Highland Parent Council Partnership (HPCP)

HPCP - Communications Policy and Guidance –FINAL V11 (same as V10 save for 2 minor changes)with two Appendices of all parent council Gmail addresses as at 30 Sept 2016 – in easy to email and full list forms

Highland Parent Council Partnership (HPCP)

Communications Policy and Guidance

Highland Parent Council Partnership (HPCP)- A Partnership of Highland Parent Councils

Supporting and Representing Parent Councils and the wider Parent Forum in the Highland Council Region

(14 Nov 2016 – FINAL V11)

(Please increment version number if you make any changes)

As approved at AGM of HPCP 12 Nov 2016, save the addition of HPCP chair Gmail addresson P5 and correction in 2.2.6)

1. Background
2. In November 2014, at the Highland Council (HC) Regional Parent Council Conference in Inverness, a number of volunteers agreed to meet with the Highland Council on a regular basis to improve communication between Highland Council and Parent Councils. This informal group of volunteers organised the drafting and adoption of a constitution at the Highland Parent Council Conference in InvernessNovember 2015 forming a partnership of Highland Parent Councils known as the Highland Parent Council Partnership (HPCP). Fergus Weir was elected Chair and Regional Representative for Highland at National Parent Council Meetings (in the Central Belt). The HPCPis keen to improve communication amongst Parent Councils (from one to another, as the wider HPCP and to exchange and represent views to HC).

1.2.Communication has been patchyin Highland because some parent councils could only be contacted via school head teachers, some had created generic parent council Gmail addresses, some had had help from HC to create Gmail addresses; some had also accepted an invitation from HC to join a Highland parent council Google Group() set up by HC to improve contact with parent councils; some only used email addresses of individuals, so when post holders changed, this email was no longer current and contact with that Parent Council might be lost. Therefore communication was problematic and sporadic and some feedback from parent councils indicated they had no idea about the informal group and the meetings with HC.Since November 2015 all parent councils have had a Gmail address created. Even today (Oct 2016) several parent councils have not activated their Gmail addresses and around 90 parent councils have not responded to requests from HC (sent to the Gmail address) for details of parent council’s officers, so that funds allocated to parent councils can be sent from HC to the parent councils concerned.

1.3.There seem to be difficulties for parent councils to access their Gmail accounts so as to be able read and respond to Gmail. Some of these difficulties may be because:-

a)They don’t know of the existence of the Gmail account or they don’t know how to login

b)It’s hard to remember to login to the parent council Gmailregularly;

c)forwarding of Gmail to a personal email addresses (e.g. so it can be read on your phone or own email account) seems hard;

1.4.Having noted and recognising the aboveand recognising that communication between Highland parent council is importantespecially given the geographical remoteness, the HPCP has agreed to develop this Communications Policy. It is a working document and feedback will be gratefully received, to the Chair (currently Fergus Weir)at n the first instance(or to the Secretary ).

1.5.Scope

This Communications Policy is intended to help address better communication:

1)from HPCP members (parent councils) to/from Highland Council (HC) (usually via meetings with the Head of Education and an Annual Conference);

2)HPCP members (parent councils) to/from HPCP as a whole;

3)HPCP members (parent councils) to/from individual or groups of HPCP members (parent councils) e.g. associated school groups.

Outwith the scope at present but of vital importance are:

4)HPCP to/from parents;

5)HPCP members (individual parent councils) to/from parents.

This is not because these are not important, these are, but it is proposed that these are addressed by a working group to enhance this Policy and Guidance from November 2016.

1. Policy
2. Communication from Highland Parent Council Partnership (HPCP) to/from Highland Council (HC).
3. Regular meetings between the Education Department and HPCP organised by the Chair or Executive of the HPCP. All Highlandparent council (whether you know it or not) are members of HPCP and can attend meetings (usually the Chair or a delegate can attend and we can arrange telephone access if you can’t travel).
4. Annual HPCP Conference in November. The agenda is organised by the HPCP but the conference is kindly hosted (and paid for) by HC. This annual conference is an opportunity for parent council Chairs (ora delegate) to meet each other and HC and discuss topics of interest.
5. Observer on the Education Child and Adult Support Services (ECAS Committee) of Highland Council. The observer is an elected Representative of HPCP (typically elected at the conference in November). Observer on ECAS was agreed by HC’s ECAS Committee around August 2016. This means parent councils now have direct access to the ECAS Committee. To send any comments to the HPCP representative or ECAS, please email at in the first instance. Please do not raise any matters relating to individual children, these should be raised with the school in the first instance.

2.2.Communication fromHPCP members (parent councils) to/from HPCP as a whole. There are at present four communication channels open to us.The Communication Channels are as follows:-

2.2.1.Channel 1:- using lists of individual parent council Gmail addresses(see Appendix 1).

