Communication Procedures
Do you need to spread the word to parents, community, faculty and staff regarding activities, events, or requests that are related to Mayer? Below are the ways to in which to get your message heard:
| Type of Communication: | Send to: | Send by: |
| Parent Newsletter | Newsletter Editor at FOMnewsletter@yahoo.com | 2nd week of month |
| FOM Email Blast | List Administrator at friendsofmayer@yahoo.com | 2 days prior to desired distribution |
| Room Parent Email | Maureen at mayerroomparent@yahoo.com | Wednesday of each week |
| Backpack Letter | FOM President | 5 days prior to desired distribution |
| FOM Website | friendsofmayer@yahoo.com Attn: Olivia Potter, Webmaster | 3 days prior to update on site |
A monthly communication vehicle used to promote FOM fundraising projects and school/community building topics. We rely on the FOM board and committee/event chairs to provide us material to highlight in the newsletter. If your committee has a need or event to promote, the parent newsletter is the place to make your announcements.
Team Members:
Heather Easley-Harries – Editor
Olivia Potter – Designer
Maureen Riordan - Newsletter Coordinator
Submit ideas/articles for the parent newsletter to FOMnewsletter@yahoo.com. Pictures are impactful. If you have an article for the newsletter, please consider including a photo with it. We receive good feedback regarding articles with images.
If you do not have time to write an article, we will write something for you when possible. We will need you to provide a detailed outline with informative bullets. Submitters will be asked to review articles to ensure the facts are correct.
Do not overlook the importance of hardcopies. If this upcoming school year follows previous trends, we will have a number of families who opt to receive hardcopies (only) of the newsletter. This is why we try to aim for the middle of the last week of the month to publish (allows teachers the time to get into backpacks before the end of the month).
The Friends of Mayer email distribution list (a Yahoo! Group that functions as a newsletter, such that no one else can post without permission) will be used to inform parents, community, faculty and staff (as have chosen to have their email addresses included on the distribution list) about activities, events, or requests that are related to Mayer.
Materials sent to this distribution list must be related to the group and pertain to Mayer business (including Friends of Mayer business). Examples of the types of e-mails that will be sent include, but are not limited to, the following:
- FOM emails - meeting reminders, meeting notes, event information
- Monthly parent newsletters
- Volunteer requests
- Supply requests
- School updates
- Requests that affect a wide audience within the school community such as school garden, choir performance, Mayer sports teams, etc.
FOM Email Distribution List Guidelines (Messages That Will Not Be Sent):
Examples of the types of e-mails that will not be sent include, but are not limited to, the following:
- Outside events such as fundraisers not pertaining to Mayer
- FYI types of messages not directly pertaining to Mayer, such as "your child might enjoy attending..."
- Any messages intended for personal or commercial gain
We strongly encourage the above type messages to be sent through the Mayer Community Network Yahoo! Group.
(mayercommunitynetwork@yahoogroups.com)
- This group was created for any member to post messages on
- Replies go directly to the sender
FOM Email Distribution List Guidelines (How to Post a Message):
Requests should be sent to the Friends of Mayer e-mail
friendsofmayer@yahoo.com with the message already written (the list administrator may do minor editing or ask questions/clarifications of information).
All messages must be "signed," including both a name and representation (for example, “on behalf of Friends of Mayer,” “Committee Co-Chair,” “Mayer Parent”).
The requested way to reply should be included:
- If responses are to go to the message sender, the appropriate email address needs to be included in the message.
- If responses are to be coordinated by the list administrator, arrangements need to be made in advance and an alternate email should not be provided.
- If responses include coordination of volunteers, the fomvolunteer@yahoo.com email address may be listed as long as the FOM volunteer coordinator has been notified.
All messages will include an “opt-out”, such as “If you wish to be removed from the Friends of Mayer distribution list, simply reply to this email with your request.”
The list administrator keeps an FOM email blast calendar, so you can coordinate when your email will go out in advance. Messages should be sent to the list administrator two days in advance of the requested mail-out date to allow adequate time for posting. Messages may be prioritized based on deadlines or to minimize the burden on recipients.
How to Get Information Into The Weekly Room Parent Email:
- Requests should be sent to Maureen at mayerroomparent@yahoo.com with the message already written.
- Information should be sent to Maureen by Wednesday. As an FYI, room parents generally get the email on Thursday so they have time to review and edit it before sending to their room on Friday.
- Messages should be only a paragraph, about 3-4 sentences per topic. The room parent email is intended to be a reminder of everything going on, NOT to cover all details. Last year, 73% of Mayer students had at least one parent on the FOM distribution list (where they receive more detailed information regarding school happenings).
If your event/initiative requires a letter to go home in the backpack, you must follow the steps below to get it produced:
- Send desired date of distribution to Communications Coordinator to check other scheduled distributions
- Send letter to FOM President for approval at least five days prior to desired distribution
- Farah will coordinate getting approval from Principal Konieczny which is necessary for all letters that go in students’ backpacks
- Once approved:
- FOM President will notify you that it is okay to print or send document back to you with necessary revisions.
- FOM President will include printing instructions.
- You are responsible for getting letter printed and distributing in faculty mailboxes on the morning the letter should go home in backpacks. There is a distribution list with class headcounts on the wall above mailboxes.
The Friends of Mayer website is used to inform parents, community, faculty and staff about activities, events, or requests that are related to Mayer. Materials posted to this site must be related to the group and pertain to Mayer business (including Friends of Mayer business). Examples of the types of material that will be accepted and posted include, but are not limited to, the following:
- FOM - meeting reminders, meeting notes, event information
- Monthly parent newsletters
- Volunteer requests
- School updates
- Requests that affect a wide audience within the school community such as school garden, choir performance, Mayer sports teams, etc.
Messages should be written and approved by the Communications Coordinator. Please look at the website to get an idea of where you would like your message posted i.e. events, volunteer opportunities, News & Announcements. Once approved, messages will be posted within 3 days. However, if a new page is needed it may take up to a week to create.
Please email your posts to friendsofmayer@yahoo.com with Attn: Olivia Potter, Webmaster in the subject.
