PTO Communications & Directories
At this point, this is a loosely organized group of volunteer individuals who are involved with Newton School PTO communications or managing family directories and want to help develop, capture and share best practices across the 21 schools in Newton.
See the executive summary About PTO Communications Initiatives.
For more information, contact Erik Britt-Webb (Erik) or Janet Porcaro (janetsville).
PTO Communications & Directories - Update for North PTSO Board
Submitted by Erik on Wed, 11/12/2008 - 10:50pm.
Today, Janet and I made a small presentation to the PTSO Board at Newton North. Our purpose was to update them specifically on what's happening with respect to the North PTSO website and directory. Our talk covered that and also the NPS? TAC? more generally. Here are the highlights.
NPS TAC 2008-2009 Projects
- Learning (Lead: Shelley Chamberlain)
- Learning Management (Lead: Missy Costello)
- PTO Communications & Directory (Lead: Erik Britt-Webb)
- Overall Communications (Lead: TBD)
PTO/PTSO Communications & Directory – Primary Goals
- Improve information access and collaboration within each PTO through the use of common/shared infrastructure
- Dramatically streamline and improve the sharing of calendar events and news items across the district by enabling district-wide (and multi-school) events/news to be shared in a structured way down to local school PTO websites (via content syndication) and vice-a-versa
- Dramatically streamline and improve how PTO contact directory information is gathered, validated, published and maintained
- For each PTO
- Across PTOs for families with children in multiple schools
- Make it easy and secure for appropriate school constituents to interact across a range of Newton school and PTO websites, using a single identity and authentication credentials (rather than having to maintain different ones for NorthPTSO.org, WardPTO.org, NPSTAC.org, etc.)
Pilot Projects
- Being conducted simultaneously at www.NorthPTSO.org, www.WardPTO.org and www.NSPTAC.org.
- Implemented local calendars that are slowly getting populated
- On WardPTO.org, provide an archive of email blasts (coming soon to NorthPTSO)
- Working feverishly on short-term online directory gathering process/tools, while long-term solution is ironed out
- In the next couple of months, looking to tackle the challenge of receiving, editing and organizing content for the NorthPTSO and WardPTO email blasts
Help Needed
- Graphic designer to improve look & feel of these websites
- Technically-minded person who can help configure modules being used to power the functionality of these sites (using the Drupal?.org system, but little to no programming required)
Advertising revenue for PTO Newsletters
Submitted by Erik on Tue, 10/21/2008 - 11:17am.
Following on the topic of Online Payment Options, I was in another conversation about how to handle the large volume of requests to include community service advertisements in the PTO newsletters. It would be nice if there was a non-intrusive way for community service providers to advertise their services to families through the PTO newsletters AND at the same time, for the PTOs to make a little advertising revenue.
As I was documenting some findings for Online Payment Options, I also discovered the Paypal Node module. Module is designed specifically for taking online micro payments in order to post content to a website (which could then flow into the PTO newsletters). This sounds like a perfect solution for the allowing people to advertise in the school PTO newsletters, while the PTOs make a little coin off the advertisement.
PTO Communication via Email Lists
Submitted by Erik on Fri, 09/19/2008 - 11:39am.
Nearly every PTO communicates with their respective families via some kind of email lists. Several use Constant Contact, while others use Google Groups or other software/services.
Communication Goal: One of our goals as an NPS? TAC? is to provide a good set of tools that all PTOs can use, if they choose, to communicate with their families and teachers. The advantage to having multiple PTOs use the same tools/platform include: avoiding duplicate service fees and making it easy for parents to see the wide variety of school-related newsletters to which they could subscribe. This way, a family with kids at Ward, Bigelow and North could not only subscribe to their respective newsletters from one page, but also subscribe to the School Committee newsletter and others.
Image Galleries for PTO sites
Submitted by Erik on Fri, 09/19/2008 - 11:03am.
I’ve been working with the newsletter people at Ward PTO and North PTSO to setup PicasaWeb accounts for collecting images to use in their respective newsletters. I’ve been finding it difficult to USE the images one they’re in the albums. It’s just not as friendly as I had hoped.
So, I’ve been thinking about changing course and suggesting that they turn on the Image Gallery features native to their respective PTO websites. As an example, I have created a couple of image galleries on this site.
