Guide for Hosting Visitors at Schools

Transcription

1 Guide for Hosting Visitors at Schools Visit LinkedLearning.org

2 Table of Contents Best Practices Tip Sheet for Hosting Visitors at Schools... 1 School Visit Training Presentation... 2 Template Invitation for Visitors Template Phone Tips and Script for Visitors Suggested Activities for Linked Learning Pathway Visits Student Ambassador Guidelines Sheet Top 10 Tips for Student Ambassadors Pre-visit Checklist Reserved Parking and Directional Signs Template Thank You Letter for Visitors... 29

3

4 Best Practices Tip Sheet for Hosting Visitors at Schools With Linked Learning, seeing is believing. A visit to a Linked Learning pathway at a school or classroom by a business person or an elected official is an excellent opportunity to gain support from an influential community member, and help build a relationship that can turn into a partnership. But before you host a visitor, take some time to consider what the visit from their perspective should feel like. Think about the considerations and gestures that would make them feel more welcome and comfortable in a school environment. Remember that business environments and schools environments are very different and that business people s expectations for in-person meetings are often much more formal. As you re preparing to host a visitor at your school or in your classroom, we have provided the following tips to help your visits be as enjoyable and productive as possible: Treat them as your valued guest: Approach your preparation from a customer service perspective. You want your visitor to feel welcomed and you want to ensure that your visitor is greeted by all staff and students they encounter on their visit. Make the visit as positive as possible so that nothing distracts from what they learn about Linked Learning. Plan ahead: The more preparation you can do for a visit ahead of time, the better. Having a well-planned schedule and well-coordinated logistics can help your visit go as smoothly and professionally as possible. But stay flexible: At the same time, recognize that things may change based on your visitor. They may arrive late or may ask to spend more time on a particular activity. As long as your visitor is engaging in the Linked Learning experience, it will be a worthwhile use of the visit. Be respectful of their time: Depending on their role and seniority, businesspeople and elected officials often have very packed schedules. Make sure that you plan their visits carefully so as to maximize their time oncampus with interesting and varying activities. But also do your best not to waste their visit with idle time or to hold them past their scheduled departure time. Make it easy for your visitors: Sometimes it s the little things that matter. Small gestures like having reserved parking (with their name on the reserved sign, if possible) and having greeters or signs to help them find the front office are greatly appreciated by your visitors. Furthermore, these types of things can help save time and make the visit go more smoothly, ensuring that your visitors leave with a positive impression of Linked Learning. Immerse them in the Linked Learning experience: Use the visit as an opportunity to show them what Linked Learning is really like. Expose them to the great things that are happening in your school. The visit can include opportunities to attend or observe classes, assemblies, school fairs, and events. If possible, set up meetings with teachers and students who can talk to your visitor about their Linked Learning experience. Ultimately the visit should be focused on helping professionals feel comfortable in a school environment. Much like Linked Learning is about helping students feel comfortable in professional environments, school visits help professionals engage with schools in a way that they may not be used to doing. Use school visits as an opportunity to show not tell the great work that is happening in Linked Learning pathways. v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 1

5 School Visit Training Presentation The following pages are the slides for a school visit training presentation. The presentation can be used to train school staff or teachers on how to use this toolkit and other materials in planning and hosting a visit to a Linked Learning pathway. The full presentation can be found on the Linked Learning website ( The version available on the website also includes notes that serve as a full script to help you facilitate the training. v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 2

6 A Guide to Hos,ng Visitors at Linked Learning Pathways [DATE] [NAME, ORGANIZATION]

7 Agenda Goal of School Visits Preparation Setting the Schedule Hosting Visitors After the Visit Questions and Discussion

8 Goal of School Visits

9 Goal of School Visits Expose visitors to Linked Learning in action Build support for Linked Learning Build relationships and partnerships Help professionals feel comfortable engaging in a school environment

10 Before the School Visit

11 Making Guests Feel Welcome Send visitors directions in advance, including special notes on parking if needed Pre-arrange parking, and reserve space(s) Alert the appropriate staff of the scheduled visit Respect their time Represent your school professionally

12 Preparing for a Visit Contact your visitor to invite them Set up a day and time, and ask by what time your visitor needs to leave the school Plan a manageable and engaging schedule Identify teacher and student ambassadors Ask about any necessary accommodations for disabilities or other needs

13 Plan the Itinerary SUGGESTED ACTIVITIES Meeting to provide introduction to Linked Learning Tour the facilities Speak to a class about career paths Attend a school assembly Observe a class Group activity Project presentations Meet with teachers and/or students

14 SeIng the Schedule

15 Schedule of Activities Stay flexible! Plans can change, have a back up Put your best foot forward You know your school or classroom best! Start and end on time

16 Hos,ng School Visitors

17 The School Visit WELCOMING VISITORS Inform appropriate office staff of visitors so that visitors will feel welcome and be greeted by name Prep student and teacher ambassadors to greet visitors with a smile and handshake Provide clear directions of where to go Provide information on designated parking, seats, faculty bathrooms, etc.

