E-mail – Do’s and Don’ts Pros and Cons Sue Simons Asst. Superintendent HR/Legal Leadership Meeting September 2010.

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Presentation transcript:

– Do’s and Don’ts Pros and Cons Sue Simons Asst. Superintendent HR/Legal Leadership Meeting September 2010

People in an will say things they would never think they would ever say on the phone.

POLICY IJNDC - Acceptable and Ethical Use of Technology Resources Shall not include electronic communication that would not be acceptable in face-to-face communication. Use of technology resources is a privilege, not a right.

POLICY IJNDC - Acceptable and Ethical Use of Technology Resources Persons shall have no expectations of privacy or confidentiality in the content of electronic communications. Do not use District and/or web pages for personal gain such as to solicit sales or conduct business.

Do Use for: Informational purposes – news, meetings Recognition/Congratulations/Awards/Accomp lishments

Do Use for: Distribution of instructional resources/curricular materials, content- specific websites Communication with parents, students and community.

Do Use for: Acknowledging receipt of an - even if subject is hostile or controversial – But do not discuss merits

Don’t Use for: Addressing volatile issues Distribution of jokes, non- instructional/noncurricular websites Solicitation of advice on personal issues – campaign materials

Don’t Use for: Discussion of complaints lodged by students, parents or other staff Sending confidential s regarding student matters/issues

Pros/Cons Pros – It provides written documentation Cons – It provides written documentation

Pros/Cons Pros – It is quick and easy to compose and send Cons – It cannot be revoked once it is sent – So quick that may fail to review/change subject lines and recipients

Pros/Cons Pros – It can be sent any time/place Cons – It cannot be revoked once it is sent – It is easily abused

Pros/Cons Pros – Allows you to communicate with virtually anyone Cons – It cannot be revoked once it is sent – Lacks any personal touch

TIPS Check subject headings Check recipients cc – Principal/Supervisor on communications with Parents on substantive issues Do not use student’s name in subject line

TIPS Attachments – convert to PDF before sending if attachment is addressing substantive issue/concern

TIPS Proof and spell check – A lot of people don't bother to red an e- mail before they sent it out, as can be seen from the mane speling and grammor mistokes contained in s. NO ALL CAPS – SHOUTING !!

TIPS Do not send after a “heated” conversation or to address a controversial subject/issue.

TIPS First drafts should rarely be sent – Due to the instant nature of the communication, people think they don't have the time to look again at something, to choose their words carefully, to explain themselves.

TIPS Nothing should be sent by if: – You would not put the information in a formal memo, or – You do not want the information to become public knowledge

TIPS Ask this question – Is this consistent with (directly or indirectly) the school’s vision and will it help accomplish the school’s mission? Yes – hit send – no – don’t send via school system