NNHS PTSO Web Site Requirements
Submitted by Erik on Thu, 07/10/2008 - 3:21pm.
NorthPTSO.org themes
Submitted by Erik on Tue, 07/08/2008 - 12:45pm.
Team,
Doing my piece of our homework from our PTO Sites & Directories Meeting 07/07/08, I installed a few more themes and made the Fancy one the default. I think it looks pretty sharp!
E
PTO Sites & Directories Meeting 07/07/08
Submitted by Erik on Tue, 07/08/2008 - 12:40pm.
ATTENDEES
Erik Britt-Webb, Lisa Cohen, Charles Frankston, Janet Porcaro, Arnold Sodder
DISCUSSION
We spent most of our time walking through the
installation of www.northptso.org and getting familiar with the way the
modules and themes work. We focused especially on CiviCRM - the way it
is installed and how to work with it.
We also spent some time
talking about hosting requirements and potenial options, including:
Dreamhost, buying/configuring our own serve and hosting it in NPS? data
center or with someone else.
NNHS PTO Directory Requirements
Submitted by Erik on Tue, 07/08/2008 - 12:17pm.
This is a placeholder for NNHS PTO Directory Requirements, to be completed by LJCohen and Janetsville.
PTO Sites & Directories Meeting 07/07/08
Submitted by Erik on Sun, 07/06/2008 - 12:18pm.
Location: Erik Britt-Webb's Home, 120 Woodchester Drive
Purpose: Joint working session for web site and CivicCRM directory www.NorthPTSO.org
Drupal in Education
Submitted by Erik on Sat, 07/05/2008 - 11:18pm.
There is a community service providers, teachers and IT staff who are developing a pool of resources to support the use of Drupal in Education. I'll write more on this, but I encourage people to explore the Resources tab tab.
I think the GDO discussion on the Adams 12 Five Star Schools may be particularly useful to our situation.
CiviSMTP - Outmail mass mailing for CiviCRM
Submitted by Erik on Fri, 07/04/2008 - 2:53pm.
Arnold and I were recently talking about the need for high-volume outbound email service for NPS? district-wide email communication.
On that point, I just stumbled upon CiviSMTP, a service specifically for handling large-volume outbound email generated from our own instance of CiviCRM. See an overview here http://www.uas.coop/civismtp-overview.
NorthPTSO Drupal Install & Config Notes
Submitted by Erik on Thu, 07/03/2008 - 11:51am.
This page notes the steps taken to install and configure the software for the NorthPTSO.org site.
DreamHost User: schoolprd
MySQL User: npsadmin
NorthPTSO Admin (1st) User: npsadmin
1. Install Drupal? 5.7 to /drupal-5.7-pto
2. Create MySQL DB: northptso-d57crm20
3. Go to www.northptso.org; create first user: npsadmin
4. Set files & temp directory locations
5. Enable Clean URLs
6. Install/enable Admin_Menu module (no configuration needed)
7. Enable core optional modules: Blog?, BlogAPI, Book, Color, Contact, Help, Menu, Path, Search, Taxonomy?, Tracker, Upload
PTO Sites & Directories Project Update
Submitted by Erik on Wed, 07/02/2008 - 3:45pm.
As you can see from recent activity, the PTO Communications & Directories group on this site has fired up a project that I am calling the PTO Sites & Directories Project. We will be capturing wiki?-style content (e.g., project plans, action items, meeting minutes, research & decisions) in the PTO Communications & Directories collaborative book.
I just posted: PTO Sites & Directories Project Plan and PTO Sites & Directories Meeting 06/30/0 book pages to get things rolling. If you're a member of this group, I invite you to read and edit these pages. Even if you're not a member of this group, anyone is welcome to post comments on the pages if you have useful input or questions.
Hosting and Technology
Submitted by Erik on Wed, 07/02/2008 - 3:23pm.
Let's use this page to gather information about hosting and technology options and capture our decisions.
Hosting
- Do we need a VPS (Virtual Private Server) or better account, so
we have decent performance & control? - Here's info on Dreamhost Private Server offering
Technology
Content Management Platform
PTO Sites & Directories Meeting 06/30/08
Submitted by Erik on Wed, 07/02/2008 - 3:04pm.
