Partnerships In Education PARTNERSHIPS IN EDUCATION School Business Community DEFINING, ESTABLISHING, AND MAINTAINING PARTNERSHIPS THAT LAST Developed in partnership with the Winston-Salem Chamber of Commerce
Partnerships In Education 1 Partnerships In Education Program Introduction Winston-Salem/Forsyth County Schools (WS/FCS) actively promotes relationships between business people and schools for the purpose of improving education. The goal is to engage community partners in understanding, supporting, and advocating for district and school goals in service to students by aligning mutually beneficial relations between the business sector and the schools and the business sector and the school district. This guide is designed for WS/FCS officials and business leaders who are interested in engaging in school-business partnerships. For the purposes of this program, the term business is used to encompass large corporations, small businesses, nonprofit businesses and organizations, and faith-based organizations. What is a partnership? A partnership is a mutually supportive relationship between a business and a school or school district in which the partners commit themselves to specific goals and activities intended to benefit students and schools. The Partnerships in Education Program offers three opportunities for business engagement defined by the agreed upon scope of work: 1. Friend of the School 2. Strategic Business Partner 3. District-wide Business Partner Each partnership is a unique relationship. Both the school and its partners contribute and benefit. In addition to improving the education experience, the business partners frequently will realize benefits as well, such as enhanced goodwill and a stronger presence in the community. WS/FC School District policies and procedures should be followed including, but not limited to, volunteer registration requirements, the use of facilities, the sale of food, services and, merchandise, the distribution of materials to schools and any other aspect of a partnership arrangement must be followed.
Partnerships In Education 2 DEFINING PARTNERSHIPS WHO Can Participate: Based upon the scope of work, partnerships contribute to the mutual goals of the schools, district, and the partner. Each partnership is unique and designed to be mutually beneficial to the school and business partner. Large and small for-profit businesses, faith-based and non-profit organizations, and individuals are eligible to participate in one or more of the following types of partnerships: 1. Friend of the School These partners provide valuable support to the school and are generally called upon for one-time or limited support, such as: o Donation of door prizes, event tickets, and gift cards; o Provision of discounts on goods and services; o Donations for specific events such as fall and spring carnivals; o Provision of snacks for parent and student events; o Limited support of a school beautification or similar project; o Provision of meeting space; o Participation in school events; o Assistance with school fundraising activities; o Provision of work-site tours; o Sponsor contests in art, writing, math, reading, etc. o Provision of display space for student artwork; o Serve as guest speakers on career awareness topics or special interests; o Serve as judges for science fair or other school events; o Provision of student incentives for improved attendance, academics, behavior, attitude, etc. o Provision of teacher recognition This list is not exhaustive and is provided as an illustration of the types of partner activities provided at this level. The activities add a priceless value to the school but are generally not part of a written agreement between the school and Friend organization. The cumulative dollar value is typically less than $500 a year. 2. Strategic Business Partner Strategic Partners form a strong multi-year, sustainable relationship, and the specific activities are outlined in a written agreement.
Partnerships In Education 3 Activities are based on School Improvement Plan priorities that address one or more of the district and school-level goals and priorities. Multiple strategies may be included and require involvement and resources. Examples include support such as: o Providing volunteers for sustained mentoring or tutoring; o Sponsoring or providing staff-development or faculty training opportunities; o Sponsoring needy families at holiday times; o Donating take-home books for struggling readers; o Supporting academic tutoring or mentoring programs; o Providing student internships and on-going work based learning opportunities; o Providing expert consultation; o Sponsoring field trips and other learning opportunities for students; o Providing scholarships for teachers and/or students; o Providing seminars for students, parents, and faculty; o Providing regular recognition of students; o Serving on School Improvement Team; o Donating equipment, educational or curriculum support materials, and supplies A written agreement should be negotiated annually, outlining the specific goal/priority being addressed and an agreed upon evaluation metric. 3. District-Wide Business Partners These partners offer support to all schools in the WS/FCS district. In order for a business or organization to be listed as an official District-wide business partner, at least one of the following characteristics must be met: Offer Fundraising Support with a minimum of 20% giveback, preferably higher. The District-Wide Partner must provide the school district with an annual report of the funds donated to participating schools. Schools will be provided a list of approved district-wide partners and efforts will be made to recognize partners giving-back the highest percentage. Offer Strategic Support to assist schools in achieving at least one of the district-level goals and/or priorities. The support must be definable and measurable. The District-wide Partner must provide the school district with an annual report summary of the support provided to participating schools.
