WhatsApp Policy

BUCKRIDGE PRIVATE WHATSAPP POLICY

Guidelines and Etiquette

1.0  INTRODUCTION

1.1 At Buckridge we understand the convenience of utilizing WhatsApp platform and tools like WhatsApp Groups for communication with Parents. WhatsApp has emerged to be handy in remote learning recently with its low tariff rates and group features. WhatsApp has fallen into the realm of one of our reliable, easy as well as fast official means of communication channel endorsed by the School and so we would like to suggest the following guidelines and etiquette be followed to ensure this tool is utilized effectively without raising issues for those involved and the School at large. WhatsApp groups are created in order to keep the avenues open with regards to communication from the school. Effective communication is essential and WhatsApp has proven to be an ideal medium. Parents and learners are not encouraged to exit a group but anyone is free to exit whenever they want for whatever reason. However, one need to accept that important information may be missed. Consequently, you will need to take full responsibility for not having received information posted onto a group you have exited.

2.0  BUCKRIDGE USES WHATSAPP IN TWO DIFFERENT MODES, WHICH ARE:

2.1. The Personal Communication Mode- between each and every/ guardian as per the admission form of each child. The purpose of this service/feature is to allow:

A)     The School administrator to-

·         Receive payment notifications to update invoices as proof of payment.

·         Communicate with parents any emergency at school involving their child that needs their immediate action/attention.

·         Remind parents of arrears and outstanding fees.

·         Get any information needed or pending on learners registration

·         Attend to parents grievances forwarded through this platform and forward them to relevant authorities.

·         Forward any information a parent may request.

·         Engage with parents on any other issues regarding the learning or performance of a child.

·         To receive appointments from parents to see the Director, Principal, HOD or child’s Teacher.

·         For any personal correspondence between the home and the school

·         Forward printable documents for parent’s attention.

B)     The Parent/Legal Guardian to-

·         Ask any personal questions pertaining fees

·         Request  printable documents for filling

·         Making bookings to see any member of the SMT, The Director or class teacher.

·         Update the school when a learner is absent or is sick.

·         Send information that might be requested by the school for administration purposes.

·         Request an updated invoice

·         Send proof of payment for archiving and record keeping.

2.2  The WhatsApp Group Mode- The school operates four official WhatsApp group Platforms. All the four groups serve different purposes and where sanctioned and started by the DIRECTOR who is an automatic Admin to all groups that are official and operating at the school. Any group that is not sanctioned by the Director is not an official group thus any information relayed in those groups is not official and does not represent the views of the school. Furthermore no-one is allowed to start a group under the Name Buckridge Private School without the consent of the Director / Principal of the school. Both teachers and learners should desist from starting any group that pools members of staff of Buckridge Private School or learners at Buckridge Private School without the knowledge of either the Director or the Principal of Buckridge Private School. Doing so will be treated as an act of misconduct and shall be dealt with swiftly according to its severity.

2.2.1      THE BUCKRIDGE TEACHERS WHATSAPP GROUP – The group is administered by the director. All teachers from Pre-school to grade 9 are added to the group upon commencing work at Buckridge. It is sorely for communication purposes including notices and announcements as well as programs of forthcoming events. Teachers receive correspondence from the Director and SMT pertaining work issues and process. It is a closed group specifically created for school Human Resource management purposes. Teachers are expected to make sure that they don’t exit this platform as it is a vital means to reach out to them at any given time. Teachers should also make sure that they have a phone that has Whatsapp and all teachers should know that it is their responsibility for the phone to always have data as not getting or responding to important messages from the Management shall be regarded as an act of mis-conduct. Teachers should also acknowledge by a thumb imoji or a “noted” to acknowledge that they have seen the message and they will do likewise. Teachers will not be expected to open messages and not respond in any way to show the originator that they have received the message.  Lastly if a teacher wants to post anything on the platform permission shall be sort first from the Director/Admin of the group.

2.2.2     TEACHERS DEVOTION GROUP: it is a Christian driven group initiated by the Director for the purpose of praying for each other and together as Buckridge family. The Director is the Admin. It is voluntary. Educators can request to be added if the fill the urge to Join the Buckridge community of faith. Teachers are also free to post any bible verses, videos, words of wisdom, daily devotions, and encouraging words to motivate others spiritually. Anyone is allowed to post any Christian material. People can forward prayer request they want fellow teachers to pray with them or for them. This group is open to all Buckridge staff members regardless of church affiliation or denomination.

2.2.3      PARENTS BROADCAST- The parents BROADCAST was sanctioned by the school Director and set up by the Administrator for all Parents and grades from pre-school to grade 10. This is a convenient way to distribute important bulk /general school information directly to the inbox of each parent. For example, monthly bulletins, newsletters, announcements, exam timetables, school calendar, sports, school policies, programs and events etc. Parents should note that it is not necessary to respond to every post unless it is requested to do so. The parents should save the school number as a contact on their phone for them to automatically receive messages being broadcasted by the school. The Director and group administrators which include, the Principal and the Administrator, will have the right to restrict admission, remove or ban anyone from the broadcast without notification. The broadcast operate during office hours from 7:00. Am to 4pm Monday to Friday.

