Creating A Welcoming Place
Creating A Welcoming Place
The first Webinar in a Parent Involvement Webinar Series
Provided by the Illinois State Board of Education
in partnership with the Academic Development Institute
Our Agenda
Creating a Welcoming Place
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Monitor Your Message
Ponder the Postings
Messengers Matter
Policies & Procedures in Practice
The Value of Volunteers
Putting it All Together
Why is a Welcoming Place Important?
• There are no re-dos for first impressions
– First impressions set the tone for future encounters
– First impressions require action to change them
– Actions do speak louder than words
• Purpose of Creating a Welcoming Place
– To foster positive working relationships that uphold
the common good
– To convey mutual support in the pursuit of common
goals
– To build trust
How Does Trust Relate to Learning?
• The benefits of trust
– It opens the door for better communication
– It moves people to do their best
– It raises the spirit of willingness to work together
– It contributes to the sense of community and
belonging
Monitor Your Message
Monitor Your Message
• What do you want your message to be?
– Families and schools are a team
– The family’s role in the learning process is
important
• Is your message clear and consistent?
– Is your desired message loud and clear
– Are your actions consistent with your desired
message
Monitor Your Message
• Who are your school’s messengers?
– Office Staff
– Teachers and teachers’ aids
– Maintenance and janitorial staff
– Kitchen staff
– School volunteers
• Do they send a welcoming message?
Monitor Your Message
• Do your messengers send the Welcoming
message in words and actions?
– To families
– To students
– To all visitors
• Has the desire for a Welcoming Place been
communicated as a priority?
– Through Policy
– Through Trainings
– Through Leadership
Monitor Your Message
• What conditions exist that might contribute
to an unfriendly environment?
– Workload
– A welcoming school climate has not been
expressed as a priority by school leadership
– A collaborative spirit doesn’t attend the school
– The school only hires grumpy people
Ponder Your Postings
Ponder Your Postings
• Signage can relieve anxieties and have
a positive impact on the visitor’s
experience
– By having clearly marked visitor parking
– By having a clearly marked main entrance
– By having clear directions to the office from
the entrance
– By having a clearly marked waiting area
– By having clearly stated check-in instructions
Ponder Your Postings
• Signage can help deliver a welcoming
message to visitors
– By using bright colors and friendly language
– By posting a warm “Welcome” sign for visitors
at the entrance visitors should use
– By printing signs in languages spoken by the
families whose children attend your school
Welcome to Smiley School
Please come to the office so
we can assist you.
Principal, Able A. Willing
Messengers Matter
Messengers Matter
• Think about the people who might impact how
your visitors will feel about your school
– Are the school telephones answered by staff who are
pleasant, cheerful, and helpful
– Do ALL staff members – including teacher, teacher’s
aides, clerks, custodians, cook, and others – greet
visitors in the hallway in a pleasant and helpful
manner and ask how they might be of help
– Does office staff greet visitors promptly, cheerfully,
and helpfully
Messengers Matter
• Think about your staff’s interactions with
families – from both sides
– Is there eye contact or is it avoided
– Do they use the person’s name when talking with
each other
– Is the general response friendly or guarded
– Is there active listening taking place
– Is the communication two-way
Policies & Procedures in Practice
Policies & Procedures in Practice
• A Visitor Policy communicates that visitors
are welcome
– It should state that advance notice is required and
explain why
– It should include a handout that explains the
visitor’s role while they are in the school building
– It should communicate guidelines for teachers to
greet families warmly when visiting the classroom
and explain what is going on in the classroom
Policies & Procedures in Practice
• Method and frequency of communicating the
content of the Visitor Policy
– As part of the student handbook
– Open House
– On the school website
– Upon request to visit the school or classroom
– At the time of the visit as a friendly reminder
• How is the teacher notified of a requested
visit to the classroom?