18 The School Visit DURING THE VISIT Make sure people know your guests so they feel welcome Help address their needs Guide the visit, but let them lead Answer their questions Smile and be positive Thank them for visiting

19 AJer the School Visit

20 Following Up THANK YOU NOTE OR If possible, send a hand-written note to show extra care Make specific mentions of the school visit Include additional information and factsheets Outline clear next steps, such as become a mentor for a class project, or host a field trip

21 Ques,ons?

22 Template Invitation for Visitors Subject: Invitation to visit Linked Learning pathway at [SCHOOL] Hello [CONTACT NAME], As you know, California s businesses and employers need a better educated workforce to meet current and future industry demands. But not enough students are graduating high school, and those who do often lack the skills and knowledge they need to succeed in college and career. That s where Linked Learning comes in. All Linked Learning students follow an industry-themed pathway, including project-based learning in the classroom and career exposure and practical applications in a real-world setting. Linked Learning answers that age-old question, Why do I need to learn this? and gives students a complete picture of the many career paths and jobs available to them in addition to the skills and knowledge they need to excel in a potential career. I m reaching out to you today because I would like to invite you to visit [SCHOOL] to learn more about our Linked Learning pathway. Site visits are a great way to engage with local students, teachers, and school leadership and see the successes with Linked Learning firsthand. Linked Learning has already been successfully implemented in many schools and districts across the state, helping to prepare students for a full range of post-graduation opportunities. Research shows that Linked Learning students are less likely to drop out and more likely to graduate on time than their peers at traditional high schools. Furthermore, Linked Learning students are 9 percent more likely to enroll in postsecondary education, particularly four-year colleges, than their peers. But Linked Learning pathways also need the help of local employers and community leaders to partner and champion our schools to ensure students have access to valuable career-based learning experiences. I ve seen firsthand how Linked Learning makes a difference for students and our state as an [YOUR POSITION] in [SCHOOL], and I know your interest in Linked Learning could really help advance student s educational experiences. Please let me know if you are interested in coming for a visit. I will plan to follow up next week by phone to discuss scheduling a site visit and to discuss Linked Learning in more detail. Sincerely, [NAME] v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 19

23 Template Phone Tips and Script for Visitors Once you have sent your introductory , follow up with a phone call. Within each initial call, state the reason you are extending an invitation for a visit, and wrap up the call with next steps and the ask. The following tips provide context, and the script provides guidance on what to say during each phase of the call. Phone Outreach Tips I. Making the connection Whenever possible, reference a contact name in your introduction. This includes anyone at the organization who may have helped you by setting up the call or by providing a contact name: Beth Smith in the human resources department gave me your name. Make sure it s a good time to talk. If it is not a good time, ask the contact when you can call back. Try to avoid letting them call you back they rarely do. If this is your only option, wait a week and then try them again. You can also ask if there is someone else in the company or organization with whom you should speak. Be prepared to leave a voic message. Remember to leave your name and number at the beginning of the message and keep the message short: This is [NAME] with [ORGANIZATION] at [PHONE] (Enunciate the number clearly and slowly. Many of us tend to speak too hurriedly on voice recordings.) Beth Smith gave me your name and suggested I speak with you about workforce readiness and an approach that serves [COMPANY OR ORGANIZATION] s interests. I will try to reach you again later in the day [OR OTHER SPECIFIC TIME]. I look forward to speaking with you soon. II. Stating who you are Explain who you are and on whose behalf you are calling to establish credibility. III. Stating why you are calling Make clear that you are not selling anything and get right to the point of the call. Tailor your program description to the person s knowledge as well as your personal role in Linked Learning. Keep your descriptions simple and avoid using terms or acronyms that your contact may not be familiar with. Do your homework on the person or organization you are contacting, if possible, so that you can highlight specific ways that Linked Learning could benefit them. For example, [ORGANIZATION] s leadership on workforce readiness is impressive. It s one of the reasons we think [ORGANIZATION] would be a great potential partner to our local Linked Learning pathways. Make sure to have the FAQs, fact sheet, and communicator tips on hand during the call in case your contact asks you difficult or challenging questions about Linked Learning. These tools are available on the Linked Learning website at IV. Wrapping up the phone call Don t forget to make the ask. During this first call, your objective is to find out if your contact is interested in meeting with you in person and visit your school to engage more fully with Linked Learning. Most people will want you to send additional information that they can review before making a decision. Before you end your call, be sure you have a next step, such as setting a date for your next call, sending program information or setting up the school visit. If your contact was made through a friend or colleague, keep them in the loop about your progress. v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 20

