Email communication is common practice for many people. School personnel have email accounts and do their best to check messages once a day. Their primary focus however, is not their computer; it is their students. They have very little time during the day to access and respond to email messages. Although this form of communication is convenient, quick, and easy, it needs to be used carefully since the tone and intent can be misunderstood due to the lack of facial or voice cues. Parents are asked to keep the following guidelines in mind as they write email messages to school staff:
- Email sent through a public account is not considered private communication between parties and as such, nothing of a sensitive nature should be disclosed in email messages.
- Email communications should be brief, concise, and if warranted, should be a request for a personal contact (phone call or note) if feedback is necessary.
- Email is not a substitute for a conference , nor should it be a problem-solving tool, especially when children and their learning issues are the topic.
- Time sensitive information should not be included in email messages as teachers may not be able to read or pass along, within the expected timeframe, information that has an impact on a child’s daily routine.
- Email communication should be used as needed. It should not be a daily messaging tool used as a convenience.
At times, teachers and teaching teams may establish email protocols with families that are mutually agreeable and which support students. It is important that we manage technology so that it remains a tool and not a replacement for individual conversations about students and their issues.