Policies & Procedures in Practice
• Other Policy and Procedural Provisions
– Focus on a standard of Welcoming behavior
• In greeting visitors
• Incoming and outgoing telephone contact
– Training for staff and volunteers in Welcoming
conduct
– Communicate the importance of the families’ role
in achieving school goals
(The message)
Policies & Procedures in Practice
• Other Policy and Procedural Provisions
– Accessibility of all staff to all families
– A frequent review of “Welcoming "procedures
– A system to gather and evaluate feedback from
families and other visitors
– A procedure for welcoming new families to the
school community
The Value of Volunteers
The Value of Volunteers
• Volunteers are a valuable school resource
– Volunteers convey confidence in the school, and
commitment and support to its purpose
– Schools should communicate their needs and
make volunteer opportunities known
– Schools should use a family volunteer survey
• To become aware of the volunteer talent available to
the school
• To know what hours volunteers are available for specific
needs
The Value of Volunteers
• Classroom volunteers
– Should understand their role in the classroom
– Should receive clear instructions as to what will be
expected of them
– Should be greeted warmly by the teacher and
other staff
– Scheduling volunteer time
• Minimizes disruptions in the learning process
• Ensures the teacher has activities planned in which the
volunteer can participate and assist
The Value of Volunteers
• Volunteer opportunities shouldn’t be limited to
the classroom
– Volunteers can provide homework assistance and
tutoring services
– Volunteers can provide productive and meaningful use
of parental talent
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Gardeners for seasonal grounds keeping
Seamstresses for repairing athletic uniforms
Carpenters for set construction for school plays
Plumbers, electricians, computer technicians, web designers
– Volunteers can be a valuable resource on career day
Putting it All Together
Putting it All Together
• Communicate that families are valued by
creating a Family Resource Center
– Well-stocked with resources where families can
check out materials
– A place where parents can meet with other
parents
– Offer workshops and learning kits that show
parents how they can support their children’s
learning
Putting it All Together
• Welcoming environments also share and
celebrate success
– Display student work in the hallways for viewing
– Display student awards and achievements
– Celebrate the accomplishment of the school’s
goals
– Honor families in their contributions to the
school’s success
Putting it All Together
• Check your family friendliness with a family
friendly walkthrough
– Family Friendly Walkthrough
• Survey your visitors for friendliness feedback
– A School Community Survey
• Evaluate your staff’s ability to build
productive relationships with families
– The Kentucky Rubric
Tips for Partnering with Parents
Do More
Do Less
“Hello! Welcome to our school. How can I
help you?”
“Who are you? What do you want?”
Welcome signs with name of the school and
principal
NO TRESPASSING signs
Parent meetings that break into small
discussion groups, each picking a leader
Parent meetings dominated by a few
“officers.”
One-to-one and small group meetings
Large meetings in the school gym
Thanking parents for contributions small and
large
Complaining that parents don’t do more
Meeting and greeting parents before and
after school, and going to community events.
Hiding in the office and assigning parent
involvement to the assistant principal or
teacher’s aide.
Rotating meetings before school, evenings,
and weekends.
Meeting only during school hours.
Involving families in selecting a new reading
program
Announcing a new reading program.
Surveying families to get their ideas and
opinions about activities and programs.
Planning events, then publicizing them to
parents.
From Beyond the Bake Sale
Putting it All Together
• Families feel most welcome in schools where
they are
– Respected
– Validated
– Viewed as partners in their children’s education
Thank you for joining us today
Best wishes in Creating your
Welcoming Place
Please join us on November 3, 2010
from 3:30 – 5:00 for
Parent Involvement Resources for
Illinois Families and Schools
Presenters:
Joseph Banks, Illinois State Board of Education
Reatha Owen, Academic Development Institute
References
Solid Foundation Resource Manual
The Academic Development Institute
Beyond the Bake Sale
Anne T. Henderson, Karen L. Mapp, Vivian R. Johnson, and Don Davies
PIRC Vermont