24 Call Script I. Making the connection Hi, this is [NAME] with [SCHOOL]. [NAME] with [ORGANIZATION] suggested I speak with you about workforce readiness and an approach that serves your [COMPANY OR ORGANIZATION] s interests. I am following up from an I sent you about setting up a site visit at [SCHOOL] to learn more about an effective, transformative approach to high school called Linked Learning. It integrates rigorous academics with engagement in career-based learning and real-world workplace experiences. It s helping to strengthen California s future workforce by ensuring that more students graduate high school with the skills and knowledge needed to succeed in college and career. Do you have a few minutes to talk? II. Stating who you are I am a [TITLE] at [SCHOOL], and we are working with businesses, policymakers, and schools across California to spread the word about the value to students and to our local economy that comes from implementing the Linked Learning approach within public education in their communities. III. Stating why you are calling Our goal is to raise awareness among business and political leaders like you about Linked Learning and to increase participation in this highly effective approach for our students. Linked Learning is transforming high school education in California and helping address the skills gaps that you know so well. In fact, research shows that the Linked Learning approach results in greater rates of persistence and higher graduation rates for all students compared to traditional high schools, and many of them are graduating high school with competitive skills in engineering, computer science, health professions, and other industries critical to California. Ultimately, we want more businesses to become involved in Linked Learning by providing students with invaluable work experience before they graduate from high school, whether that s work-based learning experiences within the classroom, job shadowing or an internship. Businesses like yours, in return, contribute to a thriving community and the state by helping to ensure a better-educated workforce that can meet the current and future industry demands. One of the best aspects of Linked Learning is the connection it helps students make between their high school education and their next educational or career steps. Employers are critical to making Linked Learning work by providing essential work-based learning opportunities giving students a real sense of what it s like to be in a professional environment. IV. Wrapping up the phone call Could we set up a site visit for you at [SCHOOL] to give you the opportunity to engage with students, teachers, and school leadership that are already experiencing successes with Linked Learning? It s a great way to see the Linked Learning approach working in action. [NOTE: Try to confirm the date/location while on the phone.] Is there anyone else at [BUSINESS] you would like me to talk to about Linked Learning? Is there any additional information I can provide? Thanks for taking the time to talk today. I m excited for you to visit [SCHOOL] and learn more about Linked Learning. If you have any questions or need further information, please call or . [NOTE: Provide contact information and use your direct line or business cell if you have one.] v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 21

25 Suggested Activities for Linked Learning Pathway Visits While every visit will be different, you should take time to think through a variety of potential activities before your visitor(s) arrive. You ll want to ensure that your visitor can see Linked Learning in action and truly begin to understand what it means to integrate rigorous academics with career-based learning and real world workplace experience. If appropriate, draw up a formal schedule and send it in advance. Each visitor will be able to devote varying amounts of time on campus, so do your best to maximize their time. 1. Introduction to Linked Learning (20-30 minutes): School leadership can welcome visitors and provide an overview of what Linked Learning is and an explanation of the positive impact it s having on the school, teachers, and students. The template PowerPoint slides in the Toolkit for Engaging External Audiences ( can be used as part of a presentation, if appropriate. 2. Tour of the school (30 minutes): If time permits, a guided tour of the school will give visitors a sense of the learning environment and facilities where Linked Learning takes place. Tours can be led by students who can simultaneously talk about their experience with Linked Learning. 3. Observe a class (45 minutes): Visitors can witness the Linked Learning approach firsthand by observing a class, preferably within a pathway that falls in line with their professional field. It would be particularly compelling to select a class where students are doing a group activity or giving presentations on a recent project that illustrate the core principles of Linked Learning. 4. Speak to a class (30 minutes): To connect with a large number of students, visitors can present to a class about their academic and career paths, their organization, or what it s like to work in their industry, and can advise students on how to gain the right experience and excel in their own careers. 5. Small group meeting with students (30 minutes): It s important for visitors to engage with students as their education and success is the chief outcome of Linked Learning. Select two to three students who can provide visitors with compelling and personal examples of how Linked Learning is having a positive impact on their education and why it needs each visitor s support. Note: It s important to include in this small group students from different backgrounds, and not just straight-a students or members of the ASB. Any student who has raised their aspirations and thrived under Linked Learning will have a compelling story to share. 6. Small group meeting with teachers (45 minutes): Teachers are central to the success of Linked Learning and are valuable as messengers. Providing a platform for teachers to share the positive effects Linked Learning has had on their students achievement and aspirations is a critical message for visitors to hear. This is also an opportunity to discuss how Linked Learning is helping them align curriculum to the goals set by the Common Core State Standards. 7. Attend a school assembly, school fair, or event (45 minutes): An assembly or other school event is a fun way to show visitors your school s spirit and make them feel like a part of the school for the day. This is an opportunity for students to showcase their accomplishments, especially if the assembly features performances, presentations, or an awards ceremony. v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 22

