PARENT EMAIL COMMUNICATION GUIDELINES

Staff using email to correspond with parents must adhere to the

following:

Staff who correspond with students or parents via email must use only the
iSAMS email system.

As the employer, the School has the right to access and disclose the
contents of staff email messages as required.

Communicate in a positive, polite and supportive manner always keeping

in mind EMS culture and our student-centred approach.

Email should be informative, succinct, and respectful. They should

also be simple and to the point as some of our parents are weak with the
English language.

Email messages to parents should be consistent with professional

practices for other correspondence. This includes grammar, format and
salutation. Emails should be professional and formal.

Care should be given to the tone of the email. When in doubt, wait 24
hours to send, and have someone proofread it.

The Principal should be ccd on all emails to/from parents. Emails will be
saved on iSAMS.

Email must never be used to discuss contentious, emotional or highly

confidential issues. These issues should dealt with face-to-face or by
phone.
Where applicable, staff should clearly set out the expectations for parents
with respect to response times (e.g. staff will respond to student and
parent email within 1-2 school days).
Acceptable

General information about class activities - curriculum, homework, tests,

special events.

Arrange for meeting/telephone call regarding a student issue including a

general description of the issue, e.g. I would like to arrange a meeting to
discuss your daughter's attendance.

Follow-up on an issue that has previously been discussed.

Avoid

Any discussion related to other students. Personal information about other

students.

Any discussion related to other staff.

Specifics about a sensitive student issue which was not initiated by the
parent or had not previously been discussed with the parent, e.g. I am
concerned that your son failed the last three tests and was not at school
again today.

Any sensitive student information that would normally be discussed faceto-face or by phone, e.g. I am concerned that your daughter may have a
learning disability.

Points to Consider

Remember email can be forwarded nothing is confidential

24 hour rule wait 24 hours before drafting an email if you are upset

Start with something positive. Ex: Thank you for your email.

End with something positive. Ex: Thank you for your continued support.

If you are concerned about an email, have someone proofread it for tone

If you are unsure of grammar or spelling, have someone proofread it.