This Communications Guide is intended for all staff who communicate internally and externally in an official capacity for Oak Harbor Public Schools. You may also Print & share this one-page reference sheet
With so many communication tools, it can be difficult to determine when to use what platform for what type of communication. We developed a matrix to support with guidance on when to use what platform. See also: Best Practices. Contact briefs@ohsd.net if you have questions or need help.
ParentSquare is our primary communication source and parent engagement tool. It allows for real-time two-way, translated communication that supports over 100 languages for parents and staff.
In your ParentSquare feed as staff you’ll find important communications from the superintendent, the district, and your school.
To receive emergency text messages through ParentSquare you must have a valid cell phone number listed in the second phone number line in Skyward Employee Access (separate from Family Access).
Use ParentSquare to send messages to your families, share pictures, and request particpation.
Comment on posts to share feedback and ask questions is only seen by message senders.
Accessing ParentSquare Activate and login to your ParentSquare account. Set up preferred notification settings for text, phone, and email to receive messages as much or as little as you’d like. You can download the free mobile app for iOS or Android and you can also use it from a computer.
Contact briefs@ohsd.net if you have questions about using ParentSquare.
Individual schools may post flyers free of charge for their site that promote information and events related to the school, ASB clubs and sports, PTA/PTO, Oak Harbor Educational Foundation, or booster clubs. Digital flyers are distributed once a week on Tuesdays and must be submitted by the end of day Monday of the distribution week selected.
Submit a flyer through your school’s site editor or email briefs@ohsd.net to request a user account.
Per board policy, paper copies of community flyers or announcements are not accepted or distributed. Community organizations must submit their own flyers through Peachjar.Peachjar policies and terms prohibit school districts from posting flyers through the system on behalf of, or for the benefit of, any external organizations. Flyers submitted through the district also do not include the required disclaimer for external organizations.
Information is avaialble for external organizations about how to submit flyers under the News section on the district and school websites.
Want to be included in Peachjar emails for your site? Staff may choose to register for a free Peachjar account at www.peachjar.com to receive flyers submitted for your school location.
Get to know our district and school websites to support our families!
Navigation Structure for All Websites
Our School: What makes each school unique, leadership, schedule
Academics: Academic opportunities and support, library
Student Life: Showcases student experience and activities
Get Involved: Encourages family and community involvement
Resources: Provides resources for families to support student success
News: Shares the latest news, social media pages, Peachjar community flyers>
Upkeep & Management
For consistency across the district, the district communications department maintains all school home pages. Access to edit internal pages on the website can be given to trained staff. Email briefs@ohsd.net to request training.
News and public announcements on website Home pages are automatically updated when an admin for the district or school publishes a schoolwide post (like a newsletter) via “Share on Website” in ParentSquare.
MONTHLY NEWSLETTERS: Each school has one person who is responsible for creating monthly newsletters. ParentSquare’s Studio Editor can be used to create newsletters which should then be shared to your website. The newsletter should include information that’s been posted on Facebook and the website. It should also feature upcoming calendar items, and ways to get involved with upcoming activities, and could include a letter from the principal. There should be enough information included that if a parent read only the newsletter and didn’t look at the website and/or Facebook, they would still be well-informed of the school and school events.
PHOTO ALBUM: Please be sure to upload any photos that you take into our shared Google Drive Photo Album. Make a new folder for each event or activity that is captured. High-quality photos will be used to keep websites current and for other publications. Be sure to reference the Student Opt-Out at your school’s front office before sharing or publishing.
GOOGLE CALENDAR: Each site has at least one individual who is responsible for updating its Google Calendar. Google Calendars are displayed on the school website and in ParentSquare. Those who are assigned to edit their school’s Google Calendar will show it listed in the “My Calendars” list on the left at calendar.google.com. Make sure that your school calendar name is selected in the event details.
CANVA is an increasingly robust tool that allows site editors to create print and digital graphics, videos, and edit photos. Templates are accessible for any staff with an account. Approved site editors have access to brand kits and other advanced features. Create your own Free Canva Account and follow our Brand Guide when creating your own designs.
FACEBOOK: Each school manages its own school Facebook page through Class Intercom and should post at least 2 times per week, up to 3 times per day, with upbeat, student-focused and activity-focused content that includes high-quality student or staff-centered photos and/or short-form videos. Be sure to include who, what, when, where, and why information for clarity. Multiple users can be set up to submit content through an approval process. Contact briefs@ohsd.net for training.
Pinned stories, cover photos, and deleting posts are managed directly through Facebook and not Class Intercom. Contact the district communications team for help updating these items.
