Catégories
Enfance et développement

Plan de communication pour la réouverture des services de garde (avec modèles)

Alors que vous vous préparez à rouvrir votre centre, il y a tellement de pièces mobiles impliquées et il peut être difficile de savoir si vous vous souvenez de tout! En tant que personne qui aime quand le travail est déjà fait pour moi, je voulais compiler quelques modèles pour vous afin que vous puissiez être à l'aise avec la communication. Il est si important de garder les familles «au courant» autant que possible, alors j'espère que ces modèles de courrier électronique vous aideront!

1. Commencez par une mise à jour sur la réouverture

C'est toujours utile. Elle n'a pas besoin d'être très détaillée, mais elle peut simplement faire savoir aux parents que vous êtes dans les étapes de planification et que vous leur enverrez plus d'informations au fur et à mesure. Cette communication initiale mettra les parents à l'aise en sachant que vous faites le nécessaire. les préparatifs.

Voici un exemple de lettre que vous pouvez envoyer:

Hi families,

I know we are in such a strange time! With the next phase approaching, we are planning to open (CENTER NAME) on (REOPENING DATE). We have been working hard to prepare the classrooms and adapt to CDC guidelines, and we are confident that you will be happy with what we have set in place.
Later next week you will receive information on reopening, including a new handbook, and what to expect.

Will things be the same? No, but I am confident that this "new normal” will be safe, strong, and something our children will thrive in. I speak on behalf of all (CENTER NAME) staff when I say that we are excited to have you, we are ready to have you, and we look forward to Summer 2020 with you.

You’ll receive an email with detailed plans by (DATE). :)

Have a wonderful weekend! Stay safe!

Thanks,

(YOUR NAME)

2. Envoyez une enquête initiale aux parents

Envoyez un sondage pour voir comment ils vont pendant cette fermeture d'urgence. Il s'agit d'une enquête qui vise simplement à évaluer où ils en sont dans leur niveau de confort avec un retour dans un proche avenir.

Voici l'e-mail de communication pour cela avec des liens et des questions à inclure dans votre enquête. Vous pouvez surveillerymonkey.com pour créer le sondage, car il est si facile et gratuit!

Hi families,

Here is a link (INSERT LINK HERE) for an easy parent survey we created to gauge how things are going for you and what your plans are for the near future. I'm asking for 100% participation. One survey per household please. It will take you under 5 minutes to complete, so I ask that you please do this before Friday.

Thank you,

(YOUR NAME)

Voici des exemples de questions d'enquête à utiliser:

  1. Quel est le nom de votre enfant?
  2. Depuis que nous sommes fermés, en quoi avons-nous été utiles pour vous? (Chaîne YouTube, kits d'apprentissage à distance, sessions Zoom, défilé d'histoires, etc.)
  3. Comment pouvons-nous vous soutenir?
  4. Sur une échelle de 1 à 10, comment votre enfant se porte-t-il émotionnellement?
  5. Quand prévoyez-vous de renvoyer votre enfant à l'école? (dès l'ouverture des portes, à l'automne, pas de retour, incertain)
  6. Avez-vous besoin de quelque chose? Veuillez préciser (épicerie, ramasser des ordonnances, etc.)
  7. Seriez-vous intéressé par un groupe de parents virtuels avec notre directeur?
  8. Une fois que vous obtenez plus d'informations sur la réouverture et que vous pouvez donner le plan solide, envoyez un autre e-mail de communication via HiMama pour informer les parents du plan. Assurez-vous que les parents disposent d'une sorte d'action pour que vous sachiez que l'e-mail a été lu et reçu.

3. Envoyer plus de détails

Lorsque vous obtenez des informations plus précises sur la réouverture du gouvernement local et des organismes de délivrance de licences, vous souhaiterez donner ces informations aux familles.

Voici un exemple d'e-mail que vous pouvez envoyer:

Hi families,

We have been working really hard getting prepared and ready for you to come back to (CENTER NAME). I understand that everyone is in a "different boat." Some of you are ready to drop your kids off the second we open (You may be camping outside of our building right now!). Some of you want to wait to see how it goes, while others of you want to keep your children home until the fall. I respect where everyone is, no matter what category your family falls in.

I have created an updated parent handbook that is COVID-19 specific. I am attaching it to this message. It lays out all of the new procedures we will be implementing in order to open on (OPENING DATE). These procedures will remain in place until we enter the (NEXT PHASE) as stated by the governor. No one knows when this will happen, so we will be very cautious in how we operate until then and beyond.

**** It is EXTREMELY important that I know exactly who will be returning when we reopen. Some of you have emailed/texted/called, some of you filled out the survey, but I really ask that 100% of you fill out the following form to allow for me to know where you stand. Before filling out this form, please read through the Handbook thoroughly. ****

Here is the link to that form: (INSERT LINK/SEE #4 FOR SURVEY QUESTIONS)
 
**THIS FORM IS DUE NO LATER THAN (DATE)**

In order to properly staff our classrooms on (DATE), we really need to know who is planning to return. Our plan is to have the same teachers with the same kids every day. Our hours will be shortened in the interim to assure that the same staff are with the kids, and each classroom will be a "family unit" that will practice social distancing from other "families" (classrooms). 

