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ERIC EJ1111064: "Buy-In" vs. "Allowed In": Lessons Learned in Family Engagement Program Recruitment and Retention PDF

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“Buy-In” vs. “Allowed In”: Lessons Learned in Family Engagement Program Recruitment and Retention Susan Smetzer-Anderson and Jackie Roessler Parent focus groups reveal insights about the communication, collaboration, and community buy-in needed for successful family engagement in an under-resourced urban district. All the lessons we’ve learned an after-school program. You might introducing a family engage- expect us to lament “hard-to-reach” ment program in thirty parents. You might expect us to warn “low-performing” Philadelphia against working in a school district elementary schools would easily fill facing serious, ongoing financial crises. this issue. You might expect us to That’s not what you will find here. We detail the challenges of recruiting 3,000 have too many positive and valuable low-income families to participate in takeaways to share that we have Susan Smetzer-Anderson is a communication specialist and Jackie Roessler is senior administrative program specialist at the Wisconsin Center for Education Research at the University of Wisconsin–Madison. VUE 2016, no. 44 53 learned in this rigorous work from our With support from a federal Investing district partners and astute parents. in Innovation (i3) grant,1 our project team has been implementing the FAST Here is what you will find: an honest (Families and Schools Together) discussion of our project’s family program in thirty Philadelphia schools recruitment challenges, successes, and to improve family engagement and, by recommendations; the wise insights extension, advance school turnaround. parents expressed during focus groups Our team includes the nonprofit and implications for increasing Families and Schools Together, Inc.; families’ sense of welcome in schools; the Early Childhood Education and an exhortation not to avoid but Department within the School District rather to advance into a district in of Philadelphia (SDP); and our local crisis. What better place to invest time, agency partner in Philadelphia, resources, and energy than in under- Turning Points for Children. The funded schools? Where better to learn American Institutes for Research the lessons of collaboration than (AIR) is the independent evaluator. around a table littered with thrice- revised plans? 1 For more on the i3 program, see http:// www2.ed.gov/programs/innovation/index. html?exp=0. CHALLENGES AND PROGRESS WITHIN THE FAST I3 PROJECT IN PHILADELPHIA 2012-2013 We receive a five-year, $15 The project moves forward. We serve million i3 grant to validate a targeted 531 new families. approach to reform that reduces critical 2015-2016 The next stage of FAST barriers to school success, including lack (FASTWORKS) is launched in all thirty of family engagement and family stress, in schools for first- and second-grade sixty low-performing elementary schools. families. To advance the district’s “Read The planning timeframe is reduced due to by 4th” goals,* the project team collab- required funding timelines. oratively creates a “Success in 2nd 2013-2014 A severe budget crisis in Grade” program and pilots it at twenty- Philadelphia leads to lay-offs of 3,783 nine schools. Teacher buy-in increases. SDP employees. Principals handle 2016-2017 FASTWORKS continues, and enrollment tasks and substitute as lunch the team plans to launch FAST in the monitors and classroom teachers – just as thirty control schools. Eighteen principals we launch FAST in thirty schools. Severe will require introduction to the program winter weather alters school schedules that their predecessors agreed to and changes FAST timelines. A school implement. (Success in 2nd Grade principal is indicted in a cheating scandal. program needs a new funding stream to We serve 545 families. continue.) 2014-2015 FAST continues in all thirty 2012–2016 AIR conducts a randomized schools. Of thirty principals, nine are new control trial that includes sixty elementary and need to be brought up to speed. Our schools (thirty treatment, thirty control) target audience is expanded to include and a quasi-experiment involving eight kindergarten and first-grade families. The matched school pairs. The combined team copes with tragedy as its leader in evaluation is assessing FAST impacts at Philadelphia is shot and killed while the individual and school levels. waiting at a bus stop. (A co-worker unrelated to the project is arrested.) * See http://libwww.freelibrary.org/ readby4th/. 