ATTENDEES
Erik Britt-Webb, Lisa Cohen, Geoff Epstein, Janet Porcaro, Arnold Sodder
CHARTER
We met and discussed project scope, as described in the PTO Sites & Directories Project Plan. We've divided the project into three parts. We're in the process of establishing teams to define and carryout the action items for each project.
ACTION ITEMS
Here is a snapshot of the action items so far. Going forward, make updates to the Action items on the Project Plan page.
PTO Website
PTO Sites & Directories Meetings
Submitted by Erik on Wed, 07/02/2008 - 2:59pm.
Let's use this page for collecting meeting minutes.
PTO Sites & Directories Project Plan
Submitted by Erik on Wed, 07/02/2008 - 1:03pm.
Based on conversations and our meeting on 6/30/08, here is a draft of our project charter and timeline.
PHASE 1 CHARTER: To be completed over the summer of 2008.
We haven't discussed the idea of a "phased implementation" of PTO sites and directories, but it makes sense that what we're doing now is Phase 1, to be followed by additional phases. So let's start by referring to this as Phase 1 from the outset. Here are our major objectives.
Determine a web hosting account
- Flexible enough to meet a range of tools
- Scalable to support multiple sites/domains (e.g., wardpto.org, npstac.org, nnhsptso.org, nshspsto.org) and decent volume of web and email traffic (e.g., send out thousands of emails in a given day)
- Team members: Arnold, Charles, Erik
Establish/refine/implement a PTO website framework
- Incorporate/learn from best examples so far
- Incorporate new/leading thinking around content types, extensive taxonomy? capabilities
- Support content syndication between sites (e.g., cross-posting notices and calendar events)
- Team members: Erik, Lisa, Janet
Design and implement a common directory system
- Probably based on CiviCRM/Drupal?
- Get this ready for NNHS PTSO, who seems to have highest sense of urgency
- Team Members: Lisa, Geoff, Janet, Charles
PTO Communications & Directories Meeting
Submitted by Erik on Mon, 06/30/2008 - 2:41pm.
This is to confirm that we're meeting tonight, 7-9pm at my house: 120
Woodchester Drive (near intersection of Comm Ave. & Hammond St.)
Agenda:
- Confirm/refine scope of our efforts
- Tee up probably 2-3 work streams, including:
- Site design for NNHS PTSO website (and others like it)
- PTO Directory design
- Technical hosting, content and contact management systems behind the scenes
- Review work to-date, resources to draw upon and next steps
NPS PTO Directory & Websites project
Submitted by Erik on Thu, 06/26/2008 - 3:11pm.
Dear Team,
I’m sorry for taking so long to get this project up and running. I know there are a few others that we may want to join us, but I want to make sure we have a solid core team in terms of picking a first date and clarifying
priorities.
In terms of meeting time, in the next 2 weeks, are there any dates that are particularly good or bad for you? The only dates that DON’T work for me are July 3-6.
In terms of our priorities, I think they are:
- Determine a web hosting account that we can share for multiple domains (e.g., wardpto.org, npstac.org, nnhsptso.org/net, nshspsto.org) – Charles suggested we should plan to get a VPS or better account, so we have decent performance & control
- Establish/refine/implement a PTO website framework, based on some best examples so far. Personally, I’m anticipating that we’ll implement this using Drupal?, but also open to Joomla? or other systems. See www.wardpto.org for basic Drupal instance.
- Design and implement a common directory system, probably based on CiviCRM/Drupal. Get this ready for NNHS PTSO, who seems to have highest sense of urgency at the moment.
Your thoughts on this?
School Portal Capabilities
Submitted by Erik on Fri, 05/02/2008 - 2:28pm.
In a previous post (NPS Portal Possibilities), I talked about the different kinds of portals that exist or may soon exist in the Newton Public Schools. And I gave a brief definition of what a portal is.
Now, I want to breakdown and further describe how we might segment the functionality of a school portal into a few, well-defined buckets. I've been thinking about it for Newton Public Schools, I put together the following three graphics to define four major components, in terms of their purpose, functionality and technology behind the scenes.