2.2.4        LEARNERS SUBJECT GROUPS – They are sanctioned by the Director for mainly and specifically for remote, support learning and issuing of homework purposes for high school. They are set up by the class teacher who together with the Principal and the Subject teacher become Group Admins of that subject group. Only current Buckridge learners in a particular class are allowed to be part of the subject groups. Learner participation, submission of activities is compulsory and any outstanding work not done during remote learner or support learning through extra lessons as well as homeworks given shall be done and completed by all learners as they are deemed official school work as long as they appear and are posted on these subject groups. Not attending lessons and submitting work shall be deemed acts of misconduct and learners will receive a detention notice. Any work to be submitted the next day shall not be sent on the group no later than 4pm in order to allow learners enough time to do the work at home and submit the next day.

2.2.5      Learners are not allowed to post inappropriate videos, comment or disturb the lesson in progress in any way. Learners who do that shall be reported to the HOD and subsequently the Principal. The teacher has the right to remove a learner from the group if they act in a manner that disrupts the flow of the lesson. Learners are not allowed to use any information on the group to stalk other learners, start any other group other than the one established by the school. Doing this will be regarded as a gross misconduct and it will attract severe consequences. Learners should report any groups that were started by other learners and they were added in them without their consent. Any misconduct online shall be communicated to the parents immediately by the management. Learners may not exit willingly without an explanation given to the teacher. WhatsApp shall be used as a learning platform when schools are closed due to any other reason during the term. Class teachers may use these groups for announcements that are directed to learners, lesson delivery and homework clarity only.

2.2.6       PLEASE NOTE:  ALL LESSONS DELIVERED ON THIS PLATFORM REMAIN THE INTELLECTUAL PROPERTY OF THE SCHOOL THUS PROTECTED BY COPYRIGHT LAW. PARENTS AND LEARNERS ARE NOT ALLOWED TO SHARE THE CONTENTS AND ACTIVITIES TO ANYONE WHO IS NOT REGISTERED ON THE PLATFORM AND GROUP. ONLY BUCKRIDGE LEARNERS THAT HAVE PAID UP FEES SHALL ENJOY THIS PRIVILEDGE. LEARNERS WHO ARE IN ARREARS WILL AUROMATICALLY BE REMOVED FROM THE GROUP UNTIL THEY HAVE SETTLED THEIR PENDING SCHOOL FEES. THE SCHOOLMIS NOT ACCOPUNTABLE FOR THE LESSONS LOST DUE TO NON- PAYMENT OF FEES.

3.0 Summary of Guidelines and Etiquette to govern the conduct of all WhatsApp groups

·         NO messages are permitted to be posted before 7am and after 4pm, 5 days a week.

·         NO personal advertising, please avoid selling anything on any group set up by the school.

·         NO general conversations. Please, rather chat to the person concerned via a private message instead of subjecting the group to long-winded chats on the group. It can become distracting and annoying to group member.

·         NO harsh words, gossiping, unpleasant comments or nastiness. These sort of issues should be brought directly to the school Management

3.1 What these groups are NOT:

·         Unless absolutely necessary, they are NOT a facility to help find lost property.

·         They are NOT a facility to air grievances or complaints; It would be preferred that members message the concerned person privately or schedule an appointment with the relevant authority. Please respect family time.

·         They are NOT a facility to post pictures that you feel members may find funny or cute.

·         They are NOT a facility for chain messages of any kind.

·         They are NOT a facility to notify the teacher or admin that a child will be absent or unable to attend an event. Please contact the school office with such information

3.2 What these groups ARE:

·         They ARE a facility for the SMT to post information or requests deemed appropriate for the parents.

·         They ARE a facility for the teacher to post lessons and help learners with their work

·         They ARE a facility that the teacher or admin may use to extract information from parents.

·         They ARE a facility that THE SCHOOL may like to use for sharing photos or information about a relevant event or outing where learners/ classes were present; this would be all in the name of sharing moments or information. Parents and learners should know that there is no criterion used in selecting photos or work done by learners. The photos and work posted represent every child in the class or school. It is practically impossible to post photos and work of all children in the school or class on WhatsApp.

4.0  As we are all human and do forget at times, the occasional reminder of the expected etiquette will be brought to your attention when the need arises. Your cooperation in adhering to this would be appreciated. It needs to be noted that WhatsApp administrators are legally responsible for posts on groups lastly, as much as your Thank You’s are appreciated, please could we humbly request that members of a group send them directly to the person concerned. This will help to minimize traffic in that group. By virtue of being a group member, you unconditionally accept these conditions set out in this policy and agree to abide by them at all cost. All your phone and personal information/details collected by the school shall not be shared directly or indirectly to a third part without your mutual consent and will be used sorely for the purposes described in this policy. Please note that by agreeing to join the WhatsApp group you are agreeing to share your phone number with other parents in your child’s class. Whilst every effort will be taken by the school to protect your personal details the school does not take responsibility in individuals that will go against our code of conduct for social media and this policy put together in a bid to stop misuse of private information without prior consent given by the owner.

This policy is subject to review every end of an academic year for any amendments for its validity and relevance to serve its intended purpose

By SMT.