Harrison County Schools is committed to clear, consistent, and professional communication with families, staff, and the community. This framework helps everyone understand which tools are used for which messages, so families know exactly where to find accurate information.
Our Goal
To move away from the “indiscriminate” approach — where messages come from too many places — and toward a deliberate, unified communication system.
Our Vision
Communicate clearly and consistently
Reduce confusion and duplication
Ensure ADA accessibility for all families through all avenues of communication
Build trust through transparency
Celebrate success stories across the district
Communication Channels
Text Messaging
Purpose: Quick reminders and time-sensitive alerts.
Used For: Closures, delays, emergencies, short event reminders.
Notes: Messages must stay short for readability.
Phone Calls
Purpose: Urgent voice communication.
Used For: Emergencies, cancellations, absences.
Notes: May only be sent by the Supervisor of Technology and Information (or designee). Not used for general reminders.
Purpose: Structured communication families can refer back to.
Used For: Newsletters, gradebook messages, or official updates from schools or the district.
Newsletters
Purpose: Regular, ADA-compliant updates families can easily read.
Delivery: Emailed, posted online, or shared by text link.
Used For: Monthly updates from the superintendent or principal, highlights, and upcoming events.
Social Media
Purpose: Public platform for celebrations and storytelling.
Used For: Achievements, special events, and closure emergencies.
Notes:
Do not post full event details — encourage to call the school for more details or link to the harcoboe.net website (see below for Website).
HCS does not respond to comments. Ever.
Our guidance is to hide all comments on all posts.
Parent, Booster, or “Friends of” pages are not official communication channels. Harrison County Schools encourages families to rely on verified district and school pages for accurate information. Private or booster-run pages may intentionally or unintentionally spread incorrect details or give control of messages to individuals outside the school system.
Website
Purpose: The official source of truth for district and school information.
Used For: Calendars, policies, announcements, press releases, staff directories, and Live Feed updates.
Notes:
Live Feed allows counselors and specialty staff to share updates in a "blog" style.
Live Feed and News posts sync automatically with the Mobile App.
The only portion of the Documents section of the site that is to be used is for RFP / RFQ uploads in a WORD format. All other "documents" should be posted as text to the News and/or Live Feed sections.
PDFs should never be posted to the website.
Images posted to the Live Feed and/or News sections of the site should contain as little text as possible.
Mobile App
Purpose: A quick-access hub for families.
Shows: News, Live Feed posts, calendars, lunch menus.
Notes: Does not include full website pages.
Forms
Purpose: Collect family information in an easy and accessible way.
Notes:
Do not post PDF forms or image files.
Use Microsoft Forms or Jotform instead.
Result: Families can submit forms digitally; staff receive clean, typed responses.
Learning Platforms
Purpose: Classroom-level communication and assignments.
Used For: Grades, assignments, and classroom updates.
School Group Tools
Purpose: Communication for extracurricular groups.
Used For: Athletics, Band, Choir, and similar organizations.
District Leadership Communication
To increase trust and visibility, the district sends a District Parent Newsletter directly to families via email.
Each edition includes:
A Message from the Superintendent
District Press Releases and Celebrations
Family Tips for Supporting Students in STEM and Social Emotional Learning (SEL)
FAQ for common problems/questions throughout the District.
This newsletter serves as the central hub for districtwide news and updates.
Feedback and Continuous Improvement
Harrison County Schools values two-way communication. To keep improving, the district sends short family feedback surveys twice per semester through newsletters. Survey results help measure how well families receive and understand district messages.
Purpose: Close the feedback loop by listening to families and sharing how their input is used.
Accessibility and ADA Compliance
Harrison County Schools is committed to making all communication accessible to everyone, including those with disabilities. Every message, image, and digital post must follow the Americans with Disabilities Act (ADA) and Web Content Accessibility Guidelines (WCAG) AAA.
Key Accessibility Practices:
Use alternative text (alt text) for all images. Describe what the image shows and why it’s important. Screen readers read this description aloud for users with vision impairments.
Always type out the full message in plain text, even if you post a flyer or image. People who use screen readers cannot “see” text that is inside a picture. Include the same information in your post or message body.
Use clear, easy-to-read fonts and colors. Avoid fancy or very small fonts. Choose colors with strong contrast (for example, dark text on a light background).
Add captions or transcripts for videos. Captions help families who are deaf, hard of hearing, or prefer reading text.
Check all links. Make sure links have descriptive text (for example, “View the Lunch Menu” instead of “Click here to view the lunch menu”).
Accessibility ensures that every family—regardless of ability—can stay informed and connected.
Find out more about Accessible Newsletters and Emails.
Accessibility Tools and Resources
District staff can use the following approved online tools to make sure newsletters, posts, and documents meet ADA standards. Each tool is free and easy to use.
WAVE Web Accessibility Evaluation Tool – Copy and paste a webpage link to check color contrast, heading structure, alt text, and more. Great for testing School and District web pages.
Color Contrast Accessibility Validator – Checks if text and background colors meet ADA contrast standards.
Accessibility Checker – Upload or paste content to scan for accessibility issues in documents, PDFs, and web text.
Microsoft Accessibility Checker – Built into Word, PowerPoint, and Outlook. Go to “Review” → “Check Accessibility” before posting or sending materials.
Canva Accessibility Tools – Offers live color contrast checks and text guidelines for graphics created in Canva.
YouTube Accessibility – Provides steps to add accurate closed captions to videos before sharing them on district or school pages.
Before publishing or sending any communication, staff should use at least one of these tools to confirm accessibility. The Communications Office will provide training and resources to support ADA-compliant communication across all schools.
Monitoring and Evaluation
The Communications Framework is a living document that evolves with the district’s needs and available technology. As new tools, platforms, or best practices emerge, Harrison County Schools will adapt its communication methods to stay effective, accessible, and relevant.
The framework will be reviewed regularly—and adjusted as needed—to ensure that all communication channels continue to meet district goals and serve families well.
Progress and effectiveness will be measured using:
Family and staff feedback surveys
Newsletter and email engagement rates
Website and mobile app analytics
Input from principals, staff, and families on new or emerging communication needs
ADA Compliance meeting WCAG 2.1 AA standards - https://www.ada.gov/resources/2024-03-08-web-rule/
This flexible approach ensures Harrison County Schools can pivot quickly when technology changes or when new opportunities arise to strengthen connections with families and the community.