Free Software Speeches and Documentaries
Submitted by DPic on Tue, 04/08/2008 - 4:35am.
There aren't super-recent but they are seriously worth viewing.
Speeches:
http://video.google.com/videoplay?docid=-1647626314188526128 - The Free Software Movement
http://video.google.com/videoplay?docid=6390784544771380326 - The Danges of Software Patents
Documentaries:
http://video.google.com/videoplay?docid=-3498228245415745977 - The Code Linux
http://video.google.com/videoplay?docid=7707585592627775409 - Revolution OS
Free Software for Schools: Success Stories
Submitted by DPic on Tue, 04/08/2008 - 4:23am.
Please look into these stories:
http://www.sd73.bc.ca/district-operations.php/page/linux-in-education/
http://www.linux.com/articles/62285
http://searchenterpriselinux.techtarget.com/news/article/0,289142,sid39_...
http://www.itinfusion.ca/linux/school-district-ditches-windows-for-linux...
Also look at entire public school systems, governments, and big businesses switching to Linux:
http://en.wikipedia.org/wiki/Linux_adoption#Government
http://en.wikipedia.org/wiki/Linux_adoption#School_and_education
PTO Calendar Integration
Submitted by Erik on Fri, 04/04/2008 - 11:10pm.
I've had conversations with a number of people about how we can integrate PTO calendars together. Hopefully, the idea is pretty simple. For starters, let's imagine how the PTO Council and individual School PTOs might be connected together.
As I've illustrated in this graphic, the PTO Council would be the source of all district-wide events, while each School PTO would be the source of its respective school events. Each School PTO calendar would also subscribe to the PTO Council calendar, so that people reading the School PTO calendar would see events for that school and/or district-wide events.
NPS Email Lists
Submitted by Erik on Fri, 04/04/2008 - 1:49pm.
Below is a draft list of all NPS?-related email lists that I've tracked down so far, with related websites. Please update as appropriate.
You can use this to sign-up for their email lists.
This also demonstrates how many different lists there are, being hosted in different places, and how many times we're paying duplicate fees to Constant Contact, simply because we have not "crossed the bridge" on managing lists for multiple schools/organizations through a consolidated account.
Other NPS lists
- NPS School Committee (ConstantContact)
- NPS Tech Advisory Committee (ConstantContact with WardPTO, Sympa)
- Newton Parents (Sympa)
Elementary School PTOs & Newsletters
- Angier PTO ()
- Bowen PTO ()
- Burr PTO ()
- Cabot PTO
- Countryside PTO
- Franklin PTO
- Horace Mann PTO
- Lincoln Eliot PTO (Google Group)
- Mason-Rice PTO (JCommunity by Joobi)
- Memorial Spaulding PTO
- Peirce PTO
- Underwood PTO
- Ward PTO (ConstantContact shared with NPSTAC)
- Williams PTO
- Zervas PTO
Middle School PTOs & Newsletters
- Day PTO (ConstantContact, was Mailman list)
- Bigelow
- Brown
High School PTOs & Newsletters
- Newton North (ConstantContact)
- Newton South (ConstantContact)
Exploration Ubuntu
Submitted by DPic on Thu, 04/03/2008 - 5:43am.
Where: Wiesner Building, E15 (in other terms, "the lower atrium of the Media Lab")
[map] Streetview
20 Ames Street
Cambridge, MA 02139
Free & Open Source Software in K-12 Education
Submitted by DPic on Thu, 04/03/2008 - 5:36am.
On April 29th, 2008, Saint Stephen's Armenian Elementary School is
opening its doors to the community for a special event focusing on
"Free & Open Source? Software in K-12 Education." We are inviting
teachers, IT personnel, and school administrators from Boston and
nearby suburbs to come and see for themselves how FOSS can help them
to meet all of their educational computing needs. They will be able
to "test drive" Open Office.org and other apps in our 100% Linux
computer lab, and to learn from local experts how to introduce FOSS
School Portal Meeting Notes
Submitted by janetsville on Fri, 03/14/2008 - 12:33pm.
