Engaging Voices: Enhancing Communication Strategies for Maximizing Family Survey Participation

A California public school district with four schools has maintained high family survey response rates by refining its communication strategy. During the 2023-24 school year, half of the district’s schools surveyed over 90% of families. The district’s approach combines district-wide and individual school efforts.

• Utilizing YouthTruth Tools: Initially, the district relied on the communication tools and templates provided in YouthTruth’s Survey Implementation Guide. Over time, they customized these tools to better fit their needs.
• Collaboration Between District and Schools Communications: The district prepares all survey communications and begins outreach a week before the survey opens, sending weekly email and text reminders. School principals supplement these efforts by including survey reminders in their weekly communications to families. This dual reminder system ensures families receive at least two prompts per week.
• Tailored School Efforts: Principals employ creative strategies to boost engagement. One school hosted a morning coffee event overlapping with a parent club meeting, providing an opportunity for families to complete the survey on-site. Another principal used his weekly parent message to report the percentage of completed surveys, motivating additional participation.
• Creating Buy-In: At the start of each new survey period, the district reminds families of the insights gained from the previous year’s feedback. Using YouthTruth’s data bites tool, they incorporate easy-to-understand data visuals in their communications. By sharing these past results and actions taken based on feedback, the district underscores the value of family input, motivating continued participation.
• Promoting Inclusivity: Schools ensure inclusivity by going the extra mile. Office staff personally call Spanish-speaking families, inviting them to complete the survey online or offering the option to visit the school’s front office and participate with provided devices.

Through a strategic approach to communication and community engagement, this California public school district has not only achieved consistently high family survey participation, but has also cultivated a culture of inclusive feedback. By leveraging tools from YouthTruth and adapting them to fit their unique needs, the district and its schools have empowered families to voice their opinions effectively. Moving forward, their commitment to transparency and responsiveness ensures that every voice plays a role in improving the school experience for their students and community.