Once you have filled out the survey, you will receive an email back from me with "next steps" depending on what category you fall into: returning right away, returning some time this summer, returning in the fall, or not returning at all.

Thank you for your patience as we navigate this new path for the first time. We will be getting ready in these next few weeks with training, cleaning, training, and more cleaning, and we are so excited to have those of you back on (DATE) that plan to return. For the rest of you, we will be ready to welcome you back when you are ready to return!

Please email (EMAIL ADDRESS) with any questions. BEFORE DOING SO, please read the attached handbook as well as fill out the survey with the link above.

Thanks,

(YOUR NAME)

Si vous avez besoin d'aide pour mettre à jour votre manuel de parent pour COVID-19, téléchargez notre modèle gratuit ici:

4. Créez une enquête plus détaillée

Joindre une enquête plus détaillée à l'e-mail avec les instructions d'ouverture vous sera très utile pour savoir exactement qui revient et comment doter chaque classe. Envoyez le sondage au moins quelques semaines avant d'anticiper l'ouverture afin de vous sentir préparé.

Les exemples de questions peuvent inclure:

  1. Informations de contact
  2. Quand comptez-vous renvoyer votre enfant à l'école? Soyez très précis avec la date, les jours et l'heure.
  3. Au début, nous ajusterons nos heures à 7 heures-16 heures. Cela vous empêchera-t-il d'inscrire votre enfant?
  4. Si vous avez répondu «oui» au besoin d'heures différentes, quelles seraient-elles?
  5. Avez-vous lu le manuel COVID-19 mis à jour et acceptez-vous les nouvelles conditions? Si oui, signez ici.
  6. Comprenez-vous que vous devrez payer des frais de détention de 20% si vous choisissez de ne pas renvoyer votre enfant à l'école immédiatement afin de conserver la place de votre enfant? Si oui, signez ici.
  7. Quelles questions avez-vous que vous aimeriez aborder?

5. Prendre des dispositions pour récupérer les effets personnels

Il est probable que des articles ont été laissés lorsque votre centre a dû fermer brusquement, alors envoyez un e-mail pour que des articles supplémentaires soient ramassés après avoir nettoyé vos salles de classe, en particulier pour les familles qui ne reviendront pas tout de suite.

Hi Parents,

As we are preparing to open for families next week we have been giving every room a final inspection for readiness. Due to the quick closing, many of you were not able to pick up your child's belongings. Our teachers have gone through every classroom and gathered every child's belongings, artwork, spare clothes, etc. We are asking EVERY parent to stop by this week between the hours of 10:00-3:00 and grab their child's belongings. When you arrive, you can just ring the doorbell letting us know you are here, and we will have a runner grab your child's belongings and bring them to you.

If you have any questions please let me know!

Thanks,

(YOUR NAME)

6. Communiquez sur les remboursements et les prorata

Si vous avez offert des remboursements aux familles en raison d'une fermeture soudaine et que les parents avaient déjà payé, vous voudrez trouver la meilleure façon de rembourser. De nombreuses familles proposent de donner ce remboursement, ce qui est très agréable. D'autres voudront qu'il aille vers leurs frais de scolarité à leur retour, et certains voudront récupérer l'argent.

L'envoi d'un e-mail pour connaître leurs plans à ce sujet est utile. Vous pouvez également l'ajouter à votre question de sondage pour éviter un autre type de courrier électronique, mais dans tous les cas, vous souhaiterez obtenir ces informations. Assurez-vous de donner un délai d'exécution réaliste pour les remboursements, car cela prend plus de temps pour obtenir ce tri.

Hi families,

We are continuing to work hard preparing for opening on (DATE)! Since you all completed the online survey, I am able to figure out tuition and process holding fees. It would be great if you can let me know how you would like to proceed with your refund.

You have three choices on how to go about this:

1. You can donate the refund back to (CENTER NAME), which many of you have done, and it has been SO appreciated since we have suffered a huge loss financially while still paying each staff member, both part time and full time.

2. It can be applied toward your tuition/holding fee.

3. If you are not returning to (CENTER NAME) and have declined the holding fee, a check can be issued to you and mailed to your home.

Please email (EMAIL ADDRESS) with which choice you are going with so that we can get that sorted out ASAP. If you have already communicated to me about donating the refund, there's no need to send me another email. :)

Thank you to everyone for filling out the form online. It was so relieving to get 100% participation with that! 

Thank you,

(YOUR NAME)

7. Envoyer des devoirs en classe (de l'enseignant)

Voici un exemple que nous avons envoyé la semaine avant de revenir:

Welcome back! ☀️🍎✏️

Hi everyone,

I would like to extend a warm welcome back to school! All of us here at (CENTER NAME) have surely missed seeing your kiddo each day.

This message is to make you aware of which classroom your child will be in and who their teachers will be. If you are receiving this message, your child will be in the (CLASS NAME) with (TEACHERS' NAMES).

