Frequently Asked Questions- Employees/Volunteers

• What is a “traceable communications platform?” 
  • A "traceable communication platform" is a digital platform designated by the local board of education as the exclusive means for teachers, school employees, and volunteers to communicate electronically with students. The platform must allow parents/legal guardians to access and review all communications. 
• What are the approved traceable communications platforms in Woodford County Public Schools?
  • ParentSquare (StudentSquare for students)
  • Gmail, using woodford.kyschools.us domain
  • Infinite Campus
  • GoGuardian
  • Canvas
  • Google Classroom
  • ClassDojo for Districts
  • Microsoft Education Products
  • Google Workspace for Education Products, not mentioned above
• I’ve heard there is a waiver that allows me to use text message, GroupMe, and other non-traceable communications platforms. Can I just use this waiver when I need it?
  • We encourage the use of the approved traceable communications platforms in our district (i.e. Gmail, ParentSquare, StudentSquare, and Dojo); however, the waiver is available for teachers, school employees, and school volunteers to utilize.
• Can I require parents/legal guardians to complete the waiver for students in my class, team, organization, etc.?
  • No, parents and legal guardians may not be required to fill out the waiver. 
• Does the waiver provide blanket permission?
  • No, each student must have a waiver for each adult who will be communicating with them outside of the approved traceable communications platform.
  • For example, if a student has multiple chaperones on a school trip, the parent/legal guardian of that student will need to submit a waiver for each chaperone to communicate with their student outside of an approved traceable communication platform. 
  • For example, if a student has multiple coaches on their athletic team, the parent/legal guardian of that student will need to submit a waiver for each coach to communicate with their student outside of an approved traceable communications platform. 
• Where is the waiver?
  • The WCPS Consent for Outside Traceable Communications (“the waiver”) is an electronic form located on the district website.
• Can the waiver be revoked?
  • Yes, the parent or legal guardian may revoke this permission at any time through written notification to the school. 
• I run a Facebook, Instagram, and/or Twitter page for the extracurricular activity I coach or sponsor. Do I need to delete it?
  • No, however, if a student messages the account, do not open the message and engage conversation. If the message is opened, it becomes communication in a non-traceable communications platform. 
• A student or group of students run a Facebook, Instagram, and/or Twitter page for the extracurricular activity I coach or sponsor. Do they need to delete it?
  • No, however, any WCPS staff member or volunteer may not direct message these pages. 
• I have a teacher Facebook page, Instagram account, or other social media page that I use to post classroom updates, celebrations, and more. Can I still have this page?
  • Yes, however it can only be used for school-related content and can only include students who have photo permission. If you post about your personal life or family, even one time, it is no longer a school-related page. 
  • Do not direct message students on this account. 
• I have a stepchild for whom I am not a legal guardian. Do I need a waiver to communicate with them outside of an approved traceable communications platform?
  • Yes, this law has a narrow definition of a family member who has permission to contact students outside of an approved traceable communications platform. Approved family members are as follows: parent/legal guardian, brother, sister, son, daughter, aunt, uncle, or grandparent. 
  • If a teacher, school employee, or school volunteer wishes to communicate with their stepchild (for whom they are not the legal guardian) outside of an approved traceable communication platform, the waiver must be completed by the student’s parent/legal guardian. 
• I have a stepsibling or cousin who is a student. Do I need a waiver to communicate with them outside of an approved traceable communications platform?
  • Yes, this law has a narrow definition of a family member who has permission to contact students outside of an approved traceable communications platform. Approved family members are as follows: parent/legal guardian, brother, sister, son, daughter, aunt, uncle, or grandparent. 

Dos

• Do delete any current students who may be your friend or follower on social media.
  • As a general rule, you should not maintain "friend" or "follower" relationships with students on personal social media accounts. This falls outside the scope of a traceable communication system and could lead to unauthorized communication. 
  • You may only be friends or followers of students on social media if they are an approved family member or if you have a waiver for that student.
• Do acquaint yourself with our WCPS Board of Education-approved traceable communications platforms: Gmail, ParentSquare, StudentSquare, Dojo, etc.   
• Do keep following your school and the district on social media! However, when commenting, please keep posts generic.
  • For example, we recently had a student receive a perfect ACT score. An appropriate comment from a WCPS staff member or volunteer under SB181 would be as follows: “Congratulations! Impressive! 🐝👏”
  • An inappropriate comment from a WCPS staff member or volunteer under SB181 would be as follows: “Congratulations, (student’s name)! I’ve enjoyed having you in class! You’re going to do great things! 🐝👏”
  • The difference between these two examples is that the “inappropriate” comment is direct communication to a student on social media. The “appropriate” comment keeps the communication generic. 

Don’ts 

• Don’t add or accept any students as friends or followers on your personal social media unless they are an approved family member under the law or without the appropriate parent/guardian permission/waiver form being on file.
• Don’t direct message any student on any platform that is not Gmail, ParentSquare, StudentSquare, Dojo, or another approved platform unless they are an approved family member under the law or unless they have the appropriate parent/guardian permission/waiver form completed.
  • If a communication is sent to you by a student on social media or another non-traceable communications platform, ignore the message. You may use an approved communications platform to respond. 
  • For example, if a student messages you on Facebook Messenger, do not open the message. Instead, you can send them a message on StudentSquare and say, “Hello, I saw that you messaged me on Facebook, but I do not have permission to respond on that platform. Is there anything I can help you with?”
• Don’t pressure or require parents/guardians to fill out the waiver in order for their student to participate in your club, organization, or sport.