54 Annenberg Institute for School Reform At the Wisconsin Center for Education focus on strengthening parent-child Research (WCER), we play an over- communication, building social capital, sight and assistance role. One increasing families’ comfort levels in co-author of this article (Susan schools, and improving children’s Smetzer-Anderson) has been support- behavioral skills. ing on-the-ground colleagues in FAST sessions are designed to be fun, strategizing recruitment, researching conceptually rich, developmentally parent communication preferences, appropriate, and engaging for both collaborating with AIR on focus adults and children. The program is groups, and compiling the project’s also culturally adaptable. A “special stories for dissemination. As the play” time gives parents one-on-one program manager, the other coauthor time with their children. Parents also (Jackie Roessler) has also managed two have time to meet other families and other research projects that involved discuss topics they choose, building a implementing FAST in fifty-six schools. broader support network in the Weekly conference calls, site visits, process. A shared, free meal brings and ongoing communication with our families together around the same table Philadelphia partners guide our work – a rare experience for many of them. and, together, we bridge the project to Something that surprises parents is that education stakeholders and our funders children serve their parents dinner; this at the U.S. Department of Education. not only reinforces the children’s sense As of this writing, our i3 journey is of responsibility, but parents are eighteen months from the finish line. gratified by the show of respect and see how their children can be helpful. In subtle ways, FAST draws adults and INCREASING FAMILY children closer together and at the same ENGAGEMENT THROUGH FAST time reinforces parental authority. FAST is an evidence-based family In the thirty Philadelphia schools we engagement and prevention program first worked with in 2013, we invited created in 1988 by Dr. Lynn McDonald only kindergarten students’ families to and developed through years of attend, viewing the transition to research at WCER. In the more than elementary school as an opportune twenty-five years since it was first time for families to build fresh, strong introduced, FAST has been implement- connections in the relational dimen- ed in forty-eight U.S. states and twenty sions addressed by FAST. We also countries, and the program has been aimed to recruit at least 60 percent recognized by the United Nations, the of kindergarten families to participate. U.S. Substance Abuse and Mental Once in the schools, however, we Health Services Administration, and found out that we had set ourselves the U.S. Office of Juvenile Justice and a very challenging task. Delinquency Prevention.2 The eight- session program, designed for both students and their parents, is held in CHALLENGES TO RECRUITMENT school classrooms and facilitated by AND RETENTION: LESSONS trained teams that include at least one LEARNED FROM PARENT parent leader, a school partner (either FOCUS GROUPS a teacher or school counselor), and an agency partner. The two-hour sessions Getting families in the door – and keeping them involved until the end of the program – proved much harder 2 See http://www.familiesandschools.org/ than we expected. We never made our why-fast-works/evidence-based-lists/. Susan Smetzer-Anderson and Jackie Roessler VUE 2016, no. 44 55 60 percent participation goal; the most illuminating exercises we have we averaged 22 percent, and that done. The forty-three participants fell number was achieved through along the entire spectrum of FAST intense and sustained effort. attendance. They gave us amazing, strategic insights into their situations, Did families not attend because word decision-making, and perceptions of of the program failed to reach them? their schools. Moms, dads, grandmoth- Did they feel unwelcome in their ers, and an uncle clearly identified school? Did violence in neighborhoods barriers to participating in their schools pose a threat? What about the families – and serving as volunteers – of which who came only once or twice and we were unaware. They also clarified never returned? implementation issues relevant to “ organization and buy-in. We came away from these groups with a much more nuanced understanding of – and appreciation for – the varied situations “ faced by the families and schools we Did families not attend because word are serving. of the program failed to reach them? Did Building Awareness, they feel unwelcome in their school? Did Achieving Attendance violence in neighborhoods pose a threat? Had families heard about the program? Attendees answered with a resounding “Yes.” Parents described FAST pro- gram features in remarkable detail, even if they had never attended a FAST session. They knew that the entire Yet many families that did participate family could attend; they would meet loved the FAST program. They came to other parents; they would have special every session they could manage. What one-on-one time with their child. In made them attend session after session, short, awareness of the program was even after they graduated from the high – far higher than attendance. program? Why did the program thrive Kudos go to Turning Points staff, our and gain momentum at some schools SDP partners, FAST teams, and school but limited traction at others? As a staff for successfully building aware- team we came to understand that there ness. At every school, recruitment is are at least two outreach strands to locally driven, so