June 2010
Are u afraid of text messages?

Thanks to a great recommendation from Texas School Business reader Nita Ellis, this month the Law Dawg Jim Walsh and I are tackling the same topic: electronic communications — specifically, text messaging and emailing. As Jim suggests in his column, up until recently, most districts have been reluctant to adopt these technologies when it comes to teachers and administrators communicating with students and parents. The legal pitfalls have yet to be clearly marked. Yet, times are quickly changing, and many districts are moving forward into unchartered waters. Below are some suggestions for using these convenient technologies without running into difficulties.

Make an agreement. The best way to avoid pitfalls is to map out the terrain. Before implementing email or text message communications with students or staff, it would be wise to develop a written agreement addressing boundaries and expectations. This agreement should face legal review by your district's legal counsel until a standard is established. At minimum, some items the agreement should address include: text message costs and who is responsible for them; text message limits; how to handle inappropriate or hostile communications; and an opt-out option for staff members who do not want to use these modes of communication and suggested alternative communication methods.

Remain flexible, as you may need to change your guidelines with the times. Make sure there are individuals in your district who are responsible for keeping up with changes in technology platforms and services. This will ensure that the technologies you employ — and the guidelines you have in place — are up to date.

Communicate professionally. In the name of convenience and timely communication, there will be individuals on your staff who want to send emails or text messages to students and/or parents. An example would be a coach who is traveling with a team. Using text messaging to update students on mealtimes or schedule changes can save time and limit miscommunication. When using text messaging or email, the bottom line is this: Always draft your correspondence in a business-like fashion.

I often counsel administrators to show personality in their communications, but this is not one of those times. In the scenario above, a text message that says, "The bus leaves at 10 a.m.," will get the job done.

Practice the same policy when responding to students on email or via text message. When faced with an inappropriate response from a student, remember that you can control how you respond. In the best-case scenario, I recommend handling the situation offline (i.e., not responding by text or email, but in person). It is far too easy to send an emotional response when you are tired or angry. And as Jim points out in his "Law Dawg" column, your emails and text messages are creating a permanent written record. An email or text message driven by emotion could spell trouble, so avoid that at all costs. However, if circumstances necessitate that you respond electronically, avoid responding immediately and think before you type. In response, address the issue as briefly as possible in a professional tone, and then perhaps indicate that you will follow up in more detail the next time you and the student are in person.

The topic of electronic communications is too broad to cover in one column, so if your district has a particular issue you would like to share or a question for me, just send me an email — professionally written, of course.

TERRY MORAWSKI is the assistant superintendent of communications and marketing for Mansfield ISD. He writes about technology and other topics at www.communicationsjetpack.com. He can be reached at terrymorawski@gmail.com.