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Guide For Hosting Visitors at Schools: Visit
Guide For Hosting Visitors at Schools: Visit
Guide For Hosting Visitors at Schools: Visit
Hosting
Visitors at
Schools
Visit
LinkedLearning.org
Table of Contents
Best Practices Tip Sheet for Hosting Visitors at Schools ................................................................................................1
School Visit Training Presentation .................................................................................................................................2
Template Invitation Email for Visitors .........................................................................................................................19
Template Phone Tips and Script for Visitors ................................................................................................................ 20
Suggested Activities for Linked Learning Pathway Visits .............................................................................................22
Student Ambassador Guidelines Sheet .......................................................................................................................23
Top 10 Tips for Student Ambassadors .........................................................................................................................24
Pre-visit Checklist.........................................................................................................................................................25
Reserved Parking and Directional Signs....................................................................................................................... 26
Template ‘Thank You’ Letter for Visitors .....................................................................................................................29
Best Practices Tip Sheet for Hosting Visitors at Schools
With Linked Learning, seeing is believing. A visit to a Linked Learning pathway at a school or classroom by a
business person or an elected official is an excellent opportunity to gain support from an influential community
member, and help build a relationship that can turn into a partnership. But before you host a visitor, take some
time to consider what the visit from their perspective should feel like. Think about the considerations and gestures
that would make them feel more welcome and comfortable in a school environment. Remember that business
environments and schools environments are very different and that business people’s expectations for in-person
meetings are often much more formal.
As you’re preparing to host a visitor at your school or in your classroom, we have provided the following tips to
help your visits be as enjoyable and productive as possible:
· Treat them as your valued guest: Approach your preparation from a customer service perspective. You want
your visitor to feel welcomed and you want to ensure that your visitor is greeted by all staff and students they
encounter on their visit. Make the visit as positive as possible so that nothing distracts from what they learn
about Linked Learning.
· Plan ahead: The more preparation you can do for a visit ahead of time, the better. Having a well-planned
schedule and well-coordinated logistics can help your visit go as smoothly and professionally as possible.
· But stay flexible: At the same time, recognize that things may change based on your visitor. They may arrive
late or may ask to spend more time on a particular activity. As long as your visitor is engaging in the Linked
Learning experience, it will be a worthwhile use of the visit.
· Be respectful of their time: Depending on their role and seniority, businesspeople and elected officials often
have very packed schedules. Make sure that you plan their visits carefully so as to maximize their time on-
campus with interesting and varying activities. But also do your best not to waste their visit with idle time or
to hold them past their scheduled departure time.
· Make it easy for your visitors: Sometimes it’s the little things that matter. Small gestures like having reserved
parking (with their name on the reserved sign, if possible) and having greeters or signs to help them find the
front office are greatly appreciated by your visitors. Furthermore, these types of things can help save time and
make the visit go more smoothly, ensuring that your visitors leave with a positive impression of Linked
Learning.
· Immerse them in the Linked Learning experience: Use the visit as an opportunity to show them what Linked
Learning is really like. Expose them to the great things that are happening in your school. The visit can include
opportunities to attend or observe classes, assemblies, school fairs, and events. If possible, set up meetings
with teachers and students who can talk to your visitor about their Linked Learning experience.
Ultimately the visit should be focused on helping professionals feel comfortable in a school environment. Much
like Linked Learning is about helping students feel comfortable in professional environments, school visits help
professionals engage with schools in a way that they may not be used to doing. Use school visits as an opportunity
to show—not tell—the great work that is happening in Linked Learning pathways.
SUGGESTED ACTIVITIES
• Meeting to provide introduction to Linked Learning
• Tour the facilities
• Speak to a class about career paths
• Attend a school assembly
• Observe a class
• Group activity
• Project presentations
• Meet with teachers and/or students
SeIng
the
Schedule
Schedule of Activities
• Stay flexible!
• Plans can change, have a back up
• Put your best foot forward
• You know your school or
classroom best!