Frequently Asked Questions- Parent/Guardian

• What is a “traceable communications platform?” 
  • A "traceable communication platform" is a digital platform designated by the local board of education as the exclusive means for teachers, school employees, and volunteers to communicate electronically with students. The platform must allow parents/guardians to access and review all communications. 
• What are the approved traceable communications platforms in Woodford County Public Schools?
  • ParentSquare (StudentSquare for students)
  • Gmail, using woodford.kyschools.us domain
  • Infinite Campus
  • GoGuardian
  • Canvas
  • Google Classroom
  • ClassDojo for Districts
  • Microsoft Education Products
  • Google Workspace for Education Products, not mentioned above
• Does this law apply to family members of teachers, school employees, and school volunteers?
  • Yes, this law has a narrow definition of a family member who has permission to contact students outside of an approved traceable communications platform. Approved family members are as follows: parent/legal guardian, brother, sister, son, daughter, aunt, uncle, or grandparent. 
  • Step-parents (who are not legal guardians of their step-child), step-siblings, cousins, and any other familial relation that is not mentioned in the approved list must communicate with their family member who is a student by using an approved traceable communications platform unless the parent/legal guardian has signed a waiver. 
• Where can I see the waiver?
  • The WCPS Consent for Outside Traceable Communications (“the waiver”) is an electronic form located on the district website.
• Does the waiver provide blanket permission?
  • No, each student must have a waiver for each adult who will be communicating with them outside of the approved traceable communications platform.
  • For example, if a student has multiple chaperones on a school trip, the parent/legal guardian of that student will need to submit a waiver for each chaperone to communicate with their student outside of an approved traceable communication platform. 
  • For example, if a student has multiple coaches on their athletic team, the parent/legal guardian of that student will need to submit a waiver for each coach to communicate with their student outside of an approved traceable communications platform. 
• What happens once I complete the waiver?
  • The link to the waiver is on our website. When you click the link you are directed to the waiver on Droplet, a digital forms website. When you complete the waiver, you will receive an email. The teacher, school employee, or school volunteer whom you are giving permission will also receive an email. They will acknowledge your waiver. Once the acknowledgment is complete, you will both receive a final email. 
  • Once the final email is received, the adult with permission may contact your student outside of an approved traceable communications platform.
• Can the waiver be revoked?
  • Yes, the parent or legal guardian may revoke this permission at any time through written notification to their student’s school. 
• Am I required to complete the waiver in order for my student to participate in athletics and/or extracurricular activities?
  • No, completing the waiver is entirely your choice. 
• I volunteer in my student’s school. Does this law apply to me?
  • Yes, this law applies to school volunteers in all regards. 
  • We understand this law may feel overwhelming when you consider yourself a volunteer; however, compliance for our school volunteers is of the utmost importance. According to the law, the consequence for school volunteers in violation of the law is extremely strict.  
  • As a school volunteer, if you need to contact a student directly, it must be through an approved traceable communications platform or you must have a waiver in place from the parent/legal guardian of the student. 
  • Please note that the law applies when communicating with students even about matters that do not relate to your school volunteering. For example, if you take a student, who is not your own, to practice and you are running late, you would need a waiver in place from their parent/legal guardian in order to text that student that you are running late. 
• Does this law impact how I communicate with teachers, school employees, and school volunteers?
  • No, this law is about student to adult communication. It is not about adult to adult communication. 
• Can my student be friends or followers with their current or former teachers, coaches, or other school employees and volunteers on social media?
  • If you have completed a waiver for that adult, your student may be friends or followers with that adult on social media. 

If there is no waiver in place, teachers, school employees, and school adults may not engage with students on social media. 

A message to students:

Perhaps you have heard that a new law in Kentucky goes into effect on Friday, June 27. This law is about the communication that teachers, school employees, and school volunteers (i.e. coaches, club sponsors, and more) have with students. The purpose of this law is to protect students and to protect teachers, school employees, and school volunteers. 

Here’s what you need to know: 

• The law requires teachers, school employees, and school volunteers to communicate with students through a traceable form of communication. It’s all about making sure that all electronic messages between you and your teachers, coaches, or other school staff/volunteers are safe, clear, and can be reviewed by your parents. It means there are specific ways you should communicate with school staff digitally.
• A "traceable communication system" is a digital platform designated by the local board of education as the exclusive means for staff and volunteers to communicate electronically with students. This system must allow parents/guardians to access and review all communications. 
• Teachers, school employees, and school volunteers will use Gmail, ParentSquare, StudentSquare, and/or Dojo to communicate with you unless your parent or legal guardian has provided permission for a teacher, school employee, and/or school volunteer to communicate with you using a different platform. 
  • Your parents/guardians are informed about this option. If they choose to allow you to have permission to communicate with teachers, school employees, and/or school volunteers outside of the approved platforms, they will fill out the official waiver. 
  • You will need a waiver for each teacher, school staff, or school volunteer who communicates with you on a non-approved platform. It is not a blanket permission for all of your teachers, coaches, group leaders, etc. 
• If a teacher, school employee, or school volunteer does not have a waiver submitted by your parent/guardian and asks you to text them about soccer practice, theater rehearsal, a club meeting, or anything like these events, please politely remind them that you will need to message them on StudentSquare or email them. 
• As long as you are a student in a school in Kentucky, you may not be a Facebook friend, Instagram follower, TikTok follower, or have any other social media connection to teachers, school employees, and school volunteers. 
  • The only exception is approved family, as defined by the law, and teachers, school employees, and school volunteers who have a waiver submitted by your parents/guardians. 
• We hope you keep following your school, WCPS, your sports team, your clubs and extracurricular activities on social media! However, please know that if you direct message these accounts, you will not receive an answer since social media is not a traceable form of communication. 
  • If you have questions or concerns about something on social media, you will need to email or StudentSquare message the principal, coach, or club sponsor of the page.