Email Distribution Lists for All Schools

Children's Services avoids where possible the use of e-mail as a means of mass communication with our schools. Within Children's Services restrictions have been put in place to control access to the all schools e-mail list with messages limited to those of a business critical nature. We believe that over time this has been beneficial for schools in preventing a flood of unstructured information whilst also enabling us to have some control over the quality of communications sent. At the same time we have developed the e-courier as the preferred method of communication.

We have received a number of requests recently on behalf of schools for access to the all schools e-mail list. The requests have been made to facilitate the transfer of information between schools on an area or phase basis. It has been agreed that access to the all school list will be provided through a managed service by Children's Services. The following lists have been created based on the 5 new areas and exist for heads, office and chair of governors: -

• All schools across the county
  
• All primary phase schools
  
• All secondary phase schools
  
• All schools on an area basis
  
• Primary phase schools on an area basis
  
• econdary phase schools on an area basis
  

The use of the above lists for sending e-mails will be restricted to information that is of a business nature and is: -

• Relevant to most, if not all of the schools on a specific list
  
• Used to support urgent or important communication.
  

It will not be used to transmit messages that are: -

• Advertising items for sale
  
• Personal messages
  
• Information relevant only to small groups.
  

All users emails should be kept to a minimum and should be concise. Where possible emails should be directed to specific recipients or to smaller distribution lists.

Wherever possible communications to all schools, or large groups of schools, should be published via the e-Courier. This has the benefit of developing an archive of materials; reducing data flow and giving the potential to create a searchable cross-referenced resource.

All emails must adhere to the Data Protection Act. Children's Services has published guidance to the Act which may be found at http://schools.norfolk.gov.uk/myportal/index.cfm?s=1&m=1248&p=823,index&zs=n

None of the above precludes schools from giving anybody access to their own e-mail address.

Schools may request a distribution through a specific list by contacting us at childrens.services@norfolk.gov.uk

Should you require clarification on the content of an email and it's suitability for sending to 'all headteachers' central administration staff will be happy to advise. You may contact us by telephone on 01603 222449/222376