parents recalled consider. One is recruitment – reaching different after-school promotional out to people to extend that first events, variously hosted by teams with invitation to “come and try” FAST. The school parents, principals, and teachers. other is retention – encouraging and Pizza parties with balloons, Rita’s maintaining ongoing attendance. What Water Ice treats, school supply give- were we doing right? What were we aways, and more were held over several missing? weeks at all schools. Such events added Going straight to the parents and to a sense of welcome, as one grand- guardians was the best way to answer mother warmly reflected: “They had a these questions, so we invited parents to welcome day with water ice and focus groups facilitated by AIR in 2015. pretzels by the principal, . . . a good These focus groups included caregivers experience for my grandson.” In fact, from nineteen schools and were among during the second year, we started 56 Annenberg Institute for School Reform recruitment during summer, to build We tried to adapt program schedules to awareness and momentum going into provide more options for working the school year. All of these efforts parents. Instead of meeting right after were quite successful in raising aware- school pick-up, we scheduled some ness. But still, we didn’t achieve the meetings after 5:30 pm. A few pro- participation we wanted. grams were held on Saturdays. These changes required our district partners to reschedule rooms, compromise with Influence of Children and Teachers custodial staff, and arrange and pay for What or who seemed to elevate atten- after-hours security. In addition, such dance? Kids and teachers inviting changes required teachers to remain parents personally and repeatedly. The very late or to come to work on children, one mother said, “get you the Saturday mornings. The results? The most response.” She remembered her alternative times netted no gains. son coming home from school and Many parents said they send their saying, “If we go to FAST, we’ll get a children to schools outside their pretzel the next day. He really wanted neighborhoods for a variety of reasons, to go. And because I didn’t want him to and transportation to distant schools be left out, we went.” Across our adds complexity to their lives and also project, we observed this happening. affects how they engage in school Where teachers talked up FAST repeat- activities. Insurance liability restrictions edly, kids paid attention. Where kept agency partners from offering activities and rewards excited children, rides, and the project did not have parents responded. Children who fell in money to help with transportation. love with FAST also nagged parents to return week after week. One mother Multiple responsibilities? Working two admitted, “My son made me go back. jobs, homeless, taking care of parents, I did it to keep him happy.” helping children with homework – where does an after-school family But FAST was rewarding for parents, engagement program fit into crowded too. One participant said she was priority lists? surprised about its impact on her: And then there are parents’ perceptions I loved FAST. . . . It helped me to and sense of welcome at the school. open up, and people gravitated to Impressions of staff strengths and me. We still hang out together and competence, sincerity, willingness to socialize. I didn’t expect it to do reach out, and attentiveness emerged as anything for me. I did it for my parents discussed their schools’ various grandson. But it helped me even climates. Positive insights balanced more. concerns. Management styles, the tone of conversations in front of children, Barriers – Logistical and Perceptual and levels of organization came to the fore. A principal at one school, for Despite this impact, our attendance example, was praised as “assertive” goals went unmet. Parents shared and competent at conflict management. how program times conflicted with Parents noted principals’ efforts to work schedules, transportation was connect and know children by name. complicated, and multiple family Many also had high praise for their responsibilities – such as taking care children’s teachers, the way they made of sick family members – jostled for them feel welcome, and their efforts to priority. One mother shared, “I was communicate and problem-solve. As tired and pregnant and didn’t want to one noted, “My son’s teacher would take two busses to go back to school make comments about his day when I to do the program.” Susan Smetzer-Anderson and Jackie Roessler VUE 2016, no. 44 57 picked him up,” and that it made the activity might come to feel rote to school “feel welcoming.” parents over time. One mother who returned week after week because her It makes sense that positive experi- son loved the program reflected, “It ences fed a sense of welcome; however, would have been more engaging if it even one bad experience, or a personal could have different activities week to sense of ambivalence, fed unease. week. Changing it up would keep A principal being late for meetings left parents more interested.” Comments a mother feeling