& St Columba College ‘AjontAngicanand Catholic Caliege + Attime parents or caregivers will write emails that are blunt, misinformed or emotive. Staff are not expected to send a reply email in these circumstances. Under these circumstances it will be necessary to telephone or make a time to resolve the concern with the parent or caregiver. Check with the Head of School if you are not sure of how to proceed. ‘+ Staff are not to respond to threatening or abusive emails and should forward them to their Head of School. ‘+ The Executive are aware that at times staff find it very difficult to make successful phone contact with parents or caregivers to discuss Issues or to arrange meetings from which email communication may develop. After repeated unsuccessful attempts to make contact by phone, emall may be used as a first means of contact, following consultation with the Head of School. The following protocols must be followed in these circumstances: ‘An email should only be sent to the first contact named on SEQTA. Clicking the hyperlinked email address of this contact will open an email template where the address is by default placed into the Bcc option. Before proceeding with the email this address should be copied into the To:’field of the template. In this instance a generic email should be sent to the parent or caregiver requesting opportunity to meet or discuss the matter over the phone. “Deor write this email as (student's name Class or Year X Subject/Mentor/Coordinator) teacher after making a number of unsuccessful attempts to contact you by phone. | have a concern regarding (student’s name) Iearning/wellbeing in class and would appreciate the opportunity to discuss my concerns with you either by phone or at a meeting at the College. Please feel free to call me at the (insert Primary, Middle or Senior School) on (PS: 8254 0650, MS: 8254 0600, SS: £8254 0660) or send a reply email with times that are convenient for you to take my call, | ook forward to hearing from you in the near future. Yours faithfully,” Teacher Name If email contact does initiate a response from the parent or caregiver within two days the Head of School should be informed to advise upon the next course of action. ‘Teachers are encouraged to seek support from colleagues, leadership staff (Learning Coordinators, Year Level Coordinators, Faculty Leaders, and Assistant Head PS) or their Head of School for assistance in employing email to communicate to families. Whether it be advice upon the composition of an email message, its content, format or the technical skills involved in sending or saving, assistance is readily available to address any concern, These Protocols will be reviewed at the end of Semester 1.