To email the Special Schools copy the purpleGmail addresses into the CC or BCC box on the email.

To email the Primary Schools copy the yellowGmail addresses into the CC or BCC box on the email.

To email the Secondary Schools copy the greenGmail addresses into the CC or BCC box on the email.

To email all the Special, Primary and Secondary Schools copy the purple,yellow and green Gmail addresses into the CC or BCC box on the email.

2.2.2.Channel 2- via Highland Council to Head Teachers and onto parent councils. This may be useful when the parent council’s Gmail account is not actively being used, or once a year/term, to alert the parent council about the HPCP.

2.2.3.Channel 3 via the HPCP Google Group[ – this is currently not being used as many parent councils have not signed up to this, so emails and discussions on this Google group are not being seen by all parent councils. It could prove powerful, if we can get all parent councils a) to use their Gmailaddress and b) sign up to the HPCP Google Group.

2.2.4.Channel 4- via Facebook Group

- This is a new channel being considered as many parent councils will be familiar and comfortable with Facebook, and this may well be acceptable to the greatest number notwithstanding that some individuals may not be on Facebook and some may not be comfortable with their individual Facebook account being used for parent council business. It may be more acceptable than a Facebook page as only members can reply to comment.

2.2.5.All emails from HPCPwill be sent viaChannel 1for the time being i.e. by using lists of Gmail addresses in the CC/BCC box on the email.

2.2.6.The Chair of HPCP (with HC’s help) will try to write to parent councils via Head Teachers once a year (i.e. Channel 2) to encourageactivation and use of the parent council Gmail addressand awareness of HPCP and its activities and the online Help pages on the HPCP website as to how to use Gmail, how to forward Gmail etc.HPCP will provide a phone advice service, until November 2017. Our phone advice service will be available from Giles Baker (currently Vice Chair of Grantown Grammar School Parent Council) on Telephone number 01479 821804.

2.2.7.It should be considered whether we encourage more parent councils to sign up to the HPCP Google Group (Channel 3), and whether the Google Group can be used or if a Facebook Group may be a better alternative.

2.3.HPCP members (parent councils) to/from individual or groups of HPCP members (parent councils) e.g. associated school groups

To email one or more individual parent councils, pick a parent council Gmail from the list in Appendix 2 and copy the Gmail address(not the “cell” of the table but rather the text inside it) into the “To” box on the email. Please Note, Appendix 2 - is in table form and copying “cells” or “boxes” directly into the “To/CC/BCC” sections of an email will not work, you should copy the text of the Gmail address. Appendix 2 is simply for use in finding individual schools parent council Gmail address quickly as it is in alphabetical order.

1. Help with Gmail
2. The HPCP have a website and various help pages have been set up to help show how to set up and forward Gmail to individual accounts. HPCP will provide a phone advice service, until November 2017. Our phone advice service will be available from Giles Baker (currently Chair of Grantown Grammar School Parent Council) on Telephone number 01479 821804.

Appendix 1- Parent Council Gmail Address List as at 30 Sept 2016– easy to email form

Special Schools (5 ): To email the Special Schools copy the purple Gmail addresses into the CC or BCC box on the email.

; ; ; ; ;

Primary Schools (175):-To email the Primary Schools copy the yellow Gmail addresses into the CC or BCC box on the email.

; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ;; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ;

Secondary Schools (29):- To email the Secondary Schools copy the green Gmail addresses into the CC or BCC box on the email.

; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ;

Total Schools – 209
Appendix 2 - Full lists of parent council Gmailaddresses - The following are lists of individual parent council addresses. Do not copy the table (or bits of it) into the Gmail address box (we don’t think this will work). Simply copy each Gmail addresses you want into the CC/BCC box on the Gmail.