disrespected. All like this showed that not all parents parents brought up the negative had been exposed to the reasons for impacts of budget-driven staff cuts repetition – or the value of the on workloads, especially during the developmentally appropriate activities. budget crisis in 2013 (when our They would have appreciated this project launched). They noted staff information. being stretched too thin and resources being too scarce. Teachers being In addition, some FAST teams came moved to different classrooms after across as “harried” or “disorganized” the school year started – and no if they felt pressed for time – a communications being sent home problem at some schools where about the staff turnover – frustrated custodians insisted on a strict schedule parents, too. Implicitly, lack of since overtime was unavailable. One communication was linked to a lack parent noted: of welcome and a sense of dissonance. At first they ran it by the clock and For parents who feel alienated, were very professional, . . . treated introducing a family engagement us like royalty. By the end it wasn’t program alongside other school run as tightly. There were some climate improvements that meet staff changes. . . . We left early a families’ expressed needs and desires few times because it was a bit makes a great deal of sense. Parents disorganized. might otherwise view the program If a program doesn’t come across as as irrelevant. organized, parents will likely feel they are wasting their time, even disrespect- Why Some Families Came but ed: “This is two hours of my time and Didn’t Return: Importance of I have a lot to do at home.” At our Communication and Trust January 2016 project planning meeting, two of our i3 project consul- What else did our focus groups tell tants (Rutgers University’s Nancy us? First and second impressions are Boyd-Franklin and AIR’s David Osher) vitally important, but so are third, also discussed how disorganization fourth, and fifth. Consistent, high- communicates disrespect – the last quality program delivery – and clear thing we want to convey to parents. communication – earn parents’ respect and trust, with attendant results. The issues we’ve identified here are, in Unfortunately, faltering even once part, scale-up issues. We’ve learned it can lead to losing parents’ trust. is very important to revisit the basics. Communicating rationales for activi- The focus groups helped us see where ties and logistics is an easy-to-miss we need to strengthen communication. element of retention. Parents reminded For example, young children (in us why we must continually ask for particular) benefit from routine, so their input, even as we stretch to serve FAST has built-in repetition for some more families at more schools. We also activities. While activity supplies are were reminded that our good inten- refreshed and varied weekly, an 58 Annenberg Institute for School Reform tions are irrelevant: good intentions work problems out as parents. But don’t earn trust. We earn trust at every [mostly] we all get to know each meeting by showing respect for other when there’s a problem. families and staff. We earn trust by always being on time, asking for Building Parent Leaders and regular feedback about how the Refining Recruitment program is working for the school, and following through on received sugges- When parents graduate from FAST, tions. While we try to do this, there’s they might decide to become FAST always room for improvement. team members for future implementa- tions. Undoubtedly, they are the program’s most credible spokespeople. Why Some Families Returned Again But it usually takes one or two FAST and Again: Sense of Community and cycles to graduate prospective parent Student Impact leaders, which means the first year is “My kid begged me to take him to developmental within a school. The FAST.” Another parent said, “Starting first year is also key to refining FAST made [school] feel more like a messages and communication channels family. It helped relationships between for recruitment. parents, like an ice-breaker.” One dad FAST recruitment normally depends commented, “As a single dad with four on face-to-face conversations and kids, . . . FAST helped me so much – to home visits, but in Philadelphia, stop being by myself.” district safety concerns led us to rely Parents appreciated meeting other mostly on school-based interactions, families, sharing recipes, networking emails, robo-calls, and the like. We for jobs, learning about community discovered that for some people, resources, and spending one-on-one though, face-to-face communication time with their child. Parents also makes all the difference in feeling celebrated the behavior changes they invited. When asked in an informal observed in their children. One parent parent survey about how they pre- discussed how her child’s speech ferred to learn about new activities, problems improved, another how her Latina respondents specifically child, a picky eater, learned to try new highlighted face-to-face invitations. foods. This experience was a huge Their answers were related through an victory for her child, and she