• Start and end on time
Hos,ng
School
Visitors
The School Visit
WELCOMING VISITORS
• Inform appropriate office staff of visitors so that visitors
will feel welcome and be greeted by name
• Prep student and teacher ambassadors to greet visitors
with a smile and handshake
• Provide clear directions of where to go
• Provide information on designated parking, seats, faculty
bathrooms, etc.
The School Visit
As you know, California’s businesses and employers need a better educated workforce to meet current and future
industry demands. But not enough students are graduating high school, and those who do often lack the skills and
knowledge they need to succeed in college and career.
That’s where Linked Learning comes in. All Linked Learning students follow an industry-themed pathway, including
project-based learning in the classroom and career exposure and practical applications in a real-world setting.
Linked Learning answers that age-old question, “Why do I need to learn this?” and gives students a complete
picture of the many career paths and jobs available to them in addition to the skills and knowledge they need to
excel in a potential career.
I’m reaching out to you today because I would like to invite you to visit [SCHOOL] to learn more about our
Linked Learning pathway. Site visits are a great way to engage with local students, teachers, and school leadership
and see the successes with Linked Learning firsthand.
Linked Learning has already been successfully implemented in many schools and districts across the state, helping
to prepare students for a full range of post-graduation opportunities. Research shows that Linked Learning
students are less likely to drop out and more likely to graduate on time than their peers at traditional high
schools. Furthermore, Linked Learning students are 9 percent more likely to enroll in postsecondary education,
particularly four-year colleges, than their peers.
But Linked Learning pathways also need the help of local employers and community leaders to partner and
champion our schools to ensure students have access to valuable career-based learning experiences.
I’ve seen firsthand how Linked Learning makes a difference for students and our state as an [YOUR POSITION] in
[SCHOOL], and I know your interest in Linked Learning could really help advance student’s educational
experiences. Please let me know if you are interested in coming for a visit. I will plan to follow up next week by
phone to discuss scheduling a site visit and to discuss Linked Learning in more detail.
Sincerely,
[NAME]
1. Introduction to Linked Learning (20-30 minutes): School leadership can welcome visitors and provide an
overview of what Linked Learning is and an explanation of the positive impact it’s having on the school, teachers,
and students. The template PowerPoint slides in the Toolkit for Engaging External Audiences
(http://linkedlearning.org/wp-content/uploads/2013/03/toolkit-engaging-external-audiences.pdf) can be used as
part of a presentation, if appropriate.
2. Tour of the school (30 minutes): If time permits, a guided tour of the school will give visitors a sense of the
learning environment and facilities where Linked Learning takes place. Tours can be led by students who can
simultaneously talk about their experience with Linked Learning.
3. Observe a class (45 minutes): Visitors can witness the Linked Learning approach firsthand by observing a class,
preferably within a pathway that falls in line with their professional field. It would be particularly compelling to
select a class where students are doing a group activity or giving presentations on a recent project that illustrate
the core principles of Linked Learning.
4. Speak to a class (30 minutes): To connect with a large number of students, visitors can present to a class about
their academic and career paths, their organization, or what it’s like to work in their industry, and can advise
students on how to gain the right experience and excel in their own careers.
5. Small group meeting with students (30 minutes): It’s important for visitors to engage with students as their
education and success is the chief outcome of Linked Learning. Select two to three students who can provide
visitors with compelling and personal examples of how Linked Learning is having a positive impact on their
education and why it needs each visitor’s support. Note: It’s important to include in this small group students from
different backgrounds, and not just straight-A students or members of the ASB. Any student who has raised their
aspirations and thrived under Linked Learning will have a compelling story to share.
6. Small group meeting with teachers (45 minutes): Teachers are central to the success of Linked Learning and are
valuable as messengers. Providing a platform for teachers to share the positive effects Linked Learning has had on
their students’ achievement and aspirations is a critical message for visitors to hear. This is also an opportunity to
discuss how Linked Learning is helping them align curriculum to the goals set by the Common Core State
Standards.
