Features and Functions

The possibilities for features and functions in a Parent Portal are only limited by your imagination and your resources. And for every feature that is designed for one purpose, someone will figure out a new and different way of using it when they have a need.

One of the things the research tells us about parent engagement is that the role of parent changes somewhat as our children move through the grades. As they mature, so does the child-parent relationship mature. That is not to say that parent engagement should decline (which is what is often evidenced in our schools) but rather the nature of that engagement will change. So it is helpful to consider what is useful for ALL parents and also to consider features that may be specific to parents of children in particular grade levels and needs.

You can gather the requirements for features and functions by talking to those who will use the Parent Portal. Asking people to tell their stories is a great way to create an understanding of what the needs are^[*]. You can gather these stories in face to face conversations or online discussions.

Here are the stories of three parents (Sally, George and Alicia), a teacher (Jon), a principal (Genevieve), a finance specialist (Karl) and a school trustee (Donna). You could use their stories as discussion starters when identifying the features and functions you want to have in your Portal. The cartoons are meant to act like storyboards. You could create your own storyboards with the people in your own school or district.

The Power of Stories – Could This Be Your District?
Meet the parents and staff working together on this district’s Parent Portal. Donna Burke, Trustee; Jon Oyen, Teacher; Karl Fritsch, district staff; Sally Barrett & George Wangari, parents; Genevieve Larousse, school principal. Alicia Delmorales, a high school parent, is absent from the picture. The Parents’ Stories Here are some storyboards from the perspective of Sally, an elementary school parent, George, a middle school parent, and Alicia, a high school parent. First, let them introduce themselves. And here are a couple of stories about Sally. Each describes an idea or an issue about the Parent Portal. Other parents have also had ideas about what they would like to see in a Parent Portal. Comments from elementary school parents: I want to know what my child’s homework assignments are and the due dates. I want to know my child’s teachers better. What is their approach? What does success in their classroom look like? I want to know how well my child should be doing. This year when she entered high school, Allison’s marks dropped. Is this normal? Or should I be worried? I want to connect online with other parents – from discussions and support, to coordinating travel and child care plans. I want to help students and teachers use technology in school. Where do I start? How can I be sure that teachers know my child, and that she’s not just a number or a “bum in a seat”? Where can I learn about the approach to learning in this school? Do all the teachers teach the same way? Do all the teachers mark the same way? Can I have a say in what goes on in the classroom? Can I see ahead of time what my children will be taking in school this year? Comments from middle/junior high school parents: It just seemed to me that the younger your child is the more the school wants you involved, and as they got older it got less and less. I wanted to stay involved. I wanted to keep lines of speaking open. I was willing to receive notes, letters, phone calls or emails from the teachers. It was very hard to get teachers to answer me when I had a question or concern. I think it would benefit the school, the student and the parent if the schools would be more open to parents in higher grades. I’m finding that in the middle school the teachers are less accessible because they don’t see the same children all day and work with many different classes. I want to connect online with other parents – from discussions and support, to coordinating travel and child care plans. I want to help my children with their homework but I don’t know where to get books or lessons for extra help. I’m not familiar with what they are being taught in math or social studies. Where can I find out what cultural activities are happening at the school? Comments from high school parents: I was called to the school to meet with the guidance counsellor (this was a form call for all parents) to discuss and approve my child’s course choices. After waiting in line, my child and I sat at a table with the counsellor who said “Sign here”. No discussion, no questions. What was the point in going? I would like to connect with other parents to discuss school activities and just be more involved. This is so much different than even junior high. Comments from all parents: I have a special needs child. I would like to know more about the programs available, and to communicate more frequently with my child’s teacher and assistant. My child uses special technology to help with her learning disability. Can she access some of these programs on our home computer? Can I be more involved? We do not speak English in our home. There are so many forms – can they be online? The Teacher’s Story Here is a storyboard from the perspective of a teacher: Here are some other teacher comments: I want to post homework assignments and due dates so that I’m sure parents know what’s expected and students can’t claim they weren’t told. I want to use email to talk to parents. Telephones are great but not if you have to leave messages back and forth. I want to know how to involve parents in a more positive way. I want to conduct surveys with parents on different topics and at different times. I want to showcase student work where just parents can see it. Other times I want to showcase work for everyone to see. I want to invite parents to participate in different learning activities. I want parents to give their feedback on their child’s learning progress. The Principal’s Story Here is a storyboard from the perspective of a principal: Here are some other principal comments: I’m really challenged to get parents out to the Parent Council meetings. We’ve tried newsletters and website announcements. I worry that some parents think it is cliquey, that they won’t fit in. I want the teachers in my school to be comfortable in working with parents as partners in their child’s learning. I’m hoping that connecting online will strengthen the face-to-face communications. The Trustee’s Story Here is a storyboard from the perspective of a trustee: Here are some other trustee comments: Parents should be able to easily find the information they need online. I want to be able to survey parents. Parents should be able to contact their child’s teacher or principal online. Parents should be able to pay fees online. Parents should be able to register for school and activities. I want to use the Internet to deliver messages, information, and announcements to parents. The District Staff Story Here is a storyboard from the perspective of district staff: Here are some other district staff comments: Online payment by parents could reduce error. A connection with the tax system would let us automate the tax payment and/or rebate process. It would be great if parents could post questions that we could answer online for everyone to see. Parents could also identify what kind of information they would like to see. Unlike a regular website, the Portal should be an interactive space that parents can customize to their own needs and style. Responses to parent questions should be automated using intelligent adaptive software. In central office we have limited contact with parents. I want to be able to learn about parent’s needs and interests through the Portal.

The Power of Stories – Could This Be Your District?

Meet the parents and staff working together on this district’s Parent Portal.