credited interpreter who was a FAST team a FAST team member for helping. member. We wondered, without this These and other anecdotal stories came team member who could serve as an out as parents talked, revealing interpreter, would these parents still poignant, difficult-to-statistically- have attended and shared this informa- describe program impacts. tion with us? Building bridges between parents – Qualified interpreters, strategically extending the network – is one of the selected message channels, and goals of FAST. How rewarding it was culturally relevant content and images to hear parents reflect on this! Parents in messages, events, meals, and literacy also commented on the connections are key considerations in recruitment between community building and and retention. Clearly, diverse parents problem solving. and ELL staff (or volunteer interpret- ers) are critical to involve on teams We all need to get engaged with and in designing outreach. With other parents. If we knew people Philadelphia’s high immigrant popula- before problems happen, we can tion, it’s not surprising that some of Susan Smetzer-Anderson and Jackie Roessler VUE 2016, no. 44 59 our i3 schools are mini–United Nations, The Crux of Recruitment: which meant that we translated materi- “Buy-In” versus “Allowed In” als (through the district) into Albanian, One of our key lessons is that buy-in Arabic, Chinese, French, Khmer, Nepali, is not the same as being “allowed in.” Russian, Spanish, and Vietnamese. Since In our i3 project, principals agreed to some parents also have lower levels of implement FAST several months before literacy in their home languages, we the fall 2013 launch. In the interim – also evaluated our materials to assure amid contract disputes, staff lay-offs, messages were readable at or below a and reallocations – family engagement seventh-grade level. was a priority, but so were a lot of School parents working on teams also other things. As a result, in some help refine the FAST program for the schools we were mostly allowed in; school culture, as well as help create the buy-in had to be re-initiated. the messages that resonate with other Buy-in is, at least partially, related to parents in the community. They are shared vision. Among the principals invaluable allies when navigating involved in the i3 project, some have barriers to program implementation. been very invested in FAST. These That said, planners can further principals participated actively in strengthen outreach by gathering outreach and helped us to problem- insights from representatives of as many solve, even sharing with other principals social groups in the school community why they are sold on the program as as possible. Program advocates might part of their family engagement efforts. advance this effort by systematically We also came to recognize that some conferring with school staff and school leaders were more passive in community residents with long-term interacting with us and occasionally less knowledge of the neighborhood. Which than forthcoming in collaborating with families in the school regularly attend us about how to best communicate with meetings or volunteer? Which are on parents. This leads us to wonder if the the fringe? Invitations to groups who principal’s priorities and vision may not may sometimes seem relegated to the have aligned with those of FAST in sidelines need to be specially consid- ways appropriate for the school. The ered. Who are their de facto opinion value and goals of FAST may not have leaders? Are there particular people in come across clearly, although our the school community they really district partners tirelessly advocated for identify with? Because of the impor- us. Or the financial crises impacting the tance of this task, it’s worth considering school may have simply raised the allocating time and money to set up height of obstacles on the implementa- school-based parent advisory panels to tion road. specifically inventory and reflect on the nature of school communications, Developing alignment – a shared cultures, and family involvement. understanding of goals on both sides – requires sufficient time for orientation and planning pre-launch. Just as school leaders desire clarity about how a program will serve their goals, program implementers and teams need to know how they can align the program with school goals. Gains made through a program also need to be communicated clearly so that leaders can share in the reward, their vision affirmed and 60 Annenberg Institute for School Reform enlarged. Over the longer term, buy-in with good behavior slogans and math gives a program time to develop the facts. Displayed artwork shows each traction and accrue the gains that lead student’s vibrant, imaginative side. to that sense of reward. Fortunately, Teachers in classrooms we have visited we’ve seen it happen in some schools, are creating rich learning environments, offering encouragement about what despite scarce resources. is possible. “ The Impact of District Financial Stress on School-Family Engagement “ The schools where we introduced Over the longer term, buy-in gives a FAST were