# data[].attributes.headline
It would be helpful to have a master list of actions before, during, and after events. Ideally, it would include samples and templates.

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It would be helpful to have a master list of actions before, during, and after events. Ideally, it would include samples and templates.

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TAL Templates for frequently created documents/emails. PHASE I - How to

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TAL Templates for frequently created documents/emails. PHASE I - How to

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TAL Communications Toolkit

Drafting and Sending Your Email:

When sharing information about an event/opportunity from an external partner, consult with managers to ensure the request aligns with division priorities.

Managers should review all communications sent to multiple recipients from the email database. TAL staff should confirm with their manager if individual outreach requires review. Communications going to more than 5 recipients should follow relevant CRT protocols.

Blind carbon copy (BCC) all external recipients when contacting multiple individuals using email addresses from OSSE’s database to prevent external access to email addresses.

Email Address Security:

Email addresses contain personally identifiable information and should be handled with care.

Do not share email addresses with internal partners outside of TAL who do not have access to the email database. If staff from other divisions need access to the database for a project, direct them to OSSE’s formal data request portal managed by The Division of Data, Assessment, and Research (DAR). TAL staff should manage emails for projects with other divisions.

TAL staff should under no circumstance share email addresses obtained directly from the database or through a request with external parties. ORAR may provide email addresses to external parties under circumstances they deem appropriate after receiving a formal data request from the external party. If there are questions about the data request process, policy, or previously submitted requests for data, please email OSSE.Datasharing@dc.gov.

If school staff email address information is unintentionally shared with external parties, immediately notify the TAL data liaison*, your manager, and OSSE.DataIncident@dc.gov via email. Refer to the OSSE data incident response plan for further information.

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How do they work? What are the rules for running a grant?

# data[].attributes.body
I wish we had time to consolidate all of the different instructions detailing the different parts of the grants process, and linking the grants manager meeting/training videos in the relevant spots.

# data[].attributes.body
There was a standard checklist for reocurring events

# data[].attributes.body
I wish there was a one pager of all parts to consider before submission.

# data[].attributes.headline
If I had more time, I would spend time creating a master list of events for the entire year w/ dates/estimated dates. 

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If I had more time, I would spend time creating a master list of events for the entire year w/ dates/estimated dates. 

# data[].attributes.headline
Live SOP so when something changes, we get started on the process correctly and go through to completion with clarity

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Live SOP so when something changes, we get started on the process correctly and go through to completion with clarity

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intentional celebrations that are scheduled in advance

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intentional celebrations that are scheduled in advance

# data[].attributes.body
How does comms team decide whether to attend an event and do the comms for us, or if we have to do our own

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Would love a folder of templates that are organized by purpose (i.e., public outreach might include press release template, newsletter blurb template, email blast templates, etc.)

# data[].attributes.subject
Would love a folder of templates that are organized by purpose (i.e., public outreach might include press release template, newsletter blurb template, email blast templates, etc.)

# data[].attributes.body
Master calendar of events and a brief description.

# data[].attributes.body
would like a social media guide

# data[].attributes.headline
expectations for what an event should look like internally and externally (the planning and the actual day of vibe)

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expectations for what an event should look like internally and externally (the planning and the actual day of vibe)

# data[].attributes.body
What kinds of things did TAL do in the past that we miss?

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Have the communications CRT approved in a "hub" and not have to post or upload them in multiple folders. (LLF, Newsletter, Bulletin, etc)

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This functional group could create a list of actions and basic steps/actions to successfully plan an event. 

# data[].attributes.subject
This functional group could create a list of actions and basic steps/actions to successfully plan an event. 

# data[].attributes.headline
Semi or fully automatized system for tracking outreach to large groups of stakeholders, i.e. all LEAs (who opens emails, who clicks on links, etc).

# data[].attributes.subject
Semi or fully automatized system for tracking outreach to large groups of stakeholders, i.e. all LEAs (who opens emails, who clicks on links, etc).

# data[].attributes.body
When we have a question about grants, who exactly do we go to? Who knows what? Sometimes, we go to one person who bounces us back to another person we’d already spoken with. A chart might be helpful here.

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What would social means in TAL?

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It is tricky to determine what celebrations we celebrate.

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For new GM'S- Timeline + expectations for developing a grant from start to finish.

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For new GM'S- Timeline + expectations for developing a grant from start to finish.

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Directions for educators about LMS + PLU's

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Directions for educators about LMS + PLU's

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TOOL: Library of flyers, announcements, and other public facing TAL docs.

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TOOL: Library of flyers, announcements, and other public facing TAL docs.

# data[].attributes.headline
Who to go to for what in OSSE /w/ ongoing updates based on transitions.

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Who to go to for what in OSSE /w/ ongoing updates based on transitions.

