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.
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.
There are two templates - one for a general closure notification, and the other for a closure due to a confirmed Coronavirus case.
Field references:
- "firstname" - the first name of your recipient
Variable fields:
- <organisation> - this is where you need to put the name of your business
Template 1 (general closure):
Dear #firstname# 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# 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:
- "firstname" - the first name of your recipient
Variable fields:
- <organisation> - this is where you need to put the name of your business.
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
Template:
Dear #firstname# 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:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
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 theweb 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:
- "firstname" - the first name of your recipient
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
Template:
Dear #firstname1#, 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:
- "firstname" - the first name of your recipient
- "date" - the date from which students can return to campus
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
- <phone> - your organisation’s contact number
Template:
Dear #firstname#, 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:
- "firstname" - the first name of your recipient.
- "date" - the date from which the shut down takes effect. Please note - be careful when inputting dates in Excel, as sometimes the format will be converted to a number. In the attached template, the example given is written in a text format.
- "phone" - the contact number for your recipients to call (this may vary by recipient location).
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
- <state> - the state in which the recipient is located (if applicable)
Template:
Dear #firstname# 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:
- "firstname" - the first name of your recipient.
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
Template:
Dear #firstname# 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.
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