7. Attend a school assembly, school fair, or event (45 minutes): An assembly or other school event is a fun way to
show visitors your school’s spirit and make them feel like a part of the school for the day. This is an opportunity for
students to showcase their accomplishments, especially if the assembly features performances, presentations, or
an awards ceremony.
2. Do your research: If you know who you are meeting with, it can be helpful to do some quick research about the
person, their company, and their industry before you greet them. This will allow you to ask more thoughtful
questions about their job and career path.
3. Come prepared: If you are greeting a visitor who works in your field of interest, come prepared to talk about
your interests, accomplishments, and goals. You should view this as an opportunity to make a connection and
learn more about the industry.
4. Dress appropriately: Visits from business and policy leaders should be treated like a job interview. This means
you should dress professionally and respectfully—no blue jeans, open-toe shoes, overly tight or baggy clothes,
hats, or graphic t-shirts.
5. Greet the visitor respectfully: When the visitor(s) arrive, you should:
· Stand up, firmly shake hands and make eye contact.
· Introduce yourself using your first and last names.
· Address guests by their titles, Mr., or Ms. unless they say it’s okay to call them by their first names.
· Welcome them to the school.
6. Conduct yourself appropriately: As a greeter, you are representing your school and yourself. Work to give your
visitor the best impression throughout your time with them:
· No chewing gum.
· Do not check your cell phone or text.
· Do not stop for casual conversations with friends.
· Be sure to introduce your visitor to any teachers and administrators you run into.
· Above all, be friendly, welcoming, and engaging.
7. Conversation topics: Keep the conversation friendly and try to keep it focused on topics relevant to Linked
Learning. You should ask the visitor about their interests, their career path, and their industry. When appropriate,
share your experience with Linked Learning inside and outside the classroom and share your successes, such as an
internship you have completed or a class you find particularly interesting.
8. Know the schedule: If you are responsible for escorting the visitors to their next meeting once they arrive, make
sure to double check the time and location of the meeting. If you are escorting visitors, be sure you know the
schedule and order of activities so that their visit can stay on track.
9. Ending the visit: Always thank the guest for their time visiting the school and firmly shake their hand goodbye,
making eye contact.
10. If you can’t make the visit: If you are sick or unable to be a student greeter, let someone know as soon as you
can, so another student can be selected.
¨ Keys/code to bathroom
¨ Front office staff alerted to scheduled visit and know how to reach me
¨ Classes that visitor will observe or speak to are alerted and prepared
Other:
On the Linked Learning website (www.LinkedLearning.org) you can find editable versions of the directional signs
that allow you to change the directions of the arrows and change the destination if your visitors are not meeting
you at the main office. The website also has black-and-white versions of both types of signs for those who do not
have a color printer.
[DATE]
[NAME]
[TITLE]
[ADDRESS]
[CITY], [STATE] [ZIP CODE]
We would like to thank you for visiting with students and teachers at [SCHOOL] to learn about the Linked Learning
approach.
As a [business leader/elected official/community leader] you understand that California needs a workforce that is
better equipped to succeed in college and prepared for today’s and tomorrow’s jobs. I hope that your visit helped
you see and understand how Linked Learning is transforming high school education for California by integrating
rigorous academics with career-based learning and real world workplace experience.
For your convenience I’ve attached several factsheets and handouts about the important work happening at
Linked Learning pathways. Please feel free to reference these materials when discussing the possibility of having
[ORGANIZATION] become a Linked Learning partner. We need the voices of community leaders, employers,
industry leaders and labor unions too. So I hope that you are interested in becoming more involved with Linked
Learning to help ensure that all students across the state graduate ready to succeed in college, career, and life.
On behalf of everyone at [SCHOOL], we thank you for sharing your time and visiting our school.
Sincerely,
[NAME]
[TITLE], [SCHOOL]