crete-monee school district parent communication guide

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A Parent’s Guide to the District 201-U Communication Program e-Communication Tools Archive Center BoardBook Calendar Document Center Email Family Access Media Gallery SchoolReach Staff Directory Website Keeping You Connected CRETE-MONEE SCHOOL DISTRICT 201-U 1500 Sangamon Street Crete, Illinois 60417 708.367.8300 T 708.672.2698 F Dr. John M. Rodgers, Superintendent www.cm201u.org

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Page 1: Crete-Monee School District Parent Communication Guide

A Parent’s Guide to the District 201-U Communication Program

e - C o m m u n i c a t i o n T o o l s

• Archive Center • BoardBook • Calendar • Document Center • Email

• Family Access • Media Gallery • SchoolReach • Staff Directory • Website

Keeping You Connected

CRETE-MONEE SCHOOL DISTRICT 201-U

1500 Sangamon Street Crete, Illinois 60417

708.367.8300 T 708.672.2698 F

Dr. John M. Rodgers, Superintendent

www.cm201u.org

Page 2: Crete-Monee School District Parent Communication Guide
Page 3: Crete-Monee School District Parent Communication Guide

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Dear Parents,

In May of 2007, the Board of Education hired the Consortium for Educational Change (CEC) to perform an organization and leadership audit of the district. The CEC audit team interviewed several groups comprised of staff, parents, board members, students, and community members. These in-terviews were guided by research based questions to determine if specific school improvement principles, found in successful organizations, were present in our district. The results of the audit offered several recommendations for the Board of Education, staff, and administration to consider. A primary recommendation from the executive summary is as follows:

“The System Assessment Team recommends that two important priorities might well be the place to put beginning efforts:

PRIORITY ONE: Effective and efficient communication

All stakeholder groups identify communication as a major problem. The district has missed opportunities to communicate key initiatives, decisions, and results in a timely manner. There has been absence of a strong communication plan to enhance the image of the district both internally and externally. The district has been more reactive than proactive.”

In response to this recommendation, a district communication plan was developed and implemented in the 2007-2008 school year. Since September of 2007, the district has been striving to continually improve communication for all stakeholders. I am proud of our communication efforts over the past three years and I am proud to present the following communication guide outlining our current communication philosophy, accomplishments, commu-nication tools, and our plans to continually improve communication with all stakeholders.

I hope you will find this communication guide helpful during your tenure with the Crete-Monee School District. If you have any questions regarding the content within this booklet, please contact the Communications Office, at (708) 367-8315.

Sincerely,

Dr. John M. Rodgers Superintendent of Schools

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TTTABLEABLEABLE OFOFOF CCCONTENTSONTENTSONTENTS Accomplishments ................................................................................................. 3 Communication Initiatives .................................................................................... 4 Communication Policies ....................................................................................... 5 Communication Tools .......................................................................................... 6 Archive Center ..................................................................................................... 7 Board Meetings .................................................................................................... 8 Calendar ............................................................................................................ 10 Document Center ............................................................................................... 12 Email .................................................................................................................. 13 Enrollment Services ........................................................................................... 15 e-Subscriptions .................................................................................................. 18 Family Access .................................................................................................... 19 Media Gallery ..................................................................................................... 20 SchoolReach ...................................................................................................... 21 Staff Directory .................................................................................................... 23 Website .............................................................................................................. 24

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Page 5: Crete-Monee School District Parent Communication Guide

Creation of the district’s first-ever electronic newsletter

Launch of electronic agenda preparation tool, BoardBook

Creation of HR Vacancy Notices Launch of Employee Intranet

Continuation of USPS mailings, postcards, and

flyers

Skyward Family Access

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ACCOMPLISHMENTS The Crete-Monee School District takes very seriously the challenge of being an organization that consistently delivers accurate, clear, and timely information. After the Consortium for Educational Change (CEC) audit in 2007, the district implemented the fol-lowing communication strategies to increase organizational knowledge and to promote effective communication practices through-out the district.

