Expectations

• Share the project purpose, history, context, and process. 
• Build a foundation of understanding about why the project is happening, estimated timeline, what to expect, how to stay informed, and how to be involved.
• Minimum of one annual update to the project community until the project moves to next status. Additional communications will occur for major milestones (ex: School Board action).
• Communications team included in relevant meetings for information and planning purposes (ex: FPAC, Facilities Team, etc.).
• Collaboration between Fairfax County Public Schools (FCPS), Fairfax County School Board, Fairfax County Planning Commission, and the Fairfax County Board of Supervisors.

Outcomes

• School Board updated via Monday letter with information about how to stay up to date on the project and for input around community members, businesses, and organizations
• Communicate the anticipated timeline for the start of the project and continue annually until the project moves into an active phase.
• Initiation of school leadership/project team in-person communication:
  • School-based meeting with facilities/OCCR/Regional Assistant Superintendent (RAS) to establish communication/engagement framework expectations and clarify supports.

FCPS Communication Platforms

• Website
  • Project-specific web page
  • Project email address and sign up button
• Community/School Signage
• Newsletters (multilingual)
  • FCPS This Week
  • Employee News
• Social Media
  • Facebook
  • Instagram
  • Twitter
  • YouTube
• Direct Message (eNotify) 
  • Email
  • Voice Message
  • Text

School Communication Platforms

• Website
  • Including link to school project page
• Newsletters
  • FCPS This Week
  • Employee News
• Social Media
  • Facebook
  • Instagram
  • Twitter
• Community/School Signage
• Direct Message (eNotify) 
  • Email
  • Voice Message
  • Text
• Internal
  • Talking Points
  • Toolkits

Expectations

• Bring identified publics into the process.
• Provide multiple, accessible opportunities for feedback.
• Set expectations for how feedback will be used and build trust in the engagement process.
• Communications team included in relevant meetings for information and planning purposes (ex: FPAC, Facilities Team, etc.).
• Collaboration between Fairfax County Public Schools (FCPS), Fairfax County School Board, Fairfax County Planning Commission, and the Fairfax County Board of Supervisors.

Deliverables

• Engagement will be limited to social media, client communication questions and feedback and questions directed to School Board members, the superintendent, facilities staff and the principal during this phase.
• The project will start to be a regular part of school and community meeting updates.
• Community awareness of the annual update process.
• Community awareness of where to get questions answered.

Identify opportunities or threats for the next project status phase.

Evaluation Tactics (including but not limited to)

• Assessments of transcripts and summaries from any engagement events, comments, questions or concerns
• Platform analytics (GovDelivery, Social Media, Website)
• Media analysis

Expectations

• Provide information about how to stay informed and be involved in the process. 
• Weekly project updates and next steps.
• Communications team included in relevant meetings for information and planning purposes (ex: FPAC, Facilities Team, etc.).
• Collaboration between Fairfax County Public Schools (FCPS), Fairfax County School Board, Fairfax County Planning Commission, and the Fairfax County Board of Supervisors.

Deliverables

• Project Web Page
  • Update with new phase and the engagement timeline.
  • Update with Design feedback and engagement Committee members.
  • Update contract approval and architect details
• Communication 
  • Update School Board via Monday letter with information about the next phase of the project, engagement timeline and project timeline. 
  • Draft messaging that aligns with division and school goals and priorities. 
  • Create explainer video.
  • Update/review database for project community communications (HOAs, businesses, non-profits, etc.).
  • Update community about the next phase of the project, the web page, engagement opportunities and the project email address.
  • Mail postcards with QR code to all residencies and businesses within a .5 mile radius of the project - expanded to an area according to where it makes sense
  • Distribute postcards with QR code at the end of all in-person engagement opportunities
  • Solicit participation from the community and School Board in the Design Feedback and Engagement Committee (DFEC)
  • Coordinate with school and community organizations to share messaging and engagement opportunities.