described in legalese as “low-performing” (based on Annual program time to develop the traction Yearly Progress results), but we believe a more accurate descriptor is “under- and accrue the gains that lead to a resourced.” These schools are bearing the brunt of several years of budget shared sense of reward. cuts borne by the district as a result of federal- and state-level funding fluctuations. The district has made national headline news because of budget battles between the city and the Many of our focus group members Commonwealth of Pennsylvania, who praised their children’s teachers for share financial responsibility for the spending their own money to purchase district as well as lopsided policy-mak- materials for classrooms. It was ing authority. Just before we launched sobering to note that several low-in- FAST in 2013, the district was forced to come families were likewise lay off 3,783 employees and close contributing to classroom supplies out twenty-four schools due to a politically of their own pocket – to support their disputed budget shortfall (Lyman & teachers and children. With the vast Walsh 2013). Principals were filling in majority of our families living at or far as substitute teachers and lunch room below the poverty line, the school monitors and had little time to discuss district’s fiscal straits are deeply felt; the program with us. We can’t help but many families try to fill needs when wonder at the impacts of this crisis on they can. They worry about their school-level buy-in to our program. children and their schools, and they are Given this context, it might come as no not alone: According to a recent poll, surprise that we use the word “heroic” public education tops the list of con- to describe the work of some of our cerns for the citizens of Philadelphia, teacher, principal, family, and district above issues such as crime and jobs partners. Developing long-term relation- (The Pew Charitable Trusts 2015). At ships with these folks has elevated our every focus group, parents expressed appreciation for the daily demands they how much more they wanted for the face to meet students’ needs, even as they city’s children and schools. add a new family engagement program to their workload. We have stood in kindergarten classrooms crowded with more than thirty desks, where students work under the smiling gaze of Clifford- the-Big-Red-Dog and colorful banners Susan Smetzer-Anderson and Jackie Roessler VUE 2016, no. 44 61 “ many teachers would persist in over- crowded classrooms? How many principals would labor the same hours – for 16 percent less pay than they Nuanced, incremental relationship building; earned the previous year? Seemingly “ cross-cultural mingling; even bracing small successes mean a great deal in deeply challenged places. moments of mutual encouragement Through family engagement programs like FAST, we build school-based among adults who met through FAST – relationships critical to an agenda of transformation. As much as we want these encourage and motivate us. transformation to be dramatic, it is proving to be incremental, with every target school shedding light on what is required to engage families more successfully. FINAL REFLECTIONS For more on the FAST program, see So what does this mean for those of us https://www.familiesandschools.org/. trying to implement family engagement This article is dedicated to the memory programs in “low-performing,” of Kim Jones, i3 project leader at under-resourced schools in financially Turning Points for Children, whose life stressed districts? What inroads might was tragically taken on January 13, family engagement programs make, 2015. Kim was dedicated to bettering when civic decks seem circumstantially the lives of children and families in stacked? Philadelphia. Her work mirrored the The stories our focus group parents told respect and hope embedded in FAST. speak to the reasons we do this work. They also gave us insights into successes we had not heard about before, or REFERENCES counted. As a result, we’ve come to realize that authentic success has a Lyman, R., and M. W. Walsh. 2013. different look than we predicted in our “Philadelphia Borrows So Its Schools Open grant proposal to the U.S. Department On Time,” New York Times (August 15), of Education. Consider this evidence of http://goo.gl/quF7GB. parents’ growth in agency and sense of connection to their school communities: The Pew Charitable Trusts. 2015. FAST families collaborated, using their “New Pew Poll: Philadelphians View K–12 groups’ resources, to purchase Thanks- Education as Top Issue,” http://goo.gl/ giving turkeys for food boxes they efpDmQ. collected for other low-income families at their schools. Their generosity deeply affected us. How did it affect the recipients and schools? Nuanced, incremental relationship building; cross-cultural mingling; even bracing moments of mutual encourage- ment among adults who met through FAST – these encourage and motivate us. If it weren’t for these less obvious forms of success, we might ask, how 62 Annenberg Institute for School Reform

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