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How do we do city wide ads? WMATA, Buses, etc

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How do we do city wide ads? WMATA, Buses, etc

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Who are key people at OSSE in comms team and who do we reach out to for what purpose?

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Who are key people at OSSE in comms team and who do we reach out to for what purpose?

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Key Communications Contacts

Team Member

Job Title

Email Address

Contact this team member for questions about...

Theola DeBose Director of Communications & Community EngagementTheola.DeBose@dc.gov

Communications strategy

External events and public engagement

Paul Negron Deputy Director of CommunicationsPaul.Negron@dc.gov

Internal agency communications support

All-staff communications and events

Fred Lewis Press SecretaryFred.Lewis@dc.gov

Media outreach and inquiries

Writing and editing support

Veronica Colon Graphic DesignerVeronica.Colon@dc.gov

Graphic design requests

OSSE branding and logo use guidance

Brittany Allen Communications AssociateBrittany.Allen@dc.gov

Writing and editing support

Expedited communications review requests

Event Support

Arrien Banks Digital Outreach SpecialistArrien.Banks@dc.gov

Website updates

Social media management

LEA Look Forward and OSSE Wire newsletters

Event Support

Elsa Teklehymanot

Language Access Coordinator

Elsa.Teklehymanot3@dc.gov

Translation of vital documents

Language access services

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Communication process at OSSE for specific tools/documents. ex) external doc vs internal doc.

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Communication process at OSSE for specific tools/documents. ex) external doc vs internal doc.

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What types of communication requires manager review and CRT review?

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What types of communication requires manager review and CRT review?

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Comms options for launching initiatives.

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Comms options for launching initiatives.

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One can access the link below to request a website update via the OCTO portal to submit a help desk ticket.

https://octo.quickbase.com/db/bk3ii3jmv

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Templates for social media, press releases, etc. + how to get or write quotes. 

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Templates for social media, press releases, etc. + how to get or write quotes. 

# data[].attributes.headline
Other channels to advertise training/events

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Other channels to advertise training/events

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During onboarding: What does a CRT meeting look like?

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During onboarding: What does a CRT meeting look like?

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Communications Review

About Communications Review at OSSE

At OSSE, we play a unique role in sustaining, accelerating, and deepening the progress being made in DC education. One way we support our local education agencies (LEAs), community- based organizations (CBOs), childcare providers, and families in making sure all students get the education they deserve is through effective communications that help them do their best work. OSSE’s Communications Review is a service of OSSE’s communications department and ensures that materials originating from and sponsored by OSSE are well written, contextually appropriate, and audience friendly. Ultimately, we aim to ensure that:

Communications originating from OSSE are clear, actionable, accurate, well written, timely, coordinated across teams, and relevant to their intended audience.

Staff members are producing quality communication products to more effectively provide responsive, consistent, and considerate customer service to LEAs, CBOs, providers, families and the public.

Staff across the agency, through the information sharing that happens in Communications Review, are more aware of, and better able to coordinate their work across the agency.

The Communications Review Team (CRT)

The CRT is a cross-division working group that meets weekly to review materials created and sponsored by OSSE. The CRT reviews externally facing documents for content, context, structure, and grammar. The meetings, held Mondays at 1 p.m., are an opportunity for cross-divisional input and knowledge sharing. Each of our 10 divisions is represented through this team. Current division representatives are:

COS: Fred Lewis, Brittany Allen

DAR: Ben Peisch

DEL: Julia Banks

DOT: DeAndre Baker

H&W: Swetha Ramesh, Masoud House

CIO/IT: Stephanie Davis, Leah Diggs-Gnatiko

MSDC: Chelsey Christensen

K12: Robert Hanna

OGC: Carol Epstein, Catherine Wright

OPS: Raphael Park

PCE: Katherine Swanson-Palmer

TAL: Vonique Jones

To submit your documents for review, contact the member of your team listed above. You are always welcome to attend a CRT meeting! In fact, we’d love it if you sat in. Just let your division contact know that you’re interested in joining for a meeting or two.

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How can we get more notice/insight into TAL PD's, events, etc. Shared calendar?

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How can we get more notice/insight into TAL PD's, events, etc. Shared calendar?

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I wish I knew how grants and grant writing could support my work stream.

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I wish I knew how grants and grant writing could support my work stream.

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Who on our team are grant leaders? Who can provide support to new folks?

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Who on our team are grant leaders? Who can provide support to new folks?

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What is the process for writing a grant?

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What is the process for writing a grant?

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Who reports out on grants for TAL as a division to OGMC?

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Who reports out on grants for TAL as a division to OGMC?

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Who is responsible for the different types of grants? 

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Who is responsible for the different types of grants? 

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What grants does TAL already have that may need improvement?

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What grants does TAL already have that may need improvement?