Implementation of SchoolReach Notification System

Development of the Staff Bulletin as an

internal communication tool

Development and launch of new district website

Community Forums—Hosted for the development and completion of the district’s

strategic plan

Re-establishment of the

Business Education

Partnership

Implementation of an annual

parent & staff satisfaction survey

Re-establishment of the

Crete-Monee Education Foundation

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Upgrade and streamline website for ease of use and navigation to critical information Installation of a new district electronic calendar for parents and staff Provide all parents with a district email account where they can receive information from their child’s school and the district Development of a communication guide for staff and parents that describes the district’s communication philosophy as well

as the electronic communication tools that are available to stakeholders Development of e-Newsletters for all District 201-U schools Increase SchoolReach capabilities while continuing to use judiciously and according to district protocol Solidify and increase meaningful business partnerships with each of our schools Increase district’s commitment to communication and public relations by increasing stakeholder feedback and quality con-

trol measures Continue to assist the Board of Education in developing educational documentation concerning school finances and trans-

parency in governance Standardize academic reporting to the public and the Board of Education Standardize budget reporting to the public and the Board of Education Implement an internal unified messaging system for district administrators

PROPOSED COMMUNICATION INITIATIVES FOR THE 2010-2011 SCHOOL YEAR

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COMMUNICATION POLICIES USPS MAIL, TELEPHONE & FACE-TO-FACE COMMUNICATION United States Postal Service (USPS) mail will only be used as a mode of communication with parents under the following circumstances:

Communication that is required by law to be sent via US Certified Mail Confidential information that is not appropriate to deliver by any other means Annual registration information sent by postcard to all postal patrons residing in the Crete-Monee School District Occasional correspondence deemed necessary by the district to be sent via mail Parents who notify the district, in writing, that they do not have internet access at home, work, or on a mobile device

Telephone communication and face-to-face meetings will be used for private correspondence with parents when email is deemed inappropriate or an inefficient mode of communication with a parent, especially when two-way, real-time conversation is necessary.

REPORTING COMMUNICATION PROBLEMS If you are experiencing problems in any of the following areas, please contact:

District Email Account Technology HelpDesk (708) 367-2930 Family Access Account Your child’s school District Website Services Communications Department (708) 367-8315 Contacting a Building or the Administration Center Systems Training Supervisor (708) 367-8314 or

Technology HelpDesk (708) 367-2930

DELAYED COMMUNICATION

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It is the expectation that phone calls or emails should be returned the same day, if possible; if not, within two business days of the initial contact. If you are experiencing delayed communication, please contact the person’s immediate supervisor.

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COMMUNICATION TOOLS The Crete-Monee School District Communication Program is designed to provide parents with accurate, relevant, and timely commu-nication concerning their child’s education. We continually strive to improve communication with our parents to ensure an enriching and rewarding experience in 201-U. This school year, the district will be offering several new or upgraded communication tools to make finding important information simple and convenient. We hope that you will take advantage of the primary tools listed below.

Events

Website

Calendar

Family Access

Message Center

Newspaper Ads

Postal Mailers

SchoolReach

Student Information

Skyward

Family Access

Board Meetings

BoardBook

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Parent & Student Handbook

(Print & Online)

Board Policies

(Online)

Policies General Information & Correspondence

Email

Website

District & School

Newsletters

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ARCHIVE CENTER The Archive Center is an online repository of the Crete-Monee School District’s historical documents. It was designed to provide easy access and retrieval of date-sensitive documents. It houses important district files including Board of Education agendas/minutes, news articles, SchoolReach messages, staff bulletins, and more. These documents may be categorized by name or date and are often in Portable Document Format (PDF) and are viewable with Acrobat Reader. This software is free and may be downloaded by visiting www.adobe.com. You may also search the archives by entering keywords, selecting a time period or date range.

