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Education Communication Templates

The following templates are suitable for use with communicating with parents, students and staff in the education sector.

You can add an additional Opt-out message by clicking on "Opt-out" in the message content field in the web portal once you have pasted the template content in to the message field.

We have included some data templates as well (which should automatically download when you click each link), to help you save your contact information in a format that will work with the field references in each message template. Each data template has column headers in row 1, a description of the required data in row 2, and an example of the data in row 3. Make sure you delete the contents of rows 2 and 3 before adding your contact data, but do not delete the content in row 1 (unless you want to change the header name and the field references in the message).

This video explains how field references work (the "Personalising Broadcasts" segment can be found 20 seconds in to the video)

Read this article to see how to use the templates if you are using your own data files.



1. School Closure

Purpose:

This template can be used to notify parents and/or students of a closure of a school/university, as well as providing an option to receive further updates by responding with a keyword ("yes"). This template can be used in conjunction with an automation to add contacts to a contact group if they reply with the keyword. For a user guide on how to create opt-in lists, read this article

There are two templates - one for a general closure notification, and the other for a closure due to a confirmed Coronavirus case.


Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - School Closure.xlsx


Additional Support:



Template 1 (general closure):

Dear #firstname_column_1#
Please click the link below for important information about changes to <organisation> operations in light of the current Coronavirus (COVID-19) pandemic. As you may be aware, we will be closing until further notice. We are taking measures to reduce the risk of exposure for students and staff. To receive further updates on this topic, reply "Yes" to this message, or "No" to opt-out.


Template 2 (closure due to a confirmed case):

Dear #firstname_column_1#
Please click the link below for important information about changes to <organisation> operations in light of the current Coronavirus (COVID-19) pandemic. As you may be aware, we have had a confirmed case and will be closing until further notice. We are taking measures to reduce the risk of further exposure for students and staff. To receive further updates on this topic, reply "Yes" to this message, or "No" to opt-out.




2. School remaining open

Purpose:

This template can be used to notify parents and students that your organisation will be staying open and following a normal schedule until further notice, as well as providing a link to your policy/protocol around the coronavirus in the event that parents/students have any safety concerns.

This template requires you to add a URL (i.e. the web address) for the link. You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Staying open.xlsx


Additional Support:


Template:

Dear #firstname_column_1#

Due to the current Coronavirus (COVID-19) outbreak, there have been closures of schools which have had infected students and staff in attendance. Currently, <organisation> is running to a normal school schedule. Any changes due to new developments will communicate by SMS as soon as any decisions are made by school leadership.




3. Providing Information

Purpose:

This template can be used to provide parents and students with a link to a location (e.g. your website) where information can be found relating to your organisation's policy/protocol regarding the Coronavirus and mitigating the risk of exposure.

This template requires you to add a URL (i.e. the web address) for the link. You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Basic Contact Data Template.xlsx


Additional Support:


Template:

Dear Parents/Guardians of <organisation>. We take the threat of Coronavirus (COVID-19) seriously and are making every effort to minimise the risk of exposure among our students and staff. We are monitoring the situation closely and will keep you informed throughout the process. For more information please visit <Insert URL>




4. General Statement

Purpose:

This template can be used to communicate to Parents and Staff on Principal’s letter, which would typically be hosted in an online location such as your organisation's website.

This template requires you to add a URL (i.e. the web address) for the link. You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Basic Contact Data Template.xlsx


Additional Support:


Template:

Dear #firstname_column_1#, please view the Principal's letter to parents and staff regarding the Coronavirus here: <Insert URL> 
Regards, <organisation>



5. Returning to campus

Purpose:

This template can be used to communicate to Parents, Students and Staff that students can return to campus and normal scheduling will resume from a specific date.

This template requires you to add a URL (i.e. the web address) for the link. You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Return to Campus.xlsx


Additional Support:



Template:

Dear #firstname_column_1#, Restrictions have been lifted at <organisation>. Normal lesson schedules will resume on campus from #date_column_4#. If you are unsure or have any concerns, please visit <insert URL> for more information, or contact us on <insert phone>. Thank you.



6. Government Enforced Shutdown

Purpose:

This message refers to a confirmed shutdown of your organisation. It is suitable for internal and external use.

This template requires you to add a URL (i.e. the web address) for a link to further information (e.g. a website). You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)

Contact Data Template - Confirmed shutdown.xlsx


Template:

Dear #firstname_column_1#
As per <state> government requirements, <organisation> is closing from #date_column_3# until further notice. Please visit <insert URL>, or call #phone_column_4# for more details. 
Thank you.



7. Remote Learning

Purpose:

This message is used to inform parents and students of a remote learning plan, providing a link to your website for more information.

This template requires you to add a URL (i.e. the web address) for a link to further information (e.g. a website). You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)

Basic Contact Data Template.xlsx


Template:

Dear #firstname_column_1#
Due to the current situation around COVID-19, <organisation> will be conducting Remote Learning for students. Please check your email for further instructions in the coming days, and visit <insert URL> for more information.
Thank you.

Still not sure what to write? Our team of message experts is on hand and will be happy to help you plan and create your message strategy. 


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