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Delhi Public World School Madurai

Communication Policy

Schools have many lines of communication to maintain: with parents or guardians, with other schools, with the community, with outside agencies, and within the school. Good communication between the school and the home is essential, and children achieve more when schools and parents work together. Parents can naturally help more if they know what the school is trying to achieve.

DWPS recognizes the importance of forming this partnership in learning between home and school, consequently productive parent school relationships are strongly encouraged. With this in mind, the following guidelines are offered to clarify corporate office policy in respect of parental involvement in their child’s education, and with our schools. Also to recognize and celebrate the many and varied activities that happen in our schools which rightly involve parents.

Parent-School Communication  

Home-School Agreement

  • It must explain the school’s aims and values, the school’s responsibilities towards the children, the responsibilities of parents, and what the school expects of the children and is incorporated in the school diary.
  • It should cover the standard of education, the ethos of the school, and the school’s expectations regarding attendance, behaviour, homework and progress.

Formation of the PTA

  • It is mandatory by CBSE to form a PTA with parent representatives from each class. The PTA will meet with the Principal three times in a year.

Reports to parents: Student’s Attainments and Achievements

  • Every term the school must provide a written report to each child’s parents on the child’s progress in the various subjects. This report will identify areas of strength and areas for future development.
  • The school reports should be informative and helpful rather than descriptive.
  • The subject reports should be free of jargon and ensure that parents will know what must be done to help pupils improve.
  • The mid-term reports may set targets for pupils to improve or invite pupils to write their own targets following the comment from their teacher.
  • Home -School Diary/Student Planner
  • The home -school diary should enable parents to record information that they wish to share regularly with the teacher.

Home — School Diary/Student Planner

  • Homework in the diary almanac is to be entered by the pupils
  • Teacher-Parent communication must be signed/countersigned by both.

Newsletter from School

  • A newsletter must be sent to parents quarterly. It should contain general details of t school events and activities.

School Prospectus

  • The prospectus must show case the school facilities and contain all school related information to meet the prospective parent queries.

Letters to the school from parent

  • Letters to the school from the parents need to be sent through the students’ Almanac. (Diary)
  • In case of any issues, the letters should be handed over to the Principal for an appropriate action.

Letters to the parent from the school.

  • All communication – letters or circulars to the parents will be signed by the Principal.
  • A photo copy of any individual written communication (permission slips / warning letters etc) with the parents must be filed in the student’s record.

E-mail communication.

  • The school should encourage parents using e-mail for regular communications.

Website communication

  • The information on school website regarding staff, activities and policies notices must be updated regularly to give the parents a clear picture of the progress of the school.
  • The school website should also provide an opportunity to display and celebrate pupil’s work

Telephone Conversations

  • Teachers must call parents
  • In case of absenteeism without information. even if it is for one day
  • If she/he has a concern related with the student’s welfare. If she/he has something positive to communicate.
  • To fix up a meeting
  • Academic and behaviour concerns must not be discussed or communicated over the phone.

Scheduled / Unscheduled Visits

  • The school must encourage the parents to share any issues about their child at the earliest opportunity.
  • In case of any problem teachers need to notify the Principal immediately.
  • In cases of emergency the parent may call up school and fix up an appointment with the concerned person.

Parent Teacher Meetings

  • Parent teacher meetings should be scheduled at the end of each term. Teachers are, however, expected to hold conferences whenever it is necessary. The student’s need for help is the criteria, not the time or number of previous conferences.
  • Constructive criticism should be followed by suggestions and recommendations.
  • During the interactions with the parents, teachers should support the child when possible, highlighting the positive aspects. The child should not be criticized unduly.
  • Teachers must use this meeting as an opportunity to get feedback from the parents about their teaching and must be open to criticism.
  • The school must hold an Induction and Orientation meeting for New Parents before the commencement of the new school year.
  • Professional ethics demands that the teacher discourages discussion about colleagues.

Parental Permission for child’s Participation in school led activity.

  • All outdoor activities like field trips, inter-school activities or school tours should be undertaken with consent of the parents or guardians. Indemnity bonds /acknowledgement slips must be signed by the parents / guardians and filed in the student’s files.
  • Parent’s Evening or Open day
  • Annual School Events or an Open Day apart from serving as a social function may be used to seek effective communication between parents and teachers.
  • The DWPS difference in relationships with parents is that we encourage schools to partner with parents through regular, pleasant, honest and an effective \ communication.

Communication within School

  • Notice boards
  • Notice board in the offices and staffrooms should be updated regularly to keep the staff informed of all the activities and procedures in the school.
  • Information for the students should also be updated regularly on the notice boards in the classrooms
  • The substitution list should be prominently displayed in all central areas by the time
  • It is advisable to have a P.A. System in the school.

Electronic Communication

  • All school members may communicate with others through e-mail. Members of staff should have their own school provided e-mail accounts.


  • All important notices, newsletters etc should be circulated and signed by the members of staff. A record of these notices must be filed and maintained.


  • Photographs should be used in and around school for displays, records of practical work and important school events.
  • Appropriate photographs of children or their work may be also used when communicating with parents and the wider community, in newsletters, in the school prospectus or on school website.


  • Classroom Notice Board should display useful student information- House lists, Bus Lists etc .The information must be updated regularly. Exhibits to indicate achievement / success of individual students should also be displayed.
  • Individual student records must be maintained and updated in student’s files and later be forwarded to the next grade, after the student is promoted.

The following records have to be maintained by the class teacher

  • Attendance Register
  • Lesson Plan Books
  • Daily Plan Books
  • Home Work Planner
  • Student dossiers
  • Class display board

Substitution Timetable. (to be displayed at central notice boards during the Homeroom period.

  • Every morning the substitution time table should be circulated among the staff members. Substitution work 10 be set by the absentee staff member and handed – over to the substitute teacher.

Morning Assembly

  • Morning Assemblies may be used to make important announcements.

Home Period

  • Homeroom Period should be effectively used by the class teacher to communicate significant information the inculcate values.
  • During this period the class teacher must take attendance, display three number of students present and the names of the absentees on the board.

During Field Trips

  • Students are to cooperate fully with and follow the instructions of all teachers and other supervisory personnel.
  • Students must be respectful and polite at all times.
  • No possession or consumption of alcohol, illegal controlled drugs, or smoking is allowed at any time during the trip.
  • No weapons, firearms, or dangerous instrument may be purchased or used during the trip.
  • No vandalism (destroyed public property).
  • Cleanliness of area to be maintained.
  • No violation of local regulations.