Partnerships In Education 4 HOW TO ESTABLISH, MAINTAIN, AND EVALUATE The following steps provide a road map for creating, implementing, sustaining, and evaluating partnerships between schools and business or community organizations. Partnerships in the Friend of the School category should not require extensive planning, staffing and evaluation. However, partnerships that are developed as a long-term relationship may necessitate a written proposal and an extensive management plan. This document is not intended to serve as an exact prescription. It is designed to provide a framework within which to build a partnership that fits the school s unique needs based upon School Improvement Plan goals. Getting Started: Preliminary Steps in Establishing A Partnership Step 1: Assess Critical Needs and Resources- Determine whether your school and/or students have unmet needs and whether forming a business/community partnership to meet those needs would enhance the school. Consider the type of partnership and the level of involvement that would best meet those needs by asking and answering a series of questions before contacting a potential partner. A. Why do you want a partner? Which needs listed in your School Improvement Plan have not been met? Do you need money? If so, how much and for what purpose? How will it help student achievement? Be intentional and specific. Do you need volunteers? What do you need them to do? How many do you need and how often do you need them? Do not ask for business volunteers or other support and not have a plan for how B. How do you identify a potential partner? you will use them. Involve as many stakeholders as possible in identifying potential partners. Include your school PTA, faculty, and other school partners and friends. In most cases, the type of need will determine the type of partner you seek. Research local businesses, focus on what they do; whether they are already involved in community or school activities; whether they are financially healthy; etc. Contact the W-S Chamber of Commerce for assistance in identifying businesses and organizations near your school.
Partnerships In Education 5 If a particular good or service is needed, look first to businesses that could provide those resources. If direct funding is the goal, identify a business that is likely to have discretionary revenue or even a separate foundation with which to work. Don t be afraid to be creative and to reach out to unique and diverse business partners. C. What are you, the school partnership coordinator, willing to do? Are you willing to establish a good working relationship with your partner representative? Will you have an initial planning meeting that establishes the year s activities and responsibilities for both parties? The development of high quality Partnerships take Will you meet on a regular basis to check progress time from days that are and revise the plan as necessary? already too busy! Plan for it. Will you invite your partner to regular events at the school? Will you meet with your partner at the end of the school year to evaluate the partnership and plan for the next school year? D. What will your school do for your partner? Will you provide entertainment at special events and/or artwork for your partner s office? Will you provide a meeting room, a gym, or an auditorium when your partner needs one? Will you, your staff, and students join your partner for community involvement? Determine what your partners will get out of the relationship. Will you let parents know who the business partner is so they can patronize the business? Will you recognize their support through social media? Step 2: Now, Just Go Out and Ask! Now that you have assessed your needs and resources, you are ready to form or renew a partnership with a business, faith-
Partnerships In Education 6 based or community group. Usually businesses and organizations are eager to help, they just need to be asked to help in specific ways. A. Setting Up the Introductory Meeting- Either the Chamber s Program Manager, the principal or school partnership coordinator should set up the initial meeting. Below are things to consider when contacting a potential partner: State briefly that schools have been partnering with business and community groups to assist public school students. Tell them that your school is interested in exploring a partnership relationship. Reassure them that the needs of the school and the resources and interests of the business determine partnership plans both parties help develop the plan. Ask for an appointment to meet with them at their business/organization to explain how it works. B. Agenda For First Meeting - The agenda should reflect the specific business that is being visited. The following list provides suggested discussion topics: The program manager begins with a brief history of the Partnership Program