Operational Expectations (OE) 9: Communicating with the Public Indicators Review and Revision
Relevant Policy: Operational Expectation (OE) 9: Communicating with the Public
The BOE operationalizes desired policy outcomes and ensures accountability through a monitoring report system. Each monitoring report includes a more detailed interpretation of the policy, definitions of related terms, and indicators. Indicators are the measures, assessments, surveys, and data points presented by staff members and used by the BOE to assess compliance with expectations and progress toward achieving results. Public Information Officer (PIO) Marcie Pfeifer-Soderbloom presented information on a review and potential revisions of indicators for Operational Expectations (OE) 9: Communicating with the Public.
The group focused on guiding considerations, the current OE 9 state and metrics, the review process, and potential indicators. The process included the following steps:
Studied OE 9 monitoring reports from other districts
DeForest Area School District
Eau Claire Area School District
School District of LaCrosse
Sun Prairie Area School District
Reviewed survey tools
DeForest Area School District Family Engagement Survey
Studer Group Family/Caregiver Experience Survey. Dr. Clardy shared that VASD will be implementing different surveys this year based on input from Student, Staff, and Family Advisory groups, principals, and the BOE. The survey window will also be earlier to allow for leadership moves based on the data collected.
Prepared, reviewed, and revised potential OE 9 indicators
The potential indicators and their rationales are as follows:
Potential Indicator 9.1.1: The district provides VASD families the opportunity to take a Parent/Caregiver Experience Survey that includes feedback on communication and develops a plan of action, as necessary.
Rationale: In an effort to move away from attempting to measure compliance by assigning a specific percentage of a particular type of answer on survey questions, we suggest that survey results and other data be shared with the board and, based on a review of the data overall, the board assesses compliance.
Potential Indicator 9.1.2: The District will offer five or more ways (modalities) for stakeholders to provide appropriate input on the direction of the District each quarter during the school year.
Rationale: This indicator helps provide evidence of the depth and scope of “creating venues for careholders across demographic representations to provide perspective and actively inform decision-making” (OE 9.1 Interpretation)
Potential Indicator 9.1.3: The District will maintain an online presence (website, social media platforms).
Rationale: The results of our communications audit showed that many respondents prefer to receive information online, especially on the social media platforms Facebook and Instagram.
Potential Indicator 9.1.4: The District regularly disseminates news to families and other community groups.
Rationale: This indicator will provide the Board with more thorough evidence of the types of information shared with families and the community.
Potential Indicator 9.1.5: Every 3 years, the district will engage in a Communications Audit and develop an action plan based on the findings.
Rationale: Communications audits help the district understand multiple aspects of communications, such as how people prefer to receive information, what social media platforms they use, the type of information they value, and the frequency of communication that is helpful to them.
Potential Indicator 9.2.1: The Board receives a copy of the Annual Academic Report that is made available to the public via print and online. The report includes data on students’ academic progress, information about the district’s goals, programs, opportunities for growth, and leadership strategies by August 15 annually.
Rationale: Two annual publications provide this information: the Annual Academic Report and the 2024-25 Budget Hearing & Annual Meeting book.
Potential Indicator 9.2.2: The Board receives a copy of the Budget Hearing & Annual Meeting book that is made available to the public via print and online that includes a district overview, the proposed budget, proposed tax levy, unaudited fund balance, and debt schedules before October 1 annually.
Rationale: Two annual publications provide this information: the Annual Academic Report and the 2024-25 Budget Hearing & Annual Meeting book.
PIO Pfeifer-Soderbloom highlighted that OE: 9 and the accompanying indicators were written before VASD’s current Strategic Framework. The potential OE: 9 indicators shared at the November 4 BOE meeting have a more substantial alignment with the Strategic Framework and the Community Collaboration Priority Area specifically.
Member Hanes expressed appreciation for a move toward a body of evidence for the BOE to consider while also stating a desire for some qualifiers (e.g., “effective online presence” rather than “online presence") to be added to some indicators. Member Medina and Member Stier Christensen concurred that qualifiers (e.g., “relevant news” rather than “news”) are needed. Member Medina specifically cited the question of whether some people feel they receive too much communication. Member Murphy asserted that OE 9 is about effective communication, so some conversation involving the extent to which the BOE feels evidence of effectiveness will be provided is relevant. Member Porco contributed that he would be more comfortable with a focus on the term “adequacy” rather than effectiveness since adequacy is in the policy language.
Member Hanes sees the commitment to “develop a plan of action” as an important aspect of indicators that primarily present a body of evidence. Member Porco shared that language articulating that data from the Parent/Caregiver Experience Survey would be used to inform a plan of action for potential Indicator 9.1.1 would be helpful. In addition, member Porco shared that the nature of some of the indicators does lend itself to a “yes/no” checkbox type response of whether or not the items articulated in the indicator took place. Member Porco asked if the BOE would like a number articulated for potential Indicator 9.1.4.
Member White asked if potential Indicator 9.1.2, which refers to VASD offering “five or more ways (modalities) for careholders to provide appropriate input” differentiates by language and/or accessibility. Dr. Clardy clarified that VASD provides materials in Spanish as a matter of practice, so the indicator does not refer to providing materials in multiple languages. Member Peguero asked if VASD is in a position to commit to offering materials in any way a person requests (e.g., any language, Braille). Dr. Clardy stated that VASD is not in a position to make that commitment, but that there is an intent to move in that direction.
Member Stier Christensen pointed out that indicators include the term public, stakeholder, and careholder, but that careholder is not defined. She asked in which group taxpayers without students in the district would fit. Member Hanes shared that he finds the term “careholder” confusing and he would also like a definition.
PIO Pfeifer-Soderbloom was thankful for the BOE’s thoughtful input. She will integrate it into the potential indicators and share them with the BOE at a future meeting for review and consideration for approval.
