A strategy to improve home-school communications
Summary
At the start of this project, and in spite of having brand-new facilities, South Leeds High School had the highest number of persistent absentees in Leeds and was the seventh worst school in England for persistent absentees in 2006-2007. It now uses its web-based attendance messaging system as a regular means of communication with parents and carers, and has seen widespread benefits.
Project overview
In the spring of 2007, it was clear that South Leeds High School needed a new strategy to improve attendance, reduce unauthorised absence, and ensure that parents and carers were informed about school events. The school undertook research into how ICT could help and, as a result, a web-based texting system was chosen.
The school was also able to arrange for a free, three-month trial where only the telephone calls would be payable, and for training for attendance staff and pastoral teams.
The initial training took place as part of the school’s continuing professional development (CPD) programme, and was extended to heads of faculty so that they could contact parents to remind them about dates of examinations, field trips, sports fixtures and other information.
The school now uses the texting service to contact all of its 1200 plus parents/carers from Years 7 to 13, except where it has had prior knowledge of families for whom this is not appropriate.
Barriers and enablers
Because the system is web based, all staff can access it not only from school but also from their own homes should they wish to monitor the replies from parents and/or send additional messages to parents and carers.
Staff have experienced few barriers to using the system and these have mainly been delays in gaining access and the technical problems staff have experienced with the school network.
Another recurring problem is the number of parents/carers who regularly change their telephone numbers and do not inform the school. However, when these messages bounce back, the system then enables staff to produce letters to send to these parents/carers, which also include tear-off slips that they can use to inform the school of changes to contact details.
Impact, outcomes and sustainability
Since the school started using the system, there has been a reduction of unauthorised absence across all year groups, compared to the same period in the previous year. There has also been a reduction in late arrivals to school, and improved attendance for all examinations.
The messaging system is used now as a regular method of communication between school and home. It is used both for general messages for all parents or year groups, such as information on school closures on training days, tutor review days, and reminders about exam days and trips, and to target groups of students, such as those who regularly arrive late. The information is included in the student planner so that parents and carers are fully aware that this method of communication will be used. Another significant benefit has been improved contact with parents and carers with whom the school previously had little contact.
The project has demonstrated that text messaging can be used not only for attendance, but also as part of a wider strategy to raise attainment by, for example, informing parents about opportunities for study support classes, revision lessons and mentoring.
Staff are now able to plan ahead by identifying the students to be targeted, choosing the date and time of messages, and preparing the message text. The school is finding this an invaluable tool for the start of a new term or half term, particularly in reminding students when to return to school and at what time.
There is no limit to the number of school staff who could receive training in using the system, so many support staff, attendance staff and teachers are now fully trained and competent users. Whenever a new update is introduced to the messaging software and website, the school receives further training without incurring additional costs.
There has also been a significant reduction in administration time, and in the cost of postage. Text messages are much cheaper than postage. The project is now built into the school’s administrative costs.
The school has a good relationship with the system's supplier and finds them receptive to suggestions on how the system could be improved.
Lessons learnt
South Leeds High School has found it is important to send the text messages to parents/carers early in the school day, so that they are aware that the school has reported their son or daughter absent.
The school would advise others to start with one targeted area, such as attendance, before expanding this to include other departments or areas.
The school also advises to limit the number of staff within the different departments who have access to the system, otherwise there is a danger of bombarding parents/carers with too many text messages.
Conclusion
South Leeds High School is finding a wide range of benefits from using the system. One member of staff says, “We get a much better response from texts than we ever used to get on the phone and I have much more time to concentrate on other things.”
Parents and carers are seeing the benefits too: “Text reminders have helped to improve time keeping greatly and it’s good to know that the school is on top of things.”
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