COVID-19: Contingency & Communications
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This document provides guidelines for charter schools to develop contingency and communication plans during the COVID-19 crisis. It recommends schools 1) designate a spokesperson to issue regular communications, 2) keep messages simple, accurate and reassuring, 3) use multiple communication platforms, and 4) share information with staff. It also advises schools to develop contingency plans that consider short and long-term scenarios, as well as remote learning options. Resources for online learning platforms and upcoming webinars are also listed.
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COVID-19: Contingency & Communications
- 1. Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. COVID-19: Six Essential Guidelines for Contingency & Communications
- 2. Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. Our Presenters Peri Lynn Turnbull Chief External Relations & Strategy Officer National Alliance for Public Charter Schools Tricia Blum V.P. of Business Services Charter School Capital Janet Johnson, Moderator Chief Growth Officer Charter School Capital
- 3. 3 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. SIX GUIDELINES 1. How to reassure your community that you’re handling any crisis effectively 2. How should staff and employees interact with families and the community in times of extreme stress? 3. How to find and engage influencers to boost your messages to your community 4. Why planning is critically important 5. How to develop a contingency plan – for short, or long term – in the midst of crisis 6. How to develop a homeschool or virtual school academic/curriculum plan
- 4. Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. Plan: Communications - the Who, What, Where and How?
- 5. 5 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. PLAN: WHO WILL BE YOUR SPOKESPERSON? •Identify a leader on your staff to be your point person, who will monitor the situation, draft communications materials and recommend key decisions. •Identify a leader who will issue all of the communications so your stakeholders know to watch for communications from that person. •Be sure to share contact information among your communications team so everyone has the others’ cell numbers, etc. 5
- 6. 6 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. PLAN: WHAT YOU’LL SAY •Ensure all communications are accurate, timely and reassuring. •Demonstrate you are actively monitoring, considering health and safety as a priority and acting responsibly. •Keep your messages simple – we’re in a high-stress environment, where people need simplicity and repetition. •Use only language from official sources such as the CDC and your local public health agency.
- 7. 7 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. 7 PLAN: HOW YOU’LL SAY IT •Use every platform you have (text, phone, email, website, flyers/letters home, etc.) repeat the most important language and guidance on every platform regularly. •Identify how often you will inform your school community. (e.g., once a day, every two days, when there is a change to formal guidance) •Number and date your updates and archive them in a location your school community can find them (e.g., website)
- 8. 8 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. PLAN: SHARE INFORMATION WITH YOUR STAFF 8 •Print and post CDC posters (available in multiple languages) to both communicate good hygiene practices and help mitigate the spread. •Provide talking points for your staff, including front office staff, so that everyone is giving the same information to your school community. •Provide guidance to teachers, nurses, school counselors etc. on how to talk with students about the pandemic in age-appropriate language.
- 9. Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. Plan: Contingencies and Closures
- 10. 10 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. PLAN: CALM AMIDST THE STORM How do we simultaneously focus on strategic plans and day-to day tactical matters?
- 11. 11 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. PLAN: CALM AMIDST THE STORM How do we best serve students and their families while complying with the government?
- 12. 12 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. PLAN: CALM AMIDST THE STORM How do we conduct business for the next 60-90 days?
- 13. 13 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. PLAN: CALM AMIDST THE STORM A Plan will help you, your staff and your families feel more comfort in this time of stress
- 14. 14 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. HOW TO DEVELOP A CONTINGENCY PLAN: SHORT, LONG TERM Six Practical Steps: 1. Form an active collaborative planning team 2. Understand the situation 3. Determine objectives 4. Develop Plan (identify courses of action) 5. Prepare, review and approve Plan 6. Implement and maintain Plan
- 15. 15 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. A SAMPLE PLAN • Purpose • Scope – Short term/long term • Activation of plan – What activates plan? • Site info • School population – FRL students – Homeless students – IEP/504 students • Functional needs • After hours activities • School Activities – Domestic/International Travel • Remote or distance learning • Emergency communication – Already drafted – Who shares it? – How is it shared? • Medical/Mental Health services • Approval of Plan • Communication of plan to stakeholders
- 16. 16 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. RESOURCES: REMOTE LEARNING Online learning resources – Many have free options for COVID-19 remote learning environments: • Apex Learning Virtual School (HS): https://www.apexlearningvs.com/ • Edgenuity (K-12): https://www.edgenuity.com/ • FuelEducation (K-12): https://www.fueleducation.com/ • MobyMax (K-8): https://www.mobymax.com/ • Google for Education (K-12): https://edu.google.com/latest-news/covid-19-support-resources/ • CDC Link to free online internet plans (for 60 days): https://www.cde.ca.gov/ls/he/hn/availableinternetplans.asp
- 17. 17 Copyright © 2019 Charter School Capital, Inc. All Rights Reserved. RESOURCES Join us for the last installment of this three- part webinar series: COVID-19: Preparing for Attendance and Staff Issues Friday, March 27th | 10:00 a.m. PT ----------- National Alliance’s COVID-19 Resources for handeling the crisis: http://bit.ly/NAPCSResources
Editor's Notes
- Janet can walk through this as I set up the morning’s discussion
- JLJ will begin asking questions, like – what’s the first thing you need to do when you are anticipating a crisis? PL Plan the WHO…
- JLJ - Now we turn to the WHAT – as information is unfolding quickly, there are many models to use. What do you recommend from a WHAT perspective? PL - slide
- JLJ – we know the people, we have our messages, how will we get the word out? PL – slide – also critical that you have REGULAR communication…
- JLJ – and critically, it’ll be important that you get everyone on the same page… because often times students are scared. PL – share with your staff…
- How do we simultaneously focus on strategic plans and day-to day tactical matters? Next fall is right around the corner and we need to be planning for the future but how do we do such while we are dealing with this crisis?
- What decisions are ours to make vs. when we need to follow the decisions of Authorizers, State or Fedora Gov’t? According to CDC we may be sheltering in place, social distancing and learning from home for another 8 weeks or more this may mean many schools don’t go back this FY Who in leadership is responsible for what? How do we speak with one voice?
- Tackle the next 60-90 days? How do we conduct business for next 60-90 days? What decisions are ours to make vs. when we need to follow the decisions of Authorizers, State or Fedora Gov’t? According to CDC we may be sheltering in place, social distancing and learning from home for another 8 weeks or more this may mean many schools don’t go back this FY How do we best serve students and their families while complying with gov’t? How do we maintain open board meetings that comply with open board meeting laws?
- We need to align with staff and board on priorities. Decisions and results. Plans schools need now: Who is responsible for what Succession plan for leadership including board should someone get sick. When and how is that activated? Cash management—funding may be bumpy Strategies for online learning Start an emergency closure plan now if you don’t have one if you do have a plan, this is a time to be working real time as challenges that may not have previously been anticipated crop up