class teacher.
It is school policy to contact parents/guardians by telephone in the event of an emergency pertaining to their son.
In the event of an unplanned closure or other matters requiring urgent notification, parents may be contacted via text message.
Parents' Association
An elected staff representative attends the monthly Parents' Association meetings. The representative provides a verbal account of the meeting to the rest of the staff and posts minutes of the meetings on the staffroom noticeboard.
School Website and Email
The school website is designed to inform parents and other interested parties about current and future school events, activities, holidays, etc.
The school website is updated regularly by the ICT Coordinator. Our school website address is www.marysbns.ie
Féilire na Míosa (Monthly Calendar) is posted on our school website.
The website also provides opportunities to share some of the children's work with the wider school community.
Teachers are encouraged to submit samples of pupils' work for inclusion on the website to the ICT Coordinator.
Our school Email address is stmarysbns@gmail.com
The school secretary endeavours to process Email on a daily basis.
Communication with the Community
Members of the local community are informed and invited to school functions such as Concerts, Football and Hurling Finals, by means of a billboard at the school gate.
Announcements regarding school life may be made at masses in the local parish and notices may be included in the Parish Newsletter.
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Classes are brought into the local community on nature walks, trips to the local parks, castle, village, church, etc for educational purposes.
Community representatives visit our school occasionally to speak to the children at Tionól, or to accept gifts or charitable donations.
Communication with Other Schools
The school regularly communicates with the staff and children of other schools.
Discussion and liaison on matters of mutual concern with all schools in the parish are maintained.
Teachers who wish to communicate professionally with teachers in other schools are encouraged to do so.
Such communication may be by means of personal contact with specific staff or through more formal channels such as IPPN conferences or other informal groups and by means of sports fixtures and other inter-school events such as National Childrens' Choir.
Communication with the local secondary schools happens from time to time when representatives may visit Rang 5 and Rang 6. Occasionally the Parents Association invite these representatives to an open evening.
Communication with Outside Agencies
Contacts are maintained with support agencies including NEPS, the Library Service, the Eastern Health Board, Gardaí, the Education and Welfare Officer, Diocesan Support Service, Dublin Bus, Accord, etc.
The school regularly cooperates with other educational establishments including St.Patrick's College, Marino College and Froebel College and others. These contacts are usually via the Principal.
Regular contact is maintained with Ballyboden St.Enda's G.A.A.club. Information regarding coaching and training sessions may be distributed to children in written form. Coaches visit the school regularly to work with classes at prearranged times.
Contact is maintained with other outside agencies through the distribution of incoming literature and the occasional participation in events and/or competitions.
Media
Communication with media sources is usually via the Principal.
When deemed appropriate leaflets, flyers, literature, newspaper supplements, etc may be distributed to children.
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Occasionally pupils may be photographed for inclusion in newspapers, eg. At sports events, finals, etc.
Permission for children to use the Internet is sought from parents.
Children are directed to previously evaluated educational resources or previously sourced safe websites by the class teacher.
Complaints
In Accordance with our Health, Safety and Welfare Statement, all complaints will be treated seriously and with due regard to the sensitivities of the complainant and to the rights of the person against whom the complaint has been made.
Complaints will be dealt with promptly and sympathetically. As far as possible every effort will be made to handle complaints in confidence.
Complaints should be made in accordance with accepted complaints procedures as outlined in our Health, Safety and Welfare Statement.
See Health, Safety and Welfare Statement.
Implementation
This policy will be supported, developed and implemented by all staff.
Review
It will be necessary to review this plan on a regular basis to ensure optimum communication in the school.
A review of this policy will take place in October 2011.
On this date we will refer to the aim and content of our policy, check they are being implemented throughout the school and make any necessary changes.
The following people will be involved in the review.
Principal
Post holder
Whole staff
This policy was ratified by the Board of Management
on 2008
Signed:
Mr Edward Fitzgerald, Chairperson - Board of Management
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