Special School / Gmail Account
Black Isle Education Centre /
Drummond School /
St Clement's School /
St Duthus School /
The Bridge /
Primary School / Gmail Account
Abernethy Primary /
Acharacle Primary /
Achiltibuie Primary /
Aldourie Primary /
Altnaharra Primary /
Alvie Primary /
Applecross Primary /
Ardersier Primary /
Ardgour Primary /
Ardross Primary /
Arisaig Primary /
Auchtertyre Primary /
Auldearn Primary /
Aviemore Primary /
Avoch Primary /
Badcaul Primary /
Ballachulish Primary /
Balloch Primary /
Balnain Primary /
Banavie Primary /
Beauly Primary /
Ben Wyvis Primary /
Bishop Eden Primary /
Bonar Bridge Primary /
Bower Primary /
Bridgend Primary /
Broadford Primary /
Brora Primary /
Bualnaluib Primary /
Bun-sgoil Ghaidhlig Inbhir Nis /
Bun-sgoil Ghaidhlig Loch Abar /
Canisbay Primary /
Canna Primary /
Cannich Bridge Primary /
Caol Primary /
Carbost Primary /
Carrbridge Primary /
Castletown Primary /
Cauldeen Primary /
Cawdor Primary /
Central Primary /
Coulhill Primary /
Cradlehall Primary /
Craighill Primary /
Cromarty Primary /
Crossroads Primary /
Crown Primary /
Croy Primary /
Culbokie Primary /
Dalneigh Primary /
Daviot Primary /
Deshar Primary /
Dingwall Primary /
Dochgarroch Primary /
Dornoch Primary /
Drakies Primary /
Dunbeath Primary /
Duncan Forbes Primary /
Dunvegan Primary /
Durness Primary /
Duror Primary /
Edderton Primary /
Edinbane Primary /
Eigg Primary /
Elgol Primary /
Farr Primary (Inv) /
Farr Primary (Suth) /
Ferintosh Primary /
Foyers Primary /
Gairloch Primary /
Gergask Primary /
Gledfield Primary /
Glencoe Primary /
Glenelg Primary /
Glenurquhart Primary /
Golspie Primary /
Grantown Primary /
Halkirk Primary /
Helmsdale Primary /
Hill of Fearn Primary /
Hilton of Cadboll Primary /
Hilton Primary /
Holm Primary /
Inshes Primary /
Inver Primary /
Invergarry Primary /
Inverie Primary /
Inverlochy Primary /
Keiss Primary /
Kilchoan Primary /
Kilchuimen Primary /
Kilmuir Primary /
Kiltearn Primary /
Kingussie Primary /
Kinlochbervie Primary /
Kinlochewe Primary /
Kinlochleven Primary /
Kinmylies Primary /
Kirkhill Primary /
Knockbreck Primary (Dunvegan) /
Knockbreck Primary (Tain) /
Kyle Primary /
Kyleakin Primary /
Lady Lovat Primary /
Lairg Primary /
Loch Duich Primary /
Lochaline Primary /
Lochardil Primary /
Lochcarron Primary /
Lochinver Primary /
Lochyside RC /
Lundavra Primary /
Lybster Primary /
Macdiarmid Primary /
Mallaig Primary /
Marybank Primary /
Melvich Primary /
Merkinch Primary /
Millbank Primary /
Miller Academy Primary /
Milton of Leys Primary /
Milton Primary /
Mount Pleasant Primary /
Muck Primary /
Muirtown Primary /
Mulbuie Primary /
Munlochy Primary /
Newmore Primary /
Newtonmore Primary /
North Kessock Primary /
Noss Primary /
Obsdale Primary /
Park Primary School /
Pennyland Primary /
Plockton Primary /
Poolewe Primary /
Portree Primary /
Pulteneytown Academy Primary /
Raasay Primary /
Raigmore Primary /
Reay Primary /
Resolis Primary /
Rogart Primary /
Rosebank Primary /
Rosehall Primary /
Roybridge Primary /
Rum Primary /
Scoraig School /
Scourie Primary /
Shieldaig Primary /
Sleat Primary /
Smithton Primary /
South Lodge Primary /
South Primary /
Spean Bridge Primary /
St Bride's Primary /
St Joseph's RC Primary /
Staffin Primary /
Stoer Primary /
Strathconon Primary /
Strathdearn Primary /
Stratherrick Primary /
Strathgarve Primary /
Strathpeffer Primary /
Strontian Primary /
Struan Primary /
Tarbat Old Primary /
Tarradale Primary /
Teanassie Primary /
Thrumster Primary /
Tomnacross Primary /
Tongue Primary /
Tore Primary /
Ullapool Primary /
Watten Primary /

End of Primary School List

See below for Secondary Schools

Secondary Schools

Secondary School / Gmail Account
Alness Academy /
Ardnamurchan High /
Charleston Academy /
Culloden Academy /
Dingwall Academy /
Dornoch Academy /
Farr High /
Fortrose Academy /
Gairloch High /
Glenurquhart High /
Golspie High /
Grantown Grammar /
Invergordon Academy /
Inverness High /
Inverness Royal Academy /
Kilchuimen Academy /
Kingussie High /
Kinlochbervie High /
Kinlochleven High /
Lochaber High /
Mallaig High /
Millburn Academy /
Nairn Academy /
Plockton High /
Portree High /
Tain Royal Academy /
Thurso High /
Ullapool High /
Wick High /

End of Secondary School List

Page 1 of 9

Highland Parent Council Partnership (HPCP) - A Partnership of Highland Parent Councils

Supporting and Representing Parent Councils and the wider Parent Forum in the Highland Council Region