LOCATION: Crete-Monee School District Website

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Under the ‘Communication’ tab, click on ‘Archive Center’ 3. Select or search for documents

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BOARD MEETINGS

The Crete-Monee School District Board of Education meets monthly to set general school policy and, within the framework of Illinois State Board of Education regulations, to establish guidelines that will ensure the proper administration of the District 201-U program. The district utilizes BoardBook, an online agenda preparation tool to compile meeting documents electronically. The paperless method allows the district to save a great deal of money and time. Parents can visit BoardBook prior to any public meeting of the Board of Education to view the agenda and any associated documents. You can also view the minutes from any meeting that you may have been unable to attend.

LOCATION: Crete-Monee School District Website

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Click on the ‘BoardBook’ icon located in the bottom right-hand corner of the page 3. Select Meeting

BOARDBOOK

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LIVE MEETINGS We understand that time is valuable and that you may be unable to attend every board meeting or district event that you would like. In the spring of 2010, District 201-U began streaming live meetings on its website. Staff, parents, and community members now have the ability to view a board meeting or select district event in the comfort of their home. After the event is over, the video will be archived so that it may be viewed at a later date.

LOCATION: Crete-Monee School District Website

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Click on the ‘Live Meetings’ icon located in the bottom right-hand corner of the page 3. Select Event

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CALENDAR The Crete-Monee School District online Tandem calendar allows you to stay connected to the groups and events that you care most about. Parents, staff, and community members can track events, get email or text updates, read news stories and view pictures of district-related events.

LOCATION: Crete-Monee School District Website

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Click on the ‘Calendar’ icon located in the bottom right-hand corner of the page

SUBSCRIPTIONS As a District 201-U calendar subscriber, you are kept up-to-date automatically with email, RSS or text messages. Track the groups that you’re most interested in (i.e. 201-U schools, clubs or athletic teams) and events associated with these groups will be automatically listed in your personalized ‘My Tandem’ calendar. When events from these groups are updated you will be notified immediately. Rain outs or rescheduled events will no longer cause confusion if you’re a Tandem calendar subscriber!

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When you click on the ‘Calendar’ icon on the district homepage, the calendar that displays is a comprehensive district calendar complete with all district events, individual building events and extra-curricular activities. The filter option allows you to filter the cal-endar by group, location, or school. For example, you can filter the district calendar to display only Balmoral Elementary events or only Varsity Football events. You may select more than one filter.

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Click on the ‘Calendar’ icon located in the bottom right-hand corner of the page 3. Click on the ‘Filter’ icon located at the top of the calendar 4. Select a category in which to filter — School, Group, or Location 5. Choose filters

SUBSCRIPTION INSTRUCTIONS: 1. Click on the ‘Sign In’ link located in the top right-hand corner of the page 2. Click on the ‘Sign Up’ link to obtain a free Tandem calendar account that

enables you to track events or groups

FILTERS

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DOCUMENT CENTER The District 201-U Document Center is similar to an electronic filing cabinet for documents. It contains current and relevant files and folders that are of importance to parents and staff. Located in the Document Center are files from various district depart-ments, school supply lists, teacher resources, school newsletters, and important parent documents. This structured filing sys-tem has folders and subfolders to store documents for easy access and quick replacement. Documents are organized in five categories—District, Employee, School Related, Parent, and Teacher Resources. They may be in Portable Document Format (PDF) and are viewable with Acrobat Reader. This software is free and may be downloaded by visiting www.adobe.com.

LOCATION: Crete-Monee School District Website

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Click on the ‘Document Center’ link located on the left-hand

side of the page 3. Click on the + sign next to the folder to expand or collapse the

contents 4. Click on the name of the document you would like to view

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This school year, Crete-Monee School District 201-U will be providing parents with their own district email address. Through this account, parents will receive information such as:

 

These accounts were created so that parents could have direct and immediate access to important school and district an-nouncements with the click of a button. All district information will come directly to your personal electronic mailbox. Providing parents with a district email address will ensure that all accounts remain valid and static for each household throughout the school year. Sending information electronically will reduce the amount of paper sent home through your child’s backpack and the amount of standard mail that you receive. This will, in turn, reduce postage costs for the district. Emails can also be elec-tronically stored for documentation purposes. All parents should have received information on how to access their district email account, including login information, by US mail. If you did not receive this information or need help accessing your account, please contact the Technology HelpDesk at (708) 367-2930.

