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Bridge the Gap

Lesson Plan

Outreach Strategy Plan

Define outreach goals, identify target families, brainstorm communication channels, and draft an inclusive outreach strategy plan for recruiting diverse School Governance Council members.

Establishing clear goals and understanding target audiences ensures more effective, inclusive recruitment, fosters family engagement, and strengthens school governance representation.

Audience

Elementary Parent-Teacher Group

Time

35 minutes

Approach

Interactive group discussion and collaborative planning.

Materials

Recruitment Best Practices, - Chart Paper, - Markers, and - Post-it Notes

Prep

Facilitator Preparation

10 minutes

  • Review Recruitment Best Practices
  • Gather chart paper, markers, and post-it notes
  • Prepare discussion prompts for goal setting and audience identification
  • Familiarize yourself with the session flow and objectives

Step 1

Introduction & Objectives

5 minutes

  • Welcome participants and introduce the session’s purpose
  • Present the objectives: defining goals, identifying target families, brainstorming channels, drafting a plan
  • Show key slides from Recruitment Best Practices to set context

Step 2

Define Outreach Goals

7 minutes

  • Divide into small groups of 3–4
  • Each group writes 2–3 recruitment goals on post-it notes (e.g., increase parent diversity, boost meeting attendance)
  • Groups post their goals on chart paper and cluster similar ideas
  • Facilitator highlights common themes and refines goal statements

Step 3

Identify Target Families

7 minutes

  • Ask each group to list key family segments to reach (e.g., non-English speakers, working parents, grandparents)
  • Encourage consideration of demographics, language, schedules, and interests
  • Groups record segments on post-it notes and categorize them on chart paper
  • Discuss priorities as a whole group and note top 3 segments

Step 4

Brainstorm Communication Channels

8 minutes

  • Prompt groups to list potential outreach channels (e.g., flyers, text messages, social media, home visits)
  • Encourage creative, culturally responsive methods
  • Groups map channels to target segments on chart paper
  • Share ideas in plenary; facilitator captures channels on a master list

Step 5

Draft Outreach Strategy Plan

7 minutes

  • Provide each group a section of chart paper to outline: goals, target families, chosen channels, and next steps
  • Groups draft a concise strategy plan using the master list
  • Walk around to support and prompt clarity and inclusivity

Step 6

Wrap-Up & Next Steps

1 minute

  • Invite one group to briefly share their drafted plan
  • Remind participants that the plan will guide creation of flyers in Session 2
  • Thank everyone and preview the next session on developing outreach materials
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Slide Deck

Recruitment Best Practices

Strategies & research-backed tips to recruit diverse School Governance Council members.

Welcome participants. Introduce the importance of effective, inclusive outreach for School Governance Councils.

Why Inclusive Recruitment Matters

• Ensures multiple perspectives in decision-making
• Builds trust between families & school staff
• Improves equity & student success

Explain why broad participation strengthens school governance and student outcomes.

Research Highlights

• Councils with diverse membership report higher engagement rates (2022 National PTA)
• Inclusive councils drive more culturally responsive policies

Share data or anecdotes on how diversity benefits councils.

Using Inclusive Language

Instead of “all parents,” say “families & caregivers.”
• Avoid jargon or acronyms
• Translate materials into key home languages
• Use person-first language

Guide participants through examples of neutral vs. inclusive language.

Choosing Outreach Channels

• Flyers & posters in community hubs
• SMS/text alerts for working families
• Social media groups & messaging apps
• Home visits & phone calls

Discuss how different audiences prefer different channels.

Successful Examples

• Lincoln Elementary: bilingual flyers + door-to-door invites → 30% increase in non-English-speaking families
• Westwood School: peer-mentor ambassadors → 40% boost in first-time participants

Showcase brief case studies of successful school outreach.

Key Takeaways & Next Steps

  1. Set clear, measurable goals
  2. Craft inclusive messaging
  3. Match channels to family preferences
  4. Monitor & adjust your strategy

Summarize key takeaways and invite reflection.

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Project Guide

Session 2: Create Outreach Flyer

In this 35-minute session, participants turn their outreach strategy plans into visually engaging, inclusive flyers. They draft, get feedback, and refine their designs to ensure clarity, cultural relevance, and a strong call to action.

Learning Objectives

  • Apply key messages and goals from your outreach strategy
  • Use inclusive language and design principles to reach diverse families
  • Gather peer feedback using the Flyer Effectiveness Rubric

Materials

Facilitator Preparation (10 minutes)

  • Review each group’s completed strategy plan
  • Print or prepare blank flyer templates and any digital tools
  • Familiarize yourself with the rubric criteria and descriptors

Instructions

  1. Introduction & Recap (5 min)
    • Welcome participants back and recap goals and target families from Session 1.
    • Emphasize the purpose of an outreach flyer: clear, inclusive, actionable.
  2. Review Key Messages & Audience (5 min)
    • In groups, refer to your strategy plan and identify your top 2–3 messages.
    • Note any language or visuals that will resonate with your top family segments.



  1. Outline Flyer Content (10 min)
    • On a sheet of chart paper or template, sketch a rough layout: headline, body text, images/icons, contact info & call to action.
    • Write draft text using inclusive language (see Recruitment Best Practices slide on inclusive language).
    • Ensure translations or language supports for multilingual families where needed.






  1. Design & Visual Layout (8 min)
    • Use markers or digital tools to add color, images, and icons that reflect your school community.
    • Keep the design clean and easy to read; prioritize high-contrast text and simple visuals.



  1. Peer Feedback Using Rubric (5 min)
    • Exchange drafts with another group and use the Flyer Effectiveness Rubric to score each other’s flyers.
    • Focus on clarity, inclusivity, visual appeal, cultural relevance, and strength of call to action.