We kindly ask that you begin having your child practice taking his/her shoes off and putting them back on independently. Since we will be a shoe-free classroom, they will be doing this several times throughout the day! In addition, please help your child get into a proper hand washing habit. 

If you have any questions, please reach out!

See you all next week,

(TEACHER NAME)

8. Plus d'informations pour les familles qui reviennent

Cet e-mail doit contenir des détails sur ce à quoi ressembleront les restitutions / ramassages ainsi qu'une invitation à une séance de questions / réponses ou la possibilité de poser des questions avant l'ouverture. Voir ci-dessous par exemple.

Hi families,

We are so excited to have our doors open on Monday. The teachers have been working hard to get the classrooms ready and be trained on our new procedures. This email is to give you some idea of what to expect, and it's more of a reminder from what you saw in the new handbook. Attached is a supply list for you so you can see what we need you to send in.

1. Drop off/Pick up

We will be contacting you with your specific drop off and pick up time. Please be patient with this procedure as we will do our best to be fast and efficient. Remember to please make sure any adults in the car wear a mask during drop off and pick up.

If your child is an infant or toddler, you may park your car and come into the lobby where someone will be there wearing PPE and checking your child(ren) in. If your child is 2 or older, you will pull up your car where there will be a sign and you will stay in your car while we check your child's temp and ask you some yes/no COVID-related questions.

At pick-up time, if your child is over the age of 2, stay in your car, and we will bring your child out to you. Please note: we will not be buckling your child in his/her seat. We will gladly open the car door and place your child in his/her seat, but it will be up to you to buckle the child in. There are so many kinds of car seats, and we want to make sure they are secured safely, so we will leave the buckling to you. :)

2. Socks only classrooms

Please make sure your child wears socks every day to school. I know in the summer it is tempting to throw sandals on your child's feet, but during this phase we will be leaving shoes in the hallway. The building can get "chilly" with the air conditioner on, so socks are the best choice. Please practice with your child how to remove shoes and how to put shoes back on since we will be doing this multiple times per day.

3. Masks

Children over the age of 2 will wear masks to the best of their ability during transitions (on the way to the bathroom, on the way back from the bathroom, on the way to the playground, etc.). If a child refuses to wear a mask or has trouble with it, we will not be enforcing it.

Staff will wear masks when children are expected to as well as when they are in close proximity to the children (bottle feeding, rocking, comforting, changing diaper, etc.). We ask that all parents and guardians who are picking up and dropping off please wear masks during procedure.

We will provide two masks per child that will remain here in the building and be laundered on site. If you need a few for your family, let me know, and I'll get some for you.

4. Class placement

You should have already heard from your child's teacher as to what classroom your child will be in. For some of you, it is the same class, while for others, it is in the "next size" up. We are being proactive in our move-ups so that we do not have children co-mingling with other ages like we normally would for transitions.

5. Physical distancing

During this phase, we will have classrooms stay within their "family" and not inter-mingle with other "families." We will not bring in any specials teachers (music, gym, Mandarin, etc.) during this phase. Instead, we will have live Zoom sessions for some specials and do special activities within our classrooms and outside.

6. Zoom Q & A

I will be available for questions tomorrow from 12-1pm and Sunday evening from 7-8pm. I will be on Zoom during those two times if you'd like to hop on and say hello, listen in, or ask questions.

The link for this is: (LINK)

This link will work for both meetings. I hope to see you at one of them. :) Looking forward to seeing most of you on (DATE)! The staff can't wait!

Thank you,

(YOUR NAME)

9. Envoyez un rappel de questions et réponses avant de rouvrir

Nous avons fait le nôtre le vendredi avant et la veille de notre journée d'ouverture pour que les parents puissent poser d'autres questions de dernière minute. N'oubliez pas d'enregistrer vos sessions Zoom afin de pouvoir partager avec d'autres personnes qui ont manqué, et proposez toujours plus d'une option à ceux qui n'y arrivent pas.

Voici un exemple d'e-mail à envoyer:

Hi families,

Just a reminder that there is a Zoom Q&A tonight at 7pm for those who are returning tomorrow/in the next few weeks. It is not mandatory, but feel free to hop on to listen in or ask your questions!

We are so excited to welcome you! It will be a bit different during this phase, but we have been working hard to make sure we are prepared and still making fun a priority for the children.

Zoom link: (LINK)

Have a great night, and I pray you all are staying healthy and safe. Missing all your faces!

Thank you,

(YOUR NAME)

S'il y a quelque chose ici que vous ne voyez pas et que vous avez besoin d'aide, écrivez dans les commentaires, et nous vous aiderons! Aucun directeur, propriétaire ou enseignant ne devrait le faire seul, et permettez-nous donc à HiMama d'aider à alléger ce fardeau. Vous faites un excellent travail en vous assurant que votre personnel et vos familles sont en sécurité et prêts. Nous nous enracinons pour vous et nous espérons voir chaque programme prospérer dans les semaines et les mois à venir.

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