If you do not have internet access at home, at work, or through your mobile phone or other mobile device, please notify the sec-retary at your child’s school so that your information can be placed on a US mailing list when the time arrives to send important information home to parents. 

Event Notices Crisis Communication

School Cancellation Information Important District & School Announcements

School Newsletters PTO Information

Parent Volunteer Opportunities Announcements from the Board of Education and the Superintendent’s Office

EMAIL

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1) Visit www.cm201u.org; under the ‘Parent Services’ tab, click on the link entitled ‘Email’. This will take you to the login page. 

2) Log in to your account by entering the assigned user credentials that you received via US mail. Your username will be your new email address (i.e. [email protected]). Your temporary password is 123456. 

3) Click on ‘Sign In’. 

4) After your first sign-in, you will be required to change your password. At this point, you will be prompted to change the de-fault password (123456) to a unique password of your choosing. (At the bottom of this screen, there is a checkbox labeled “Make my password every 72 days.” It is not necessary to check this box.) 

5) Click ‘Submit’. 

6) After clicking ‘Submit’ you will be prompted to sign in again. Click ‘Sign in to Windows Live’. 

7) Sign in using your assigned username and the password you created in Step 4. 

8) At the top of the screen, hover your computer mouse over Hotmail and click ‘Inbox’. 

9) You will be prompted to set your time zone. We are in GMT -6 Central Time. Set the time zone accordingly. Click ‘OK’. 

Once your time zone has been set, you have full access to your email account. On the left-hand side of the screen, there are several options listed including Inbox, Sent Items, etc. You also have the ability to create a new message. Once you have fin-ished your email session, please remember to log out of the account by clicking on the ‘Sign Out’ link. 

INSTRUCTIONS FOR PARENT EMAIL ACCESS:

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The ‘Registration Information’ tab outlines the policies and procedures when enrolling in the Crete-Monee School District. Reg-istration is held at a central location, at designated times, for new and returning families prior to the start of the school year. Af-ter this time, parents must register by appointment only. The website describes these processes and includes dates, times, lo-cations and contact information. This section also provides parents with proof of residency information, fee amounts, immuniza-tion requirements and more. It is especially important for returning families to visit the website prior to registration so that they may pre-register their children. Pre-registration allows parents to take care of the first step in the registration process by updat-ing critical demographic information online. Pre-registration is voluntary but will save time when you attend registration. Parents may also pay school fees online at no cost through the district’s online payment program, e~Funds for Schools. For more infor-mation regarding registration, please contact the Registration Hotline at (708) 367-8390.

ENROLLMENT SERVICES The Crete-Monee School District has made finding enrollment information easier than ever through the newly designed district website. Under the ‘Enrollment Services’ tab, parents can find information about registration, National School Lunch Program, Transportation, and how to pay school fees online. The centralized location allows parents to easily navigate through the essen-tial steps of enrolling children in District 201-U.

REGISTRATION INFORMATION

NATIONAL SCHOOL LUNCH PROGRAM The Crete-Monee School District prides itself on providing wholesome, appetizing food choices for students and staff members at a reasonable cost. The Child Nutrition Program operates under the National School Lunch and Breakfast Program. Lunch choices consist of one of several entrees, a variety of fruit and vegetable choices, and milk.

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Also listed under the ‘Enrollment Services’ tab is information regarding the Crete-Monee School District’s Transportation Program. District 201-U services six communities, totaling approximately 80 square miles. Throughout the course of the year the district will transport approximately 4,600 students. This service is contracted out through a local company – American School Bus (ABC)/Kickert. They provide the district with over 100 bus routes throughout the course of any given school day. During the school year, busses will travel over 1.5 million miles to transport our students. Although the district maintains close communication with ABC, most issues and concerns are resolved directly with the bus company. ABC can be reached by calling (708) 534-6334. The ‘Transportation’ tab contains a wide variety of information including bus route information, policies, emergency closing information, daycare provider listings, and more. For questions regarding transportation, please call the Transportation Hotline at (708) 367-8342.

