E-Train Policy
The purpose of the E-Train is to disseminate school-related information from Bullis School faculty and administration, as well as from the Parents Association, to the Bullis parent community via e-mail.
Appropriate use of the E-Train includes, but is not limited to:- School meeting announcements
- Parent education events at Bullis or co-sponsored at other schools
- Emergency information
- Gala
- Fine arts, choral and athletic programs
- School grade and/or division announcements
- Network meetings
- Requests for volunteers for school-related activities
- Bullis community service information
The E-Train is for the use and convenience of Bullis parents, students, faculty and staff and, as such, all information must be school related and of general interest to the majority of recipients.
The E-Train cannot be used to send out personal announcements, information unrelated to being a parent or a student at the school or advertisements unrelated to approved fundraising for the school. E-mail addresses cannot be used for any commercial, political or advocacy purposes.
The E-Train will be administered centrally by one person on the Bullis staff. Parents are requested to notify the E-Train administrator of any changes in their primary e-mail address.Use of E-Train
Principals and administrators can directly submit an announcement for the E-Train following the guidelines included in this policy.
Parents Association e-mails must be approved by, or come from, a committee chair on the Parents Association Board. Parents wanting to submit something for the E-Train that falls outside a specific committee can do so by contacting the Parents Association Board secretary who can determine if it falls under the usage guidelines for the E-Train.
Faculty should have the appropriate principal or administrative director approve their submission. Students desiring to send out information to the parent body via the E-Train must have the division principal approve and submit the message for them.Frequency of E-mails
A weekly E-Train newsletter will be sent out Monday afternoons (or Tuesdays following Monday holidays). The E-Train will include a list of calendar dates for the upcoming two weeks. As a general rule, information included in the weekly E-Train will be limited to two e-mails per topic/event/announcement in any one month. Information for the weekly E-Train should be no longer than ten lines.
Parents Association e-mails which are grade specific will be sent out by the grade coordinator/room parent and will follow the guidelines outlined in this policy.E-mail Format
All information to be transmitted must fit within the body of the e-mail. Attachments cannot be sent due to the risk of transferring a virus and the inability/difficulty of attachments being downloaded.
Each e-mail needs to include the name, phone number and e-mail address of a contact person where responses should be directed.Submitting an E-mail
Format the material exactly as you would like it to go out to the community. E-mail your message to the Development Office administrative assistant, with specific instructions on timing and target audience.
E-mails can be sent to the parents in a specific grade (i.e., seventh grade); a specific division (i.e., Upper, Middle or Lower School); or to all grades. E-mails pertaining to all grades will be included in the weekly E-Train sent out on Monday afternoons.
All e-mails for grades or divisions should be submitted at least 48 hours prior to distribution, or by noon on Fridays for the Monday E-Train newsletter. In the event of an emergency, please contact the Development Office administrative assistant by phone, 301-983-5709 (office).