Administrative Procedures Manual

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Section 38

Communications

Functions of the Communications Department include media relations, community partnerships, internal and external communications, public information requests, social media accounts, digital media, website content and district-wide special events.

MEDIA RELATIONS

All requests from the media should be directed to the Communications Office, 677-1444, ext. 3262.

District media requests for AISD TV or photography can be submitted online using the Media Request Form

DIGITAL MEDIA

Each student is required to opt in to classification as a non-media student during registration. Non-media means these students’ names or images are not to be used publicly, in any way, including social media. If the media or AISD TV/digital arrive on your campus to cover an event, please have information available to let them know which students are not allowed to be pictured. In the event that an image of a student listed as non-media is captured for print, social media or some kind of digital media, then you must blur the students’ face / likeness, or special permission must be sought out from the parent / guardian to use the image prior to publication.

COMMUNICATION APPS

Group and team communication must be made using the approved communication app Remind. We discourage using private messaging services on these apps. Specifically with students.

Purpose of Remind @ District/Overview of functionality

Remind is now the official messaging platform for Abilene ISD.  Remind is a messaging system that allows send quick messages via text, push notifications, or email and phone calls to members of Abilene ISD, without revealing personal contact information. As our School and district wide messaging system, Remind will be used to send: [recent scheduling updates, district forms, attendance notifications, newsletters], direct teacher communication, and for [transportation, extra-curriculars, athletics].

Administrator expectations

District and school administrators will use Remind to communicate [list of use cases]. Administrators [are or are not] expected to reply to Remind  messages from their parent community. [School administrators/District Administrators] are expected to support the training of their own teachers on Remind. School administrators will be able to request message history of member of their school community from district administrators. School Administrators are expected to set office hours in Remind to reflect their workday.  Target messaging cadence: at least X school wide announcements every two weeks.

Teacher expectations

Teachers will use Remind to communicate with parents and/or students. This includes class announcements and 2-way messaging. Administrators are expected to support the training of their own teachers on Remind. Use cases: assignment distribution, positive behavior support, personalized learning, etc. Teachers are expected to set office hours in Remind to reflect their workday.  Target messaging cadence: at least X class announcement/week and Y conversations/week. Remind messages will be used as an artifact for your teacher review cycle to measure family/community engagement.

 Parent expectations

Parents can expect to receive messages from the district, school, teachers, and other school staff on Remind. Parents can be expected to contact teachers and school administrators directly on Remind. Parents can choose to [opt out of (if rostered or added directly) or opt in to] receiving Remind messages. Parents can choose if they would like to receive Remind messages via SMS, in app messages, or by email. Parents should contact X with any questions about Remind.

 Student expectations

Students can expect to receive messages from the district, school, teachers, and other school staff on Remind. Students can expect to contact teachers directly on Remind. Students can choose to [opt out of (if rostered or added directly) or opt in to] receiving Remind messages. Students can choose if they would like to receive Remind messages via SMS, in app messages, or by email. Parents should contact X with any questions about Remind. Students [can or cannot use] Remind to organize communication with student run organizations.

DISTRICT APP

Please download our district app at: links provided
We are constantly improving this app and adding new features. Push notifications will be utilized more often within the IOS and Android App.

 

SOCIAL MEDIA

All staff must follow Social Media Standards outlined in their Employee Handbooks. We can not prevent all social accounts to be created for teachers. Only verified campus accounts are allowed to use logos and names of district or campus. Teachers individual pages should not be disclosing school names or locations.

Example:               Teacher Instagram account called “Mrs.White’s – Art Class” = OK!
                                    Teacher Instagram account called “Bowie Art Class” = NOT OK!

We discourage using any temporary post feature of any social media account. Archives of posts are valuable in case of emergency and may be needed.

Currently these 3 social networks are approved for use by the district:

  • Twitter
  • Facebook
  • Instagram

Social Media Registry

Every social media account must be added to the registry annually. The registry is populated on a district webpage with a directory of all known social media accounts. This registry is purged at the end of every school year and all accounts must be added between the end of May and first week of September. Removing the accounts allows for social media account maintenance. You should make sure passwords and admins are checked and changed as needed before resubmitting an account to the registry. Every attempt should be made to keep existing social media accounts and not create new accounts for campuses or groups. If the window to register the account is missed you will need to wait until the start of the next year to be added to the registry/directory. You can follow the link below when the registry is open.

https://www.abileneisd.org/departments/communications/social-media-registry/ (Currently Closed)

All accounts need to be administered by at least one staff member on your campus and access to each account must be shared with the districts digital media communications specialist and registered using the form below. Access can be shared with approved members of PTA/PTO, however each admin must be listed in the accounts registration. All campus social media policies must be agreed to and followed at all times.