FCPS Communication Platforms

• Website
  • Bond approval and moving into planning and design tracking
• Newsletters (Multilingual)
  • FCPS This Week
  • Employee News
• Social Media
  • Facebook
  • Instagram
  • Twitter
  • YouTube
• Signage
  • Yard signs/sandwich boards when possible
  • “Thank you in advance for your support” message at the site
  • Marquee signage
• Direct Message (eNotify) 
  • Email
  • Voice Message
  • Text

School Communication Platforms

• Website
  • Including link to school project page
• Newsletters
  • FCPS This Week
  • Employee News
• Social Media
  • Facebook
  • Instagram
  • Twitter
• Direct Message (eNotify) 
  • Email
  • Voice Message
  • Text

Deliverables

• Project Web page
  • Updated with new phase and the engagement timeline.
  • Updated with Design Feedback and Engagement Committee members.
  • Updated with renderings/initial plans
  • Updated with recordings/minutes of every engagement opportunity. 
  • Updated with presentations from meetings
• Engagement Opportunities
  • 2 community meetings
  • 3 Design Feedback and Engagement Committee
    • Kick-off 
    • Schematic 
    • Design/Development phase
  • Live polling during community meetings
  • General Project Feedback Survey 
  • Outreach to specific communities with potential concerns (including HOAs, businesses, etc.)
  • Focus groups including demographic representation of the school/community
  • Open house
  • School Board 2x2
  • Staff listening sessions
  • School and community organization meetings
  • School Board work sessions and meeting
  • Fairfax County Planning Commission and Board of Supervisors meetings (as required, typically State Code 2232 or Rezoning)

Expectations for community meetings

• Virtual webinars or hybrid community meetings with pre-registration
• Minimum of two weeks notice/invitation to participants
• Presentation and all content shared in advance with the school board in the Monday letter
• All presentations used in community meetings and Design feedback and Engagement Committees (DFEC) will be posted to the website
• All meetings (community meetings/DFEC meetings) will be recorded and posted to the website within 24 hours of meeting
• Questions will be used to update the project website within 24 hours of the meeting
• Board members and superintendent will get time (one minute each maximum) at the beginning to welcome the community
• Panelists will be architects/subject-matter experts - introduced via a slide with headshots (no opening comments)
• Interpretation services will be provided for all community meetings in the languages that meet the community demographics and ASL
• Community meetings will offer live polling

Quantify support for the project.  Identify opportunities or threats for the next phase. 

Deliverables

• Engagement report (posted to the website and shared with community)
• Timeline for the next phase of the project 

Evaluation Tactics 

Note: Evaluation metrics will be determined for each individual project plan and will include project-specific measures as well as measures that show continuous improvement for all capital project engagement. 

(including but not limited to)

• Survey, poll, focus groups, staff listening sessions, feedback from results (to close at 5 p.m. 3 business days after release)
• Transcripts and summaries from engagement events
• Exit poll and/or in-program polling from engagement events.
• Platform analytics (GovDelivery, Social Media, Website)
• Media analysis

Continuous updates about the construction process.

Expectations

• How this may impact stakeholders and prepare the public for any disruptions or disturbances. Reminders of purpose, process, and opportunities to engage.
• Regular monthly updates to the project contact list to let stakeholders know what to expect.
• Communications in anticipation of unanticipated construction site issues and information about the action to take/where to direct concerns should issues occur.
• Project web page regularly updated with any issues/challenges/delays.
• Responsive communication in light of concerns/questions/queries. 
• Communications team included in relevant meetings for information and planning purposes (ex: FPAC, Facilities Team, etc.).
• Collaboration between Fairfax County Public Schools (FCPS), Fairfax County School Board, Fairfax County Planning Commission, and the Fairfax County Board of Supervisors.

FCPS Communication Platforms

• Website
• Project-specific email 
• Newsletters
  • FCPS This Week
  • Employee News
• Social Media
  • Facebook
  • Instagram
  • Twitter
• Signage
• Direct Message (eNotify) 
  • Email
  • Voice Message
  • Text

School Communication Platforms

• Website
  • Including link to school project page
• Newsletters
  • FCPS This Week
  • Employee News
• Social Media
  • Facebook
  • Instagram
  • Twitter
• Signage
• Direct Message (eNotify) 
  • Email
  • Voice Message
  • Text

Expectations 

• Notification of completion.
• Highlights from experience.
• How this will support student learning, enhance the school experience, etc. 
• Thank you to all stakeholders for support.
• Communications team included in relevant meetings for information and planning purposes (ex: FPAC, Facilities Team, etc.).
• Collaboration between Fairfax County Public Schools (FCPS), Fairfax County School Board, Fairfax County Planning Commission, and the Fairfax County Board of Supervisors.