26 Student Ambassador Guidelines Sheet This list of frequently asked questions and tips will be helpful in preparing students for Linked Learning visits from business and community leaders. Q. Why are Linked Learning visits important for us? A. Visits from business and community leaders present an important opportunity for you to meet with professionals who share your career interests and to learn about their career paths. We encourage you to engage with visitors and discuss your academic and career interests and aspirations. Treat these meetings like an interview. They are a great way to learn about and get connected to internships and other career and academic opportunities. In addition, these visits are a chance to help business and community leaders understand the power of Linked Learning, so that they ll want to support your school. Q. What should I wear? A. Visits from business and policy leaders should be treated like a job interview. We encourage you to dress professionally and respectfully no blue jeans, open-toe shoes, overly tight or baggy clothes, hats, or graphic t- shirts. If your pathway dictates certain apparel such as scrubs or a professional uniform, wear that apparel with a neat appearance. Q. Do I need to bring anything with me? A. Yes. When you meet with a business or community leader, especially one in your career field of interest, it can be helpful to demonstrate your interests and accomplishments in addition to talking about them. You can share your résumé and/or any academic and professional projects that highlight your interests and skills. We recommend consulting a Linked Learning advisor or teacher on what is appropriate to share and for advice selecting the best one or two examples of your work. Q. Is there anything else I should do to prepare? A. If you know who you will be meeting with, it is always a good idea to do a little research about the person s career before you greet them. This will allow you to ask more in-depth questions about their jobs and career path and it shows that you are prepared. Q. How do I greet and address visitors? A. When greeting visitors at your school, you should: Make sure you re standing, shake hands, and make eye contact. Introduce yourself using your first and last name and welcome the guests to the school. Address guests by their titles, Mr., or Ms. unless they say it s okay to call them, by their first name. Q. What should I talk to the visitors about? A. You should keep the conversation focused mostly on Linked Learning. Discuss your experiences and successes with Linked Learning inside and outside the classroom, for example an internship you have completed or a class you find particularly interesting and relevant. It is also a good idea to ask the guests questions about their careers and the path they took to reach a leadership position. Q. How do I end the visit? A. Always thank the guest for their time visiting your school and firmly shake their hand goodbye, making eye contact. You can offer to share your résumé or work samples with the visitor and ask for an appropriate address to reach them. If appropriate, you can also share your contact information with them and offer yourself as a resource if they have more questions. It s always a good idea to send a thank you note one to two days after the visit. v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 23