YOUTUBE: The district has one YouTube channel. No schools should have their own. Site editors for each school should upload all videos created by their school. YouTube videso can then be embed to the website or linked in newsletters. Contact briefs@ohsd.net for more information about uploading content.
ParentSquare is our primary communication source and parent engagement tool. It allows for real-time two-way, translated communication that supports over 100 languages for parents and staff.
In your ParentSquare feed as staff you’ll find important communications from the superintendent, the district, and your school.
To receive emergency text messages through ParentSquare you must have a valid cell phone number listed in the second phone number line in Skyward Employee Access (separate from Family Access).
Use ParentSquare to send messages to your families, share pictures, and request particpation.
Comment on posts to share feedback and ask questions is only seen by message senders.
Accessing ParentSquare Activate and login to your ParentSquare account. Set up preferred notification settings for text, phone, and email to receive messages as much or as little as you’d like. You can download the free mobile app for iOS or Android and you can also use it from a computer.
Contact briefs@ohsd.net if you have questions about using ParentSquare.
Individual schools may post flyers free of charge for their site that promote information and events related to the school, ASB clubs and sports, PTA/PTO, Oak Harbor Educational Foundation, or booster clubs. Digital flyers are distributed once a week on Tuesdays and must be submitted by the end of day Monday of the distribution week selected.
Submit a flyer through your school’s site editor or email briefs@ohsd.net to request a user account.
Per board policy, paper copies of community flyers or announcements are not accepted or distributed. Community organizations must submit their own flyers through Peachjar.Peachjar policies and terms prohibit school districts from posting flyers through the system on behalf of, or for the benefit of, any external organizations. Flyers submitted through the district also do not include the required disclaimer for external organizations.
Information is avaialble for external organizations about how to submit flyers under the News section on the district and school websites.
Want to be included in Peachjar emails for your site? Staff may choose to register for a free Peachjar account at www.peachjar.com to receive flyers submitted for your school location.
Get to know our district and school websites to support our families!
Navigation Structure for All Websites
Our School: What makes each school unique, leadership, schedule
Academics: Academic opportunities and support, library
Student Life: Showcases student experience and activities
Get Involved: Encourages family and community involvement
Resources: Provides resources for families to support student success
News: Shares the latest news, social media pages, Peachjar community flyers>
Upkeep & Management
For consistency across the district, the district communications department maintains all school home pages. Access to edit internal pages on the website can be given to trained staff. Email briefs@ohsd.net to request training.
News and public announcements on website Home pages are automatically updated when an admin for the district or school publishes a schoolwide post (like a newsletter) via “Share on Website” in ParentSquare.
MONTHLY NEWSLETTERS: Each school has one person who is responsible for creating monthly newsletters. ParentSquare’s Studio Editor can be used to create newsletters which should then be shared to your website. The newsletter should include information that’s been posted on Facebook and the website. It should also feature upcoming calendar items, and ways to get involved with upcoming activities, and could include a letter from the principal. There should be enough information included that if a parent read only the newsletter and didn’t look at the website and/or Facebook, they would still be well-informed of the school and school events.
PHOTO ALBUM: Please be sure to upload any photos that you take into our shared Google Drive Photo Album. Make a new folder for each event or activity that is captured. High-quality photos will be used to keep websites current and for other publications. Be sure to reference the Student Opt-Out at your school’s front office before sharing or publishing.
GOOGLE CALENDAR: Each site has at least one individual who is responsible for updating its Google Calendar. Google Calendars are displayed on the school website and in ParentSquare. Those who are assigned to edit their school’s Google Calendar will show it listed in the “My Calendars” list on the left at calendar.google.com. Make sure that your school calendar name is selected in the event details.
CANVA is an increasingly robust tool that allows site editors to create print and digital graphics, videos, and edit photos. Templates are accessible for any staff with an account. Approved site editors have access to brand kits and other advanced features. Create your own Free Canva Account and follow our Brand Guide when creating your own designs.
FACEBOOK: Each school manages its own school Facebook page through Class Intercom and should post at least 2 times per week, up to 3 times per day, with upbeat, student-focused and activity-focused content that includes high-quality student or staff-centered photos and/or short-form videos. Be sure to include who, what, when, where, and why information for clarity. Multiple users can be set up to submit content through an approval process. Contact briefs@ohsd.net for training.
Pinned stories, cover photos, and deleting posts are managed directly through Facebook and not Class Intercom. Contact the district communications team for help updating these items.
YOUTUBE: The district has one YouTube channel. No schools should have their own. Site editors for each school should upload all videos created by their school. YouTube videso can then be embed to the website or linked in newsletters. Contact briefs@ohsd.net for more information about uploading content.
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