Deliverables

• Notification of completion.
• Thank you to Bond taxpayers for funding this project.
• Thank you message with video and photos to the Planning Commission and Board of Supervisors. 
• Photos and videos of completed project (for website; to use in Bond referendum materials).

FCPS Communication Platforms

• Website
• Project email
• Newsletters
  • FCPS This Week
  • Employee News
• Social Media
  • Facebook
  • Instagram
  • Twitter
• Signage
• Direct Message (eNotify) 
  • Email
  • Voice Message
  • Text
• Media Relations

School Communication Platforms

• Website
  • Including link to school project page
• Newsletters
  • FCPS This Week
  • Employee News
• Social Media
  • Facebook
  • Instagram
  • Twitter
• Direct Message (eNotify) 
  • Email
  • Voice Message
  • Text
• Signage

Expectations/Deliverables

• Celebration of completion. 
• Invite the identified public to see finished projects - open house
• Provide opportunities for feedback.
• Stories about the impact of the project.

Available engagement and feedback tools include:

• Poll
• Survey
• Focus groups
• Community meeting with live polling (virtual and/or in-person)
• Open house
• Advisory committee
• School Board 2x2
• Listening sessions
• Media
• Social media

Report outcomes of the project.

Evaluation Tactics

Note: Evaluation metrics will be determined for each individual project plan and will include project-specific measures as well as measures that show continuous improvement for all capital project engagement. 

(including but not limited to)

• Survey, poll, feedback form results (to close at 5 p.m. 3 business days after release)
• Transcripts and summaries from engagement events
• Platform analytics (GovDelivery, Social Media, Website)
• Media analysis
• Budget analysis- ROI, cost savings, responsible stewards of funds

Web Page Element and Description & Style Guide

Hero Image

Select a picture of the rendering or a picture that helps illustrate the project goal.

Title/Teaser Title

Ex. Mosaic Elementary Capital Improvement Project

Subheading

Ex. Information about the Renovation and Additions

Teaser Text 

Take the information in the CIP description to create a brief single sentence of the project information. Ex. The Mosaic Elementary project includes renovations and additions totaling approximately 122,000 square footage consisting of classrooms, gymnasium, administration and cafeteria/kitchen expansion, and site improvements.

Introduction text

Take the information in the CIP description to create a brief paragraph of the project information. Ex. The renovation with additions totals approximately 122,000 square feet. The scope of the project includes classrooms, gymnasium, administration expansion, cafeteria/kitchen expansion, and site improvements - including a second vehicular access point for improved safety. All interior space and major systems will be renovated. The overall square footage of the building will be increased for needed program space.

Graphic/pictures in a Gallery

Create a gallery of architectural renderings, before/after, build, and completed images.

Future Events

List the next date for meeting, planning, or important phase information. Eventually move this content to the accordion of past events.

Email Buttons

One of the buttons allows members of the community to sign up for an email address to be able to push out information. Post relevant email information (link to) in the accordion of past communication/information. A second button is available for feedback.

Key Information

Include the following list of information: 

• Funding
• Anticipated Future Capacity
• Last Renovation
• Architect
• Contractor
• Current Status: (ex. Design, Planning, Construction)
• Estimated Completion

School Information

Include the following list of information: 

• Address
• FCPS Region
• Grades
• HS Pyramid
• MS Feeder
• Opened
• Title 1
• K-3 Cap
• Programs

Past Planning & Construction Information

Create accordion to store multi-year information, with as many links as possible.

Video(s)

Post any videos related to the project. Feature one and then, if needed, add to accordion above or create a list of links to store the older video content.