# data[].attributes.headline
Grant managers to network/meet regularly to share practice and raise common issues and concerns.

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Grant managers to network/meet regularly to share practice and raise common issues and concerns.

# data[].attributes.headline
FAQ w/ focus on pitfalls/areas to keep an eye out

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FAQ w/ focus on pitfalls/areas to keep an eye out

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How does TAL engage with other agency events? (e.g. DCPS, non-profits)?

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How does TAL engage with other agency events? (e.g. DCPS, non-profits)?

# data[].attributes.headline
This functional group could create a set of procedures for creating events

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This functional group could create a set of procedures for creating events

# data[].attributes.headline
Create events that bring TAL together to discuss key things going on.

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Create events that bring TAL together to discuss key things going on.

# data[].attributes.headline
Process for notifying leadership when they are needed @ events (e.g. Superintendent)

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Process for notifying leadership when they are needed @ events (e.g. Superintendent)

# data[].attributes.headline
More information about how to secure space/host events at locations other than Gallaudet 

# data[].attributes.subject
More information about how to secure space/host events at locations other than Gallaudet 

# data[].attributes.headline
How many/when are TAL/OSSE events? Is there an event calendar for the year?

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How many/when are TAL/OSSE events? Is there an event calendar for the year?

# data[].attributes.headline
A flowchart. How to organize events, contacts and resources. 

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A flowchart. How to organize events, contacts and resources. 

# data[].attributes.headline
Calendar of events and previous events with location/manager/goal.

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Calendar of events and previous events with location/manager/goal.

# data[].attributes.headline
What is the process for reserving space for stakeholder events at OSSE HQ?

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What is the process for reserving space for stakeholder events at OSSE HQ?

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How can we create staffing models for events so participation is fairly/equitably distributed? 

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How can we create staffing models for events so participation is fairly/equitably distributed? 

# data[].attributes.headline
Engaging with LEA's>reaching out and proving TA and developing/designing programs. 

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Engaging with LEA's>reaching out and proving TA and developing/designing programs. 

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PLU's +process. Special pay requests (would this live in another group)

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PLU's +process. Special pay requests (would this live in another group)

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Dedicated cross-team time for social events

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Dedicated cross-team time for social events

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Can we create a DEI committee within TAL? ("YES +1" written on this person's sticky note from another team member)

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Can we create a DEI committee within TAL? ("YES +1" written on this person's sticky note from another team member)

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Can we make more social groups for personal interests?

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Can we make more social groups for personal interests?

# data[].attributes.headline
What is the mission for social events on the TAL team?

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What is the mission for social events on the TAL team?

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Create flat annual donation to fund (optional) (ask K-12 how their events committee works)

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Create flat annual donation to fund (optional) (ask K-12 how their events committee works)

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Monthly events that drive authentic engagement across our team

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Monthly events that drive authentic engagement across our team

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Why are we less fun than the 6th floor? Boo.

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Why are we less fun than the 6th floor? Boo.

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Would like to get more information - what makes the 6th floor fun? what do they do etc.

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outside of hours or outside of the building during work hours or semi both????

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For party, create min. standard gift/format for farewell parties, bridal. baby shower, etc. Of course, final event should be okay w/ person being celebrated. 

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For party, create min. standard gift/format for farewell parties, bridal. baby shower, etc. Of course, final event should be okay w/ person being celebrated. 

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How exactly does this group tie into our every day work environment?

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How exactly does this group tie into our every day work environment?

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Examples of items/resources/plans that need to go through the procurement process 

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Examples of items/resources/plans that need to go through the procurement process 

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What can I buy with p-card? What am I never allowed to purchase at OSSE?

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What can I buy with p-card? What am I never allowed to purchase at OSSE?

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Is there a tracker for TAL PO's status/spend-down?

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Is there a tracker for TAL PO's status/spend-down?

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What is TAL's overall budget and how is the money allocated?

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What is TAL's overall budget and how is the money allocated?

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If I had more time I'd want to create a simple processing sheet w/ steps on procurement 

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If I had more time I'd want to create a simple processing sheet w/ steps on procurement 

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DV vs DIFS vs procurement package. All different funding vehicles 

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DV vs DIFS vs procurement package. All different funding vehicles 

# data[].attributes.headline
Strategies for paying individuals $20 is k

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Strategies for paying individuals $20 is k

# data[].attributes.headline
Guidelines for procurement and resources for procurement 

# data[].attributes.subject
Guidelines for procurement and resources for procurement 

# data[].attributes.headline
Who is the POC within TAL for questions regarding contracts or PO's

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Who is the POC within TAL for questions regarding contracts or PO's

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FAQ w/ focus on pitfalls/areas to keep an eye on

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FAQ w/ focus on pitfalls/areas to keep an eye on