Policies

Guidelines for Twitter, Facebook & Instagram under the AISD brand;

  1. Follow Twitter, Facebook and Instagram’s official terms of use at all times.
  2. Define the purpose of your page and fill out the Title & main page description “We are an official social media page of Abilene ISD”.
  3. Provide us contact information of page admins.
  4. Provide a positive environment and be mindful of your audience.
  5. You have permission to use AISD images and logos. However, this permission can be revoked at any time if there is a display of problem content.
  6. Plan to remove problem posts AND set expectations. The best way to encourage appropriate behavior is to use consistency in identifying what crosses the line. Remember, Facebook pages are public, so posts there are not guarded by the same posting privacy you’re used to on your personal page.
  7. We ask that you not post stories or content in a temporary format. If needed, archive any and all posts. This is required for all Instagram Accounts.
  8. Be mindful of students that are listed as non-media students and do not have images of them posted on any social media account. In certain cases, explicit permission can be obtained for that child via parents or guardians.

Below is a list to know what type of content is inappropriate for our brand and your audience.

Identifying Problem Content;

  • Profane, defamatory, offensive, sexually offensive or violent language
  • Posting deliberately disruptive statements meant to hijack comment threads or throw discussions off-track
  • Attacks on specific groups or any comments meant to harass, threaten or abuse an individual
  • Hateful or discriminatory comments regarding race, ethnicity, religion, gender, disability, sexual orientation or political beliefs
  • Links, Images or comments containing sexually explicit content material
  • Discussion of illegal activity
  • Spam, link baiting or files containing viruses that could damage the operation of other people’s computers or mobile devices
  • Acknowledgement of intent to stalk an individual or collect private information
  • Commercial solicitations or promotion of a business
  • Violations of copyright or intellectual property rights
  • Content that relates to confidential or proprietary business information
  • Content determined to be inappropriate, in poor taste, or otherwise contrary to the purposes of the fan page
  • Promoting competing products, services, or brands
  • Personal promotion

 

CAMPUS WEBSITES

Each campus is in charge of maintaining a campus website. Your websites are valuable tools for information and need to be updated in a timely manner. Each campus must designate a minimum of one webmaster per campus. Often, the campuses that have the most success are those that have added multiple webmasters to share the workload.

All webmasters have access to a Webmaster Hub on the district website that has info and tutorials on campus websites. https://www.abileneisd.org/departments/communications/webmaster-hub/

ADA compliance

Everyone must follow ADA compliance with adding content to the website. ADA web standards state that all electronic and information technology must be accessible to people with disabilities. This is best described as making sure each image added has alternate tags, any broken links are fixed and proper file types (pdfs) are used instead of word docs for documents to be shared online.

Copyright Images and Content

Please do not find images on the internet to use on your pages. All images must be copyright and royalty free. Be very careful not to use the wrong images in your content. These mistakes can be costly and are unnecessary.

Teacher Pages

We want to empower and inspire teachers to take ownership of their web pages. At the beginning of each school year each campus will host teacher webpage trainings where district webmasters will train and help teachers get their webpages set up. This training is not a requirement for teachers that already have a webpage. This is required for new teachers or teachers that have moved from another campus. All teachers should make sure that the information on their webpage is up-to-date and accurate.

Minimum Requirements for Teacher pages:

  1. Profile Image
  2. 3 or more sentences of a bio
  3. Contact Information
  4. Email address with a valid mailto: link

 Annual Checklist for Campus Websites

  • Add New Teachers to Faculty/Staff
  • Delete Teacher or Staff as Needed
  • Check Administration Pages & Update
  • Keep Event Calendar Up to Date
  • Make Sure Quicklinks are Valid

Website Evaluation

At the end of each semester, a campus websites will be evaluated and the scores will be shared with administration. This will help make sure that all campus websites are getting the proper attention and will help to identify those campuses that need additional help. Accountability on our websites will help make sure we a providing the best experience to our stake-holders.

ABILENE ISD WEB BUILDER

In the event that there is a need for a stand-alone website to be built, we want to discourage our students and staff from using 3rdparty websites like Wix, Weebly, & Squarespace. It can save money and provide assistance if we house these websites within the district. We have provided a new utility called the AISD Web Builder. Students or staff can create their own websites using a sophisticated visual builder much like those of the previously mentioned websites. You can easily create fully functional websites that can have their own domain names and features that are common on modern websites.

You can start creating a website by following this link.  https://webbuilder.abileneisd.org/

AISD TV

Abilene ISD is fortunate to have its own video media outlet. AISD TV will be filming features and performances/games during the school year. If you have an event that you would like to be covered by AISD TV please fill out the Media Presence Request Form for consideration.

AISD TV is currently live-streaming certain productions and events. Few events and games can be legally live-streamed, but we are working on expanding this capability.

All videos will be made available to view and, in most cases, download, on AISDs’ Vimeo channel: https://vimeo.com/aisd