in the WS/FCS and gives the business representative or community group contact a copy of last year s partnership annual report. The principal or school partnership coordinator may provide a written proposal for consideration and gives a brief description of the school location, theme, demographics, parental involvement, current business partners and their involvement, and ends with the needs of the school. The first meeting or conversation should explore a possible relationship and may result in concrete plans. Depending on the complexity multiple meetings may be required over an extended period of time. The business or organization contact, gives a description of the company, availability of employees, opportunities to visit the company, and any special interest in being involved. The Program Manager facilitates a discussion about possible partnership activities leading to a discussion about a possible match. If a match is possible a second meeting may be set or the partnership agreement may be completed. Step 3: Put It In Writing! Outlining clear expectations is the key to a successful partnership. When all parties agree in writing on the activities,
Partnerships In Education 7 involvement, funding, etc., it makes it easier to maintain the relationship, especially if personnel change. The agreement can serve as a guide throughout the year. Use the attached Strategic Partnership Agreement to outline expectations when forming a Strategic-level Partnership. Use the District-wide & School Friend Registration Form for all other partnerships. A copy of the Agreement or Registration Form should be submitted to the Partnership Office at the W-S Chamber of Commerce. The business partner and school should also keep a copy to document expected partnership activities. Once the Agreement or Form is received by the Chamber, a letter is sent from the Chamber on behalf of the WS/FC Schools, welcoming the partner to the Partnerships In Education Program; a window decal is enclosed. The school principal receives a copy of the letter. Each partnership is typically planned for one year; Strategic partners are encouraged to commit to a longer duration. Checklist for Establishing Partnership Based on School Improvement Plan goals and school priorities, Determine how a partnership experience could help achieve goals. Identify needs of students and school. Determine what you are willing to do. Identify potential partners. Research local businesses or schools; look for a good fit. Reach out to parents for ideas and connections. Empower employees to look for partnership opportunities. Draft a partnership proposal and just ask! Put it in Writing! Submit your proposal to potential partner. Coordinate a follow-up meeting or call.
Partnerships In Education 8 Maintaining The Partnership Step 1: Avoid Partnership Pitfalls- Partnerships are such a positive resource that participants are often reluctant to discuss inevitable mistakes, and misunderstandings. It will save time and possibly the loss of a good business partner when blunders such as the following are avoided: A. Starting off too fast One invitation to disaster is attempting to plan a major event before partners are in the habit of Start small and build as the relationship grows! working together. Begin with a small, simple event with guaranteed success and work toward more ambitious activities. B. Neglecting to evaluate an event after it has occurred Share both positive impressions and ideas for improving an activity, so that the next event can run more smoothly. Evaluation- even a telephone call or email- lets the event organizer know that what they did was noticed. C. Not using available resources The Chamber s Partnerships in Education Program Manager is always ready to help to share a successful activity from another partnership, to put you in touch with a resource, to troubleshoot or just to listen. D. Trying to take on multiple partnerships without having time Each partnership takes time and energy and it s easy to spread yourself too thin. E. Letting a partnership languish during a busy time Don t let your partner feel neglected. Be sure to stay in touch so that your partner will not forget about the commitments that have been made. F. Asking for resources that are not part of the agreement Often as relationships are cemented and the partnership matures, the business may be willing to expand its involvement. Have a frank conversation with your partner before formally asking for support beyond the agreement. Step 2: Say Thank You to Your Partner- Generally, businesses and organizations elect to support schools because of their genuine desire to help improve the community. Yet, recognition can go a long way in keeping partners engaged. Here are some ideas: Plan a partnership recognition breakfast or lunch and present each with a student-made token of appreciation.