TRANSPORTATION

Additionally, parents have the ability to monitor their child’s meal choices through Skyward Family Access.

The district services nine on-site preparation kitchens and one satellite kitchen with over sixty trained staff members that serve over 5,000 students daily. All costs, including salaries associated with the Department of Food Service are paid for by the reve-nue generated from food sales and federal and state reimbursements under the National School Lunch and Breakfast Program. The National School Lunch Program and School Breakfast Program make it possible for all school children in the United States to receive a nutritious lunch and breakfast each and every school day. If you believe that your child may qualify for free or re-duced price meals, please contact the Department of Food Service at (708) 367-8207.

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PAY FEES ONLINE The Crete-Monee School District is pleased to introduce its online payment program, e~Funds for Schools. This program offers various options for parents/guardians who choose to pay fees online and is extremely user friendly. Not only will you have the ability to have various school fees electronically withdrawn from your checking account or charged to your credit card, you also have the flexibility to make a payment at any time through the school’s website. You may also add funds to your child's food ser-vice account by choosing the 'Food Service' tab in e~Funds. There is no fee for making payments online through this program.

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Under the ‘Enrollment Services’ tab, click on the link entitled ‘Pay Fees Online’ 3. Click on the e~Funds for Schools logo to register your account 4. After registering you will be asked for your ‘Family Number’. Your family number is the student’s primary

10-digit home phone number. Please enter without spaces or dashes. (i.e. 7085551212)

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E-SUBSCRIPTIONS KEY COMMUNICATOR E-NEWSLETTER

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Messages from the Superintendent & Board of Education Information about upcoming events

Community news Featured articles from around the district

The Crete-Monee School District understands that communication is key. The Key Communicator electronic newsletter was de-veloped to share the district’s news and highlights with parents, staff, and community members. The monthly publication contains:

Upon registering your student in District 201-U, you were automatically subscribed to receive the Key Communicator to your dis-trict email account as well as any personal email addresses that you may have on file with the district. Past issues of the e-newsletter are archived on the district website and can be found by clicking on the ‘Key Communicator’ link located under the ‘Communication’ tab. If you are not receiving the e-newsletter, please contact the Communications Office at (708) 367-8315.

VIRTUAL BACKPACK In an effort to enhance communication with stakeholders, District 201-U has implemented a new feature on its website called Vir-tual Backpack. The Virtual Backpack will provide staff members and parents an alternative way to access information that has been distributed in the school district by PTOs, Booster Clubs, district organizations, non-profit organizations, intergovernmental agencies, local businesses, and business partners. Letters, flyers, fundraiser notices, etc. will be posted on the website as they are distributed in the district. The Virtual Backpack is the district’s way of communicating important school materials to parents and guardians without the need to send paperwork home with students. Parents and community members who register through the district website’s ‘Notify Me’ module will receive email alerts when this page is updated. To register, visit www.cm201u.org; under the ‘Communication’ tab, click on the link entitled ‘Virtual Backpack.’ You can register to receive these notices by clicking on the ‘Notify Me’ link at the bottom of the Virtual Backpack page.

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Skyward Family Access allows parents to play an active role in their child’s education. Through this online module, parents with students in grades 1 through 12 can view important information such as demographic, family, emergency contact, and bus route information. They may also view their child's meal purchases by selecting the 'Food Service' tab within Family Access. Parents of students in grades 6 through 12 may also view attendance, class schedule, grades, and discipline reports.

FAMILY ACCESS

LOGIN INFORMATION All families should receive a letter via US mail with their login information within the first few weeks of school. The mailing con-tains your user ID and password. If you should lose or forget your login information, you may contact the Technology HelpDesk at (708) 367-2930. As a security measure to protect students, you will be asked identifying information regarding your student. If you cannot provide the correct information, the login information will not be provided over the phone.

