College Communications with Students and Families
This page has been developed to support staff in preparing and sending professional, consistent and accurate communications to parents, caregivers and the wider College community.
Choosing the Right Communication Method
The following procedure will help you choose the correct communication method and will show you the approval and sending process.
The intent of this procedure is to:
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Ensure communication is clear, consistent and appropriate
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Maintain accurate records of formal communication
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Protect staff and the College through agreed processes
SCROLL DOWN to view the simplified visual guide.
Sending Parent Communications Procedure PDF:
This document is intentionally detailed to provide clarity across a range of communication scenarios.
If you would like guidance regarding any aspect of parent communication, please contact Marieke Blower on extension 3315 or speak with one of the staff members listed below.
Choosing the Right Communication Method
Step 1. Identify the context
Scale
Individual, Group, class, cohort, whole school
Sender Role
E.g. Teacher, HOLA, HOH, Deputy, Coordinator
Audience
Student or Parent
Step 2. Identify the type of communication
Long Format Message
E.g. SEQTA Email Correspondance
Go to Step 3
Step 3. Write draft
Write Draft
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Draft is written by initiating staff member (e.g.) Teacher, Coordinator), HOH, HOLA, Senior Leader, Deputy, etc.
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Ensure message is clear, accurate and aligned with College tone.
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Use template (accessible in Word, under Templates/New/More Templates/ CEWA/Excursion Email Template) or in the template section of this page.
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Use writing styleguide (can be found here)
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Remove 'AI' language.
Step 4. Check Approval
No approval required for:
- Teacher to Student (individual or class)
- Teacher to Parent (individual or class)
Go to Step 5
Approval Required:
Broader communications for whole Learning Area, House, Year Group, Community or for an Event, Sporting Activity or Excursion.
Step 5. Complete review and proofing
Draft must be reviewed by:
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Your upline (For Teacher to Parent communication)
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Peer Review (Admin, Pastoral)
Step 6. Send via SEQTA Direct Message
After your upline has reviewed and proofed the draft the message can be send via SEQTA Direct Message. Make sure:
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That message is clear, accurate and aligned with College tone.
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Use template (accessible in Word, under Templates/New/More Templates/ CEWA/Excursion Email Template) or in the template section of this page.
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Use writing styleguide (can be found here)
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Remove AI language
Step 7. Complete review and proofing
Draft must be reviewed by:
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HOLA and HOY: Deputy Principals' Office (rebecca.herring@cewa.edu.au)
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House: Head of Wellbeing
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Excursions and Events: Principals' Office (louise.blair@cewa.edu.au)
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Admin, Pastoral: Peer review
Step 8. Confirm timing
For parent communications, to a broader group, timing must be checked with the Deputy and Principals Office. This will allow spreading of coms over the week and avoids clashes and overloads.
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The people who can help you with this are the Executive Assistant to the Deputy Principals, Executive Assistant to the Principals or the Marketing Team Leader.
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Priority coms may require escalation and the above people can assist with that.
Step 9. Sending
After review and approval, the Deputy and Principals Office will confirm that the SEQTA Correspondence is ready to go. They will confirm who can send it and when.
For follow-ups and event reminders, please go to Step 10.
Step 10. Follow-up messages and reminders
Parent Action Required/
Follow Up
You can use SEQTA DM when action is required or information is missing. E.g. medical information, or consent. Sometimes a phone call would also work.
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Ensure message is clear, accurate and aligned with College tone.
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Use peer review
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Use writing styleguide (can be found here)
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Remove 'AI' language.
SMS
We use SMS for important event reminders, and emergencies.
Please contact Rebecca, Louise, Marieke or Michelle. They can assist with the wording and timing of sending these out.
For a detailed printable version of this procedure, go here:
Roles and Responsibilities
The following staff members can assist with the approval, timing and review of your communication.
Louise Blair
Communications from Principal
and Vice-Principal
Policies & Procedures
Rebecca Herring
Communications from
Deputies
HOYs
Learning Area's
Marieke Blower
Marketing
Enrolments
Logo requests
PowerPoints
News stories
Socials
Website
Certificates
Michelle Williams
Student Services
General Admin
Resources and Templates
 College LogoFor the use of our logo for commercial printing, promotional items and uniforms, always seek approval from Marketing. |  ColoursUse this document for logo and House colour codes for different applications. |  Word LetterheadLetterhead |
|---|---|---|
 Email Excursion Communications TemplateUse this template to write your excursion and event SEQTA correspondance. |  Writing Style GuideThis guide sets out conventions for word usage and style at Our Lady of Mercy College, including College specific terminology and general language guidelines. |  Microsoft-Forms-TemplateUse this template to set up your own Microsoft form. |
 Word Meeting Agenda and Minutes TemplateUse this template as Meeting Agenda and or Minutes document. |  PowerPoint TemplateFor more help with PowerPoints please contact Marketing. |  Word Signage A3 TemplateUse this template for A3 directional signage. |
 The Mercy WayOn this page you will find the Mercy Way and Mercy Values Posters |  House CrestsIn this Share drive you will find House Crest logos. For commercial printing, approval from Marketing is required. |  PrayerOn this page you will find the College prayer and Values prayers |