When: March 11, 2008, Erik’s Home
Attendees: Erik Britt-Webb, Janet Porcaro,
Meeting goal: To review evaluations and establish top priorities for the school portal
Agenda
- Review of ground rules
- Review of notes from last meeting
- Shift in School Portal priorities
- Review solution evaluations
- Identify outstand issues concerns by stakeholders
- Discussion of SCI Community Portal
This tool would probably best be used as another channel for communication to and from school portal. A Newton North parent has agreed to underwrite the expense of the first year.
Working with Communications for Newton Teacher's Association
Submitted by Erik on Wed, 03/12/2008 - 10:23am.
Had a great chat last week with Brad Hammer, a Ward School 3rd grade teacher who is also lead/chair of the Communications Committee for the Newton Teacher's Association (i.e., Teacher's Union). Here's an excerpt of my follow-up with him.
It was great to talk with you last week about tools/techniques for Teacher Communications.
As I understand it, you're looking for insights, best practices and tools to achieve easier and more effective communications from the Newton Teacher's Association to its teachers. One of your key goals is migrating your primary email addresses for teachers from their school address to their home address and being able to track/know how has updated address and who hasn't. Today you're using iContact with mixed success.
How to survey for attendance at NNHS Showcase Event
Submitted by Erik on Tue, 03/11/2008 - 10:47pm.
I was talking with janetsville the other day about a need to survey potentially all NNHS families to see who thinks they might attend an NNHS Showcase event being planned.
We talked about using Evite, or maybe a simple survey on this site or SurveyMonkey or Zoomerange (those options evaluated at Survey Tools).
Then, I just noticed DPic's comment on Google Docs. When I read the Google Docs blog? entry?, I realized they offer a way to create a simple survey form, where the data gets saved into an online Goodle Docs spreadsheet. This could be a simple, free and useful way to do some data gathering in the future.
Integrating CiviCRM for online School Directory
Submitted by Erik on Tue, 03/11/2008 - 1:55pm.
I posted this today to Drupal?'s Education and CiviCRM groups. While the post seems to focus on school portals, I'm really thinking more in terms of the PTO sites (including PTO Council?).
Does anyone have (or know of) experience integrating CiviCRM into a school portal (website), such that students and parents can self-manage their contact information for use by the school and/or school PTO?
Developing content for PTO Communications & Directories
Submitted by Erik on Fri, 03/07/2008 - 11:00am.
You may have noticed that I just created a new collaborative book, entitled PTO Communications & Directories. Let's start using this book to jointly develop this content.
Survey Tools
Submitted by Erik on Fri, 03/07/2008 - 10:45am.
There are several tools we could use to survey people (e.g., PTO representatives). This applies to the PTO-specific survey, but also to other survey needs, such as the NNHS showcase event scheduled for March 17 (?).
To be fair, I (Erik) have to acknowledge that I have NOT used any of these options, so my assessment of them (so far) is based on very limited knowledge. I encourage others to add their perspective here!
Survey Monkey
- Free - Allows up to 10 questions and 100 responses per survey
- Monthly Pro ($20/month) - Allows unlimited questions and up to 1000 responses per month (across all surveys), with $.05 charge for each response over the 1000/month limit
- Annual Pro ($200/year) - Allows unlimited questions and unlimited responses
- Very easy to use; solid infrastructure & response time
- This is what the NPS? Strategic Planning team used for their "appreciative inquiry" survey last year
PTO Communications & Directories
Submitted by Erik on Fri, 03/07/2008 - 9:41am.
This book is the place where we are collaboratively developing and aggregating content and conclusions about PTO Communications and Directories.
It works in conjunction with the PTO Communications and Directories group, through which discussions, events and content are channeled.
Technology survey for PTO Council
Submitted by janetsville on Thu, 02/28/2008 - 5:03pm.
We are interested in distributing the attached survey to PTO Co-Presidents.
There are a number of ways we could administer the survey, which are captured here.
NNHS PTSO School Directory
Submitted by janetsville on Thu, 02/28/2008 - 5:00pm.
I'm thinking we should look into MySchoolDirectory.org as a possible solution for North next year.
Does anyone know anything about it?
~jmp
Great meeting last night!
Submitted by janetsville on Wed, 02/27/2008 - 1:12pm.