10 Partnerships In Education 9 Have students, teachers, and parents write letters and cards of appreciation to your partner. You may wish to recognize an individual s efforts by writing a formal letter with a copy to the individual s supervisor or to the partner s president or owner. Present your partner with a banner depicting your partnership theme. Have every student and staff member sign it. Provide holiday-oriented or other artwork for the lobby of your partner s facility, or paint the windows at the facility with appropriate artwork. On a regular basis, provide pictures of the partnership in action. A thank-you can go a long way in sustaining a partnership. Let your partners know that they are making a difference! Extend an open invitation to your partner to attend all school events, especially social events at which partner and school staff members can get to know each other. Frequently remind your partner that partner representatives truly make a difference on your campus and that they are part of your school family. Advertise your partnership on your web site and in your parent newsletter. Let the community know the good things your partner is doing. Evaluation The most effective evaluation is on going. Each time you meet with your partner informally review your plan. Document successes and note areas of weakness. Make adjustments as you go through the school year. Key steps to successful partnership evaluation include: 1. Plan an evaluation meeting with your partner at least twice per year In the spring, meet with your partner representative to evaluate the year s partnership and plan for the next school year. Meet again in the Fall to reassess plans and modify as needed. Work with your partner to compile information for inclusion in the annual report to submit to the Chamber of Commerce for the Partnership Annual Report compiled and published each year. What will we do differently next time? 2. Communicate and Reflect the following questions to spur reflection and honest discussion about your school/community partnership:
Partnerships In Education 10 Did we accomplish what we set out to do? If not, what steps need to be taken or structures put in place to ensure future success? Did students benefit? Did we affect student achievement? Did we make a difference? If so, how? How did the teachers, parents, and the partner benefit from the activity? How did the business partner benefit from the relationship? Does the activity or program fit into the existing school improvement plan? Did this activity support the implementation of the school theme or accountability standards? Continue the cycle of Planning, Working, Evaluating, and Celebrating while Communicating. The Partnerships In Education Program is implemented in partnership with the Winston-Salem Chamber of Commerce For additional information or assistance, contact: Rodessa Mitchell Winston-Salem Chamber of Commerce 411 West Fourth Street Suite 211 Winston-Salem, N.C. 27101 336-728-9222-Phone 336-721-2209-Fax mitchell@winstonsalem.com (The Chamber of Commerce is on the interschool mail courier route)
Date Winston-Salem/Forsyth County Schools 11 DISTRICT-WIDE PARTNER & SCHOOL FRIEND REGISTRATION FORM Partnership Type: District-wide Partner (willing to assist all schools in the district) School Friend at: School Name Company/Organization Partner Contact Person Title Address City St. Zip Phone Fax E-mail Focus of Partnership (Ex. Fundraising (minimum give-back is 20% of sales), Student Incentive, Teacher Support, Academic Support, etc.) Planned Activities (Briefly describe what your company will offer the school/schools that you are willing to support. Also, list any activities the school will provide in reciprocation) To Register, complete this form and send a copy to: Rodessa Mitchell Winston-Salem Chamber of Commerce 411 W. Fourth Street, Suite 211 * Winston-Salem, NC 27101 Phone: 336-728-9222 Fax: 336-721-2209 Mitchell@winstonsalem.com or send through school courier mail
12 Winston-Salem/Forsyth County Schools STRATEGIC PARTNERSHIP AGREEMENT In order to align community partners in understanding, supporting, and advocating for priority goals in service of students, (Business/Organization) Hereby agrees to enter into a Strategic Partnership with School. The mission is to align a mutually beneficial relationship between the identified school and business/organization. The intent is for the business partner and school to provide mutual assistance and benefit through shared time and resources outlined below. The effectiveness of this partnership will be measured by: Completion of the agreed-upon activities; Feedback from students, parents, and teachers and business/community partnership personnel involved in the activities; Consistent and timely communication between the partners; Completion of an end-of-year partnership report. The following partnership activities are planned in support of the school improvement plan goals (Describe activities and specify the targeted plan goal(s): In reciprocation, the school plans to provide the following: As Strategic Partners, we pledge our commitment to cooperatively achieve the goals developed in this agreement. Business/Community Partner CEO or President School Principal Date Business/Community Partner Coordinator School Partnership Coordinator Date Phone: Business/Community Partner Coordinator: Email: Mailing Address: Please provide copies of this signed agreement to all parties involved and the Partnerships in Education Coordinator at the W-S Chamber of Commerce through inter-school mail or fax: 336-721-2209.