Communication Policy Danish Public Scool & College

 DANISH PUBLIC SCHOOL & COLLEGE, BATKHELA

COMMUNICATION POLICY 2026–27

Effective Period: August 2026 – July 2027
Approved By: Principal, Danish Public School & College, Batkhela
Policy Owner: Qaisar iqbal  Public Relations & Communications Officer.

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1. Introduction

Danish Public School & College, Batkhela is committed to maintaining clear, professional, timely, respectful, and transparent communication with its students, parents, teachers, employees, visitors, government institutions, media, and the wider community.

This Communication Policy provides a structured framework for all official communication of the institution during the Academic Year 2026–27. It aims to ensure that information is communicated accurately, consistently, responsibly, and through appropriate channels.

2. Purpose of the Policy

The purpose of this policy is to:

• Establish clear standards for official institutional communication.
• Ensure timely dissemination of important information.
• Maintain consistency in the school's public image and messaging.
• Strengthen communication between the school, students, parents, staff, and community.
• Regulate the use of social media and digital communication platforms.
• Protect the privacy and dignity of students and staff.
• Ensure that all public information is accurate and appropriately authorized.
• Promote a positive, professional, and trustworthy institutional identity.
• Establish clear procedures for media relations and public statements.
• Support effective communication during emergencies and sensitive situations.

3. Scope

This policy applies to:

• Principal and school administration
• Teaching staff
• Non-teaching staff
• Students
• Parents and guardians
• Public Relations & Communications Office
• School representatives
• Official social media administrators
• Event organizers
• Any individual authorized to communicate on behalf of the institution

The policy covers communication through:

• Official notices
• WhatsApp
• Facebook
• YouTube
• Instagram
• TikTok
• School website/blog
• Printed circulars
• SMS and digital messages
• Email
• Telephone communication
• Press releases
• News coverage
• Public announcements
• School events and ceremonies
• Photography and videography
• Official correspondence

4. Communication Principles

All institutional communication shall follow the following principles:

4.1 Accuracy

Information must be factually correct and verified before publication or distribution.

4.2 Timeliness

Important information should be communicated promptly to the relevant audience.

4.3 Professionalism

All official communication must maintain the dignity, reputation, and professional image of Danish Public School & College.

4.4 Respect

Communication must be respectful, courteous, inclusive, and free from offensive, discriminatory, humiliating, or inappropriate language.

4.5 Transparency

Where appropriate, the institution shall provide clear and understandable information to students, parents, and staff.

4.6 Confidentiality

Confidential information relating to students, employees, examinations, disciplinary matters, personal records, and institutional affairs must not be disclosed without proper authorization.

4.7 Accountability

Individuals responsible for official communication are accountable for the accuracy and appropriateness of the information they release.

5. Official Communication Authority

The Principal shall remain the primary authority for official institutional decisions and major public statements.

The Public Relations & Communications Office shall coordinate and manage routine institutional communication, including:

• Public announcements
• Social media communication
• Event coverage
• Press releases
• School news
• Photographic and video documentation
• Promotional materials
• Public information
• Parent communication materials
• Institutional branding and messaging

The Communications Office shall obtain approval from the Principal or designated authority for sensitive, controversial, policy-related, or high-impact information before publication.

6. Internal Communication

Internal communication refers to communication among the administration, teachers, employees, and students.

Official internal communication may include:

• Staff notices
• Administrative circulars
• WhatsApp groups
• Meetings
• Official announcements
• Internal emails
• Departmental instructions
• Examination notices
• Academic schedules
• Emergency notifications

All staff members are expected to read and respond to official communications relevant to their responsibilities within a reasonable time.

7. Parent and Guardian Communication

The school shall maintain professional and constructive communication with parents and guardians.

Parent communication may include:

• Academic updates
• Examination schedules
• Attendance information
• School timings
• Fee-related notices
• Events and activities
• Holiday announcements
• Student performance
• Important administrative notices
• Emergency information

Parents should receive important notices through approved communication channels.

Teachers and staff should communicate with parents respectfully and professionally and should avoid discussing confidential matters in public groups.

 

8. Student Communication

Students shall receive important information through authorized school channels.

Students are expected to:

• Read official notices carefully.
• Follow instructions communicated by the administration.
• Maintain respectful communication with teachers and staff.
• Avoid spreading unverified information.
• Refrain from using institutional communication platforms for inappropriate content.
• Report misleading or harmful information to the appropriate authority.

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9. WhatsApp Communication Policy

WhatsApp may be used as an official communication channel for timely notices and announcements.

Official WhatsApp groups should primarily be used for:

• Academic announcements
• Examination information
• Schedule changes
• School activities
• Emergency notifications
• Parent information
• Administrative instructions

Members should not use official groups for:

• Political discussions
• Religious or sectarian debates
• Personal disputes
• Unverified news
• Irrelevant advertisements
• Offensive content
• Unauthorized promotional material

Important official notices should be written clearly and professionally and should include the relevant date, subject, and issuing authority where appropriate.

10. Social Media Policy

Danish Public School & College may maintain official social media platforms to promote institutional activities, achievements, academic events, student accomplishments, extracurricular activities, public announcements, and educational initiatives.

Official social media content may include:

• Student achievements
• Position holders and examination results
• Academic activities
• Sports events
• Debates and competitions
• Independence Day and national events
• Teachers' achievements
• School ceremonies
• Educational campaigns
• Workshops and seminars
• Community activities
• Institutional announcements

All official social media content should reflect the values, reputation, and educational mission of the institution.

11. Social Media Administration

Access to official social media accounts shall be limited to authorized personnel.

Official account credentials must be kept confidential and must not be shared with unauthorized individuals.

The Communications Office shall maintain appropriate administrative control over:

• Facebook
• YouTube
• Instagram
• TikTok
• Official website/blog
• Other institutional digital platforms

Where possible, official accounts should use institutional email addresses and secure authentication.

12. Student Photography and Videography

Photography and videography may be conducted during official school activities for:

• Documentation
• School archives
• News coverage
• Social media
• Website/blog
• Annual reports
• Promotional and educational purposes

Particular care must be taken when photographing or recording students.

Content that may embarrass, humiliate, endanger, or negatively affect the reputation or privacy of a student must not be published.

Sensitive student information must not be disclosed alongside photographs or videos without appropriate authorization.

13. Publication of Examination Results

Examination results and student achievements shall be published only after official confirmation by the relevant authority.

Particular care shall be taken to ensure:

• Correct spelling of students' names
• Correct grades and marks
• Correct positions