Parent Portal

Donna Burke, Trustee; Jon Oyen, Teacher; Karl Fritsch, district staff; Sally Barrett & George Wangari, parents; Genevieve Larousse, school principal. Alicia Delmorales, a high school parent, is absent from the picture.

The Parents’ Stories

Here are some storyboards from the perspective of Sally, an elementary school parent, George, a middle school parent, and Alicia, a high school parent. First, let them introduce themselves.

Meet Sally an elementary school parent
Meet Alicia a high school parent

Meet George a middle school parent

And here are a couple of stories about Sally. Each describes an idea or an issue about the Parent Portal.

Jenny Changed Schools

The Carpool

Other parents have also had ideas about what they would like to see in a Parent Portal.

Comments from elementary school parents:

I want to know what my child’s homework assignments are and the due dates.
I want to know my child’s teachers better. What is their approach? What does success in their classroom look like?
I want to know how well my child should be doing. This year when she entered high school, Allison’s marks dropped. Is this normal? Or should I be worried?
I want to connect online with other parents – from discussions and support, to coordinating travel and child care plans.
I want to help students and teachers use technology in school. Where do I start?
How can I be sure that teachers know my child, and that she’s not just a number or a “bum in a seat”?
Where can I learn about the approach to learning in this school? Do all the teachers teach the same way? Do all the teachers mark the same way?
Can I have a say in what goes on in the classroom?
Can I see ahead of time what my children will be taking in school this year?

Comments from middle/junior high school parents:

It just seemed to me that the younger your child is the more the school wants you involved, and as they got older it got less and less. I wanted to stay involved. I wanted to keep lines of speaking open. I was willing to receive notes, letters, phone calls or emails from the teachers. It was very hard to get teachers to answer me when I had a question or concern. I think it would benefit the school, the student and the parent if the schools would be more open to parents in higher grades.
I’m finding that in the middle school the teachers are less accessible because they don’t see the same children all day and work with many different classes.
I want to connect online with other parents – from discussions and support, to coordinating travel and child care plans.
I want to help my children with their homework but I don’t know where to get books or lessons for extra help. I’m not familiar with what they are being taught in math or social studies.
Where can I find out what cultural activities are happening at the school?

Comments from high school parents:

I was called to the school to meet with the guidance counsellor (this was a form call for all parents) to discuss and approve my child’s course choices. After waiting in line, my child and I sat at a table with the counsellor who said “Sign here”. No discussion, no questions. What was the point in going?
I would like to connect with other parents to discuss school activities and just be more involved. This is so much different than even junior high.

Comments from all parents:

I have a special needs child. I would like to know more about the programs available, and to communicate more frequently with my child’s teacher and assistant.
My child uses special technology to help with her learning disability. Can she access some of these programs on our home computer? Can I be more involved?
We do not speak English in our home.
There are so many forms – can they be online?

The Teacher’s Story

Here is a storyboard from the perspective of a teacher:

Meet Jon

Here are some other teacher comments:

I want to post homework assignments and due dates so that I’m sure parents know what’s expected and students can’t claim they weren’t told.
I want to use email to talk to parents. Telephones are great but not if you have to leave messages back and forth.
I want to know how to involve parents in a more positive way.
I want to conduct surveys with parents on different topics and at different times.
I want to showcase student work where just parents can see it. Other times I want to showcase work for everyone to see.
I want to invite parents to participate in different learning activities.
I want parents to give their feedback on their child’s learning progress.

The Principal’s Story

Here is a storyboard from the perspective of a principal:

Meet Genevieve, a school principal

Here are some other principal comments:

I’m really challenged to get parents out to the Parent Council meetings. We’ve tried newsletters and website announcements. I worry that some parents think it is cliquey, that they won’t fit in.
I want the teachers in my school to be comfortable in working with parents as partners in their child’s learning. I’m hoping that connecting online will strengthen the face-to-face communications.

The Trustee’s Story

Here is a storyboard from the perspective of a trustee:

Meet Donna, a school trustee

Here are some other trustee comments:

Parents should be able to easily find the information they need online.
I want to be able to survey parents.
Parents should be able to contact their child’s teacher or principal online.
Parents should be able to pay fees online.
Parents should be able to register for school and activities.
I want to use the Internet to deliver messages, information, and announcements to parents.

The District Staff Story

Here is a storyboard from the perspective of district staff:

Meet Karl, a finance specialist in district office

Here are some other district staff comments:

Online payment by parents could reduce error.
A connection with the tax system would let us automate the tax payment and/or rebate process.
It would be great if parents could post questions that we could answer online for everyone to see. Parents could also identify what kind of information they would like to see.
Unlike a regular website, the Portal should be an interactive space that parents can customize to their own needs and style.
Responses to parent questions should be automated using intelligent adaptive software.
In central office we have limited contact with parents. I want to be able to learn about parent’s needs and interests through the Portal.

With your stories in hand you can describe the features and functions you need. But ifyou do not know what a Portal can do, it can be helpful to loo at what other schools and districts have implemented (see What Other School Districts are Using for examples). Then you will have a better sense of how to describe the feature you want, such as email, discussion or online fee payment.

Probably your biggest challenge will be prioritizing what should be done first. Consider releasing groups of features targeted to specific groups of end users. Or you may choose to release the features that make the most difference to your parent engagement strategy. Or you may choose to implement those features first that will save money or simplify a work flow.

Just know that you cannot do everything at once. You will need to find criteria that will help you choose. And be sure to communicate not only the decisions, but how you are making them. Knowing the criteria for decision-making will create buy-in with all your end users.

Download the Requirements Sheet template for use in recording your information.

^[*]See the Resources Section for references about using stories to define requirements.