April 2004 — Applications
Print this article | Email this articleClick here to receive your FREE subscription to T.H.E. Journal
Automated Notification System Improves Calif. School District's Crisis Management, Attendance
To streamline the daily absence notification process, the district's technology staff wrote a customized program that grabs the absentee call list from each school at a particular time of day. The attendance clerks simply record the absences each day and PhoneMaster takes care of the notification process automatically. The application was designed to interface with GUHSD's Web-based PowerSchool student information system (SIS). It also works well with other common SIS packages from Pearson Digital Learning, Eagle, Chancery, Excelsior and Rediker.
At the beginning of a calling session, PhoneMaster works down the list of phone numbers, dialing each in an attempt to deliver the message. For phones that are not answered, the system continues trying to make contact until the calling period ends. US Netcom's patented MachineMaster technology can even leave messages on answering machines or cell phones.
Once the calling period is complete, each school can download and print a detailed report that identifies the delivery status of each call. This allows the district to provide proof that parents were called. It also helps district staff identify wrong phone numbers that need to be corrected, which helps the district keep its student database current.
Sending Targeted Messages
With PhoneMaster, any staff member throughout the district can send a targeted message to a group of parents or students by accessing the system through the school's Web browser. PhoneMaster is also available as a self-contained unit that connects to and works alongside any Windows-based computer. Staff members districtwide use the technology to get the word out on every event imaginable — from testing schedules and graduation to theater events and sports playoffs. It came in handy in another emergency situation when some schools without air conditioning were forced to close due to excessive heat.
After staff members acquire a particular call list from the PowerSchool database (e.g., seniors or freshman football players) it can then be stored on the system for future use. "We've had tremendous success with it because it's easy for our staff to use," says Williams. "We've increased our communication to parents tenfold; practically every activity on our campuses gets publicized through PhoneMaster; and it's improved our attendance and parent responsiveness."
The technology has helped the district cut costs and staff time as well. "Prior to PhoneMaster, we relied heavily on the post office for our communication," says Williams. "Having the option of automated calling, we've saved money on mailings, postage and paper. Then there's the staff time it takes to create those notices. It takes five minutes to set up PhoneMaster to make the calls, and they're done."
Prior to upgrading to PhoneMaster, the school used an older DOS-based system that didn't allow staff the ease and freedom of sending their own messages. Staff formerly had to request that the district's IT staff at the central administrative office set up and make the calls for them. "This inhibited general use made for a heavier workload for our IT staff," says Williams. "Now, instead of using it just for absence notification, we use it constantly — anytime there is a necessary or helpful communication to parents."
Williams has also noticed a marked increase in parental involvement and turnout at some school events. "When our athletes made the playoffs, we sent out a message announcing the game," he says. "We've seen much bigger turnouts because of it."