It felt like we work building up some synergy and accomplished quite a bit. I suggest we continue on this positive tone by structuring our meetings even more tightly with a detailed agenda when possible. We also need to remember to encourage equal participation from all members particularly with new members coming into the group. The practice of using a "Parking Lot" for topics to be discussed at a later date is useful in keeping the meeting on track while not dropping any good ideas or discussion topics.
Finally, accountability. We all work better with accountability partners. Do we have deadlines for assignments taken on last night?
DrupalCon 2008 in Boston - March 3-6
Submitted by Erik on Wed, 02/20/2008 - 10:49pm.
I'm Registered to attend Drupalcon Boston 2008. Is anyone else interested in attending with me?
Drupalcon Boston 2008 takes place from March 3, 2008 to March 6, 2008
at the Boston Convention and Expo Center. Drupalcon is the twice-yearly
gathering of Drupalers to learn about, discuss & advance Drupal?,
and to network with other Drupal community members.
Joint Meeting of Board of Alderman's Program, Services, and Finance Committees
Submitted by janetsville on Wed, 02/20/2008 - 2:48pm.
The joint meeting of the Aldermen's Programs & Services and Finance Committees will be held on FEBRUARY 27 at 7:45 p.m. in the Aldermanic Chamber. For the first time, the aldermen will consider the override budget. This is a critical opportunity for voters to be involved with the override process.
Wednesday, Feb. 27
7:45-10:45 p.m.
Aldermanic Chamber, 2nd floor of City Hall
If I join the site, will I receive automatic email notifications from the site?
Submitted by janetsville on Sat, 02/02/2008 - 10:27am.
Once you join the site and have been approved, you can log in and edit various options. On the top right hand screen is a set of menu choices, click on My account. Once in your account screen, click on the Edit tab. There you can make various changes including the option to turn off Email notifications if desired.
How do I join the NPS TAC site?
Submitted by janetsville on Sat, 02/02/2008 - 10:22am.
When you go to the opening page of the site, enter in a user name or email and a password and click on Create New Account. You will come to a My Account screen where you are required to enter a Username, enter your email address, your real name, and your Relationship to Newton Public Schools. You have the option of subscribing to selected groups to help focus your area of interest. You also have the option of entering some personal information to help other members get to know you. The last step is to click create new account. You will then receive an email notification where you much click on the links provided to verify that your email address works. Once your registration has been approved, you will be set to join the conversations and collaborations on our site.
About PTO Communications Initiatives
Submitted by Erik on Wed, 01/30/2008 - 11:31pm.
The NPS? TAC? has begun to organize volunteer resources and initiatives to support PTO/PTSO communications to their respective teacher and family communities. See the PTO Communications & Directories group for the latest discussions, events and other activties on this subject.
Specific examples of PTO/PTSO support currently underway include:
- Setup Constant Contacts account to manage email distribution lists for Ward Elementary School PTO; this is also available to any other NPS-related school or organization interested in using it
- Preparing a fairly robust content-managed website for Ward PTO that will dramatically improve many of the publishing and data-gathering tasks and serve as a template and reference model for other PTOs
- Preparing survey to go out to PTO leaders to understand how PTOs are communicating and managing contact directories and to share best practices
- Hoping to organize, launch and complete an initiative with at least one or two schools that would turn printed teacher/student/parent directories for Fall 2008 from a cost item into a revenue-generating line item.
See also:
NNHS PTSO Meeting - Chat with Principal Jennifer Price
Submitted by Erik on Wed, 01/30/2008 - 6:48pm.
PTSO Meeting, February
12th, 7:30pm. in the Library 
informal chat with our Principal Jennifer Price. Tuesday, February 12th at 7:30
p.m. in the Library.
We look forward to getting an update on many changes at North. Topics
include: technology upgrades, new resources for students, the Senior Year
Project, Sophomore Open Campus, the No Smoking Zone, and more.
Glossary and definitions for FAQ's
Submitted by janetsville on Mon, 01/28/2008 - 7:22am.
The site now has a glossary which is slowly getting populated with terminology. Once a term has been entered into the glossary, it is automatically marked with a small red question mark throughout the site. If the user hovers over that symbol with the mouse, the definition pop's up.
In the FAQ's section, there is some overlapping definitions which are more geared toward how to use the content item.