  1. Revise & Finalize (5 min)
    • Return flyers to original groups and discuss the rubric feedback.
    • Make final adjustments to language, visuals, or layout.
  2. Wrap-Up & Next Steps (2 min)
    • Invite one group to share their flyer and a key insight from the feedback process.
    • Introduce Session 3, where we’ll evaluate effectiveness and plan distribution using the Flyer Effectiveness Rubric.

Flyer Effectiveness Rubric

Use this rubric to assess how well your flyer meets outreach goals and engages diverse audiences.

CriterionNeeds Improvement (1)Developing (2)Proficient (3)Exemplary (4)
Clarity of MessageMain purpose unclear or missingMessage is stated but lacks clarityClear message with minor gapsCrystal-clear, focused message
Inclusivity of LanguageUses jargon or exclusive termsSome inclusive terms, but unevenGenerally inclusive, minor gapsConsistently inclusive, translated where needed
Visual AppealCluttered or hard-to-read designBasic design, limited visual interestClean layout with supportive visualsHighly engaging, professional-quality design
Cultural RelevanceNo evidence of cultural contextSome relevant imagery/ languageRelevant to most target familiesDeeply reflective of all key segments
Call to ActionMissing or weak CTACTA present but lacks urgencyClear CTA with next stepsStrong, compelling CTA with multiple options
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Rubric

Flyer Effectiveness Rubric

Use this rubric to assess how well your flyer meets outreach goals and engages diverse audiences.

CriterionNeeds Improvement (1)Developing (2)Proficient (3)Exemplary (4)
Clarity of MessageMain purpose unclear or missingMessage is stated but lacks clarityClear message with minor gapsCrystal-clear, focused message
Inclusivity of LanguageUses jargon or exclusive termsSome inclusive terms, but unevenGenerally inclusive, minor gapsConsistently inclusive, translated where needed
Visual AppealCluttered or hard-to-read designBasic design, limited visual interestClean layout with supportive visualsHighly engaging, professional-quality design
Cultural RelevanceNo evidence of cultural contextSome relevant imagery/languageRelevant to most target familiesDeeply reflective of all key segments
Call to ActionMissing or weak CTACTA present but lacks urgencyClear CTA with next stepsStrong, compelling CTA with multiple options
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Cool Down

Session 3 Cool-Down: Reflection & Next Steps

As we wrap up our final session, use this cool-down to reflect on your flyer’s effectiveness, plan for distribution, and commit to next steps.

1. Individual Reflection (2 minutes)

  • Grab a Post-it and the Flyer Effectiveness Rubric.
  • Write down one Strength (where you scored 3–4) and one Area for Growth (where you scored 1–2) for your group’s flyer.



2. Distribution Planning (3 minutes)

In your group, use a blank corner of chart paper to sketch a simple checklist:

  • Channels: Which methods will you use? (e.g., school newsletter, bulletin boards, social media, SMS/text alerts—see Recruitment Best Practices for ideas)
  • Timeline & Roles: Who will do what, and by when?
  • Success Indicators: How will you measure engagement? (e.g., number of RSVPs, inquiries, sign-ups)
  • Feedback Loop: How will you collect feedback and adjust your approach?






3. Group Share & Commit (2 minutes)

  • Invite one representative per group to share:
    1. Your flyer’s top Strength
    2. The key Area for Growth you’ll address
    3. Your first action step when you return to school
  • Facilitator captures these commitments on a master chart to keep everyone accountable.

Thank you for your hard work over these three sessions! Remember: collaboration, inclusivity, and reflection are key to sustaining strong family engagement and effective school governance.

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Lesson Plan

Session 3 Evaluation

Guide participants in evaluating their outreach flyers using a rubric, planning distribution strategies, and reflecting on strengths and next steps to ensure effective, inclusive family engagement.

Assessing flyer effectiveness and creating a clear distribution plan helps ensure outreach materials reach diverse families, drives engagement, and fosters accountability for strengthening school governance.

Audience

Elementary Parent-Teacher Group

Time

35 minutes

Approach

Rubric-based evaluation, collaborative planning, and guided reflection.

Materials

Prep

Facilitator Preparation

10 minutes

Step 1

Introduction & Recap

5 minutes

  • Welcome participants and recap Session 2 goals: creating inclusive, actionable flyers
  • Remind groups of the key messages and target families from their Outreach Strategy Plan
  • Introduce today’s activities: evaluating flyers, planning distribution, and reflecting on next steps

Step 2

Evaluate Flyers with Rubric

10 minutes

  • Have each group exchange flyers with another group
  • Distribute the Flyer Effectiveness Rubric
  • In pairs, score each criterion and write brief notes on strengths and areas for growth
  • Regroup and discuss key insights within your original teams

Step 3

Plan Distribution Strategy

10 minutes

  • Provide each group a sheet of chart paper
  • Outline your distribution plan:
    • Channels (e.g., newsletters, social media, SMS—see Recruitment Best Practices)
    • Timeline & Roles: who will do what by when
    • Success Indicators: how you’ll measure engagement
    • Feedback Loop: how you’ll collect and act on community input

Step 4

Individual Reflection & Commitment

5 minutes

  • Distribute the Session 3 Cool-Down sheets and Post-it Notes
  • Ask participants to note one Strength and one Area for Growth for their flyer
  • Have each participant write their first action step when they return to school

Step 5

Group Share & Wrap-Up

5 minutes

  • Invite one representative from each group to share:
    1. Your flyer’s top Strength
    2. The Area for Growth you’ll address
    3. Your first action step
  • Record commitments on the master chart
  • Thank everyone for their collaboration and reinforce next steps for ongoing family engagement
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