LOCATION: Crete-Monee School District Website

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Under the ‘Parent Services’ tab, click on ‘Family Access’ 3. Log in with your username and password

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MEDIA GALLERY Each school year is filled with special achievements by the students and staff of 201-U. Whether it’s celebrating Homecoming under the Friday night lights or the paper-mâché volcano that just won the science fair, the Crete-Monee School District is there to capture the moment. The CM201-U Media Gallery contains countless pictures and videos from throughout the school year. Parents and staff members can peruse pictures of sporting events, classroom activities, field trips, choral concerts, and more! These pictures may be viewed individually or in slideshow format. They are also available for purchase in a variety of sizes; pro-ceeds go towards the cost of maintaining the gallery. The Media Gallery also contains live video streams (pg. 9) and on-demand videos ranging from Board of Education meetings to school musicals.

LOCATION: Crete-Monee School District Website

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Click on the ‘Photos’ or ‘Videos’ links located in the Media

Gallery on the bottom right-hand side of the page

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SCHOOLREACH NOTIFICATION SYSTEM In cases of emergencies or very important announcements, the district utilizes a digital mass notification system called School-Reach. This system has the ability to send a telephone message to every parent/staff member in the district within a four-minute time period. To ensure that this important information is received, the district aggressively asks parents and staff members for up-to-date phone numbers and email addresses. All families are automatically entered into the SchoolReach database upon registering in the district. The Crete-Monee School District categorizes SchoolReach messages into Emergency and General Information announce-ments. Out of courtesy for our parents and staff, general announcement calls are usually made in the early evening; however, please be advised that emergency announcements will be sent as needed.

School Cancellation Snow Days, Utility Failures, or Evacuation Early Dismissals

Emergency Announcements

Attendance Calls Report Card Notices Rumor Abatement Event Notices

General Announcements

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The SchoolReach Notification System will provide the following results:

Improved security and safety through proactive communication A more informed parent and staff community Bridging the digital divide due to the ability to place simultaneous phone calls and send emails Reduced absenteeism and truancy rates Fosters trust before, during, and after any crisis Enhances the district’s communication and outreach strategy

UPDATING SCHOOLREACH CONTACT INFORMATION It is very important that the district always has your most updated contact information in the SchoolReach database. Update your contact information in the following ways:

Call the Communications Office at (708) 367-8315

or

1. Visit www.cm201u.org 2. Under the ‘Communication’ tab, click on the ‘SchoolReach’ button 3. Click on ‘Update your contact information online now’

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STAFF DIRECTORY Contact information for a school, department, or specific staff member can be easily located by visiting the district’s online staff directory. The online staff directory is located on the district’s website and is categorized by department or building. Each building in the district has contact information for the school office as well as its staff members. Listings contain phone numbers, email addresses, and often welcome letters or biographies. You may also search for a staff member by building and first or last name.

LOCATION: Crete-Monee School District Website

INSTRUCTIONS: 1. Visit www.cm201u.org 2. Under the ‘Parent Services’ tab, click on the button entitled ‘Find a Staff Member’ 3. Select Listing

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The CM201-U website can be considered a one-stop shop for all your district needs. The website located at www.cm201u.org contains all of the important information that you may need to know about the district or your child’s education. It also houses the majority of communication tools used by parents and staff.

On the District 201-U website, you can find information such as:

The District 201-U website was designed to make finding important information easy and convenient and offers staff and par-ents a variety of services such as:

District Email Account— Send and receive electronic mail Skyward Family Access— View your child’s attendance, grades, and discipline record e~Funds— Pay school fees and add funds to your child’s food service account electronically Media Gallery— View photos and videos of student events

WEBSITE

District-wide news and announcements Event calendar

Lunch Menus Transportation Information

Student Attendance/Grade Information (Grade 6-12) Board of Education Meeting Information

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Back cover

Crete-Monee School District 201-U 1500 Sangamon Street Crete, Illinois 60417