27 Top 10 Tips for Student Ambassadors 1. Always be on time: School visitors are often on a tight schedule and it s important that you are present to greet them when they arrive. To make sure you re on time, you should: Double check the time and location of the meeting on the day of the visit Alert any teachers or staff about your role as a greeter and if you need to leave class early 2. Do your research: If you know who you are meeting with, it can be helpful to do some quick research about the person, their company, and their industry before you greet them. This will allow you to ask more thoughtful questions about their job and career path. 3. Come prepared: If you are greeting a visitor who works in your field of interest, come prepared to talk about your interests, accomplishments, and goals. You should view this as an opportunity to make a connection and learn more about the industry. 4. Dress appropriately: Visits from business and policy leaders should be treated like a job interview. This means you should dress professionally and respectfully no blue jeans, open-toe shoes, overly tight or baggy clothes, hats, or graphic t-shirts. 5. Greet the visitor respectfully: When the visitor(s) arrive, you should: Stand up, firmly shake hands and make eye contact. Introduce yourself using your first and last names. Address guests by their titles, Mr., or Ms. unless they say it s okay to call them by their first names. Welcome them to the school. 6. Conduct yourself appropriately: As a greeter, you are representing your school and yourself. Work to give your visitor the best impression throughout your time with them: No chewing gum. Do not check your cell phone or text. Do not stop for casual conversations with friends. Be sure to introduce your visitor to any teachers and administrators you run into. Above all, be friendly, welcoming, and engaging. 7. Conversation topics: Keep the conversation friendly and try to keep it focused on topics relevant to Linked Learning. You should ask the visitor about their interests, their career path, and their industry. When appropriate, share your experience with Linked Learning inside and outside the classroom and share your successes, such as an internship you have completed or a class you find particularly interesting. 8. Know the schedule: If you are responsible for escorting the visitors to their next meeting once they arrive, make sure to double check the time and location of the meeting. If you are escorting visitors, be sure you know the schedule and order of activities so that their visit can stay on track. 9. Ending the visit: Always thank the guest for their time visiting the school and firmly shake their hand goodbye, making eye contact. 10. If you can t make the visit: If you are sick or unable to be a student greeter, let someone know as soon as you can, so another student can be selected. v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 24

28 Pre-visit Checklist Use this pre-visit checklist as a way to help keep yourself organized as you re preparing for a visit. Logistics and Accommodations: Schedule set and sent to visitor ahead of time Reserved parking signs are posted Signs with directions to front office are posted Directions to designated bathroom for visitors Keys/code to bathroom Temporary Wi-Fi password Refreshments are coordinated and prepared Information packets are printed and assembled Guides and Office Staff: Front office staff alerted to scheduled visit and know how to reach me Teacher and student ambassadors selected Classes that visitor will observe or speak to are alerted and prepared Student ambassadors are prepared on how to greet guests Student ambassadors are trained on how to lead tours of the school Other: v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 25

29 Reserved Parking and Directional Signs The following pages provide reserved parking and directional signs for you to post in the parking lot and hallways. The reserved parking signs can be posted in the parking lot to clearly designate where your visitors can park. Use the directional signs to help your visitors find their way to the designated meeting place. Use these signs to help avoid any confusion, even if you plan to have student greeters meet visitors. On the Linked Learning website ( you can find editable versions of the directional signs that allow you to change the directions of the arrows and change the destination if your visitors are not meeting you at the main office. The website also has black-and-white versions of both types of signs for those who do not have a color printer. v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 26

30 VISITORS PLEASE PROCEED TO THE MAIN OFFICE

31 MAIN OFFICE

32 Template Thank You Letter for Visitors When conducting follow up with your visitors, a handwritten note is preferable. It s best to send a thank you note as soon as possible after the visit. Also consider having the student ambassadors write, or at least sign, the note. Use the template below to help you or your students craft thank you notes, but be sure to personalize it with personal details about the visit or your conversations with the visitor. [DATE] [NAME] [TITLE] [ADDRESS] [CITY], [STATE] [ZIP CODE] Dear [PREFIX] [LAST NAME], We would like to thank you for visiting with students and teachers at [SCHOOL] to learn about the Linked Learning approach. As a [business leader/elected official/community leader] you understand that California needs a workforce that is better equipped to succeed in college and prepared for today s and tomorrow s jobs. I hope that your visit helped you see and understand how Linked Learning is transforming high school education for California by integrating rigorous academics with career-based learning and real world workplace experience. [INSERT SPECIFIC DETAIL ABOUT VISIT OR HIGHLIGHT A POSITIVE EVENT] For your convenience I ve attached several factsheets and handouts about the important work happening at Linked Learning pathways. Please feel free to reference these materials when discussing the possibility of having [ORGANIZATION] become a Linked Learning partner. We need the voices of community leaders, employers, industry leaders and labor unions too. So I hope that you are interested in becoming more involved with Linked Learning to help ensure that all students across the state graduate ready to succeed in college, career, and life. On behalf of everyone at [SCHOOL], we thank you for sharing your time and visiting our school. Sincerely, [NAME] [TITLE], [SCHOOL] v1.0, April 2014 GUIDE FOR HOSTING SCHOOL VISITORS p 29