1. If you do not have one, create an abuse@[yourschoolsitehere.something]. You should have one for external entities to report suspected spam (as part of being a good domain name owner) but publish it at the beginning of the policy and else where to ensure everyone knows who to tell. This will limit, but not eliminate, the recriminating email swirl that usually follows solicitations; which will still happen no matter the policy.
2. This excuse can be cover because the parents think you do/will send too much email as a school. Cultures and attitudes vary on how much is too much but often parents become fatigued on the days they get one email from the Head, another from the room parent, a third from the PTO and a fourth from the finance office. If a lot of parents are using this excuse you may want to look at how you, as a school, send email.
3. When it happens, and it will, just send out a friendly reminder of the policy to all. Do not send the whole policy, just a reminder that it exists and the abuse@ email address. Certainly talk to the individual parent, but remind the group as a whole. This is simply a way to let all parent's know that you have addressed it and that you have a process that worked.
_J
____________________________
Jason at jasonpj@yahoo.com
________________________________
From: Bernadette Roche <Bernadette.Roche@oakhilldayschool.org>
To: ISED-L@LISTSERV.SYR.EDU
Sent: Monday, July 20, 2009 4:45:09 PM
Subject: Parent use of email lists
We would like to add a policy to our parent handbook regarding parent
use of email addresses for solicitation. Some parents won't give us
email addresses for communication because they are worried they will
also receive emails from other parents regarding garage sales, beauty
product sales, etc. Does anyone have a policy that would cover this
situation and can share?
Thanks,
Bernadette Roche
Director of Technology
Oakhill Day School
bernadette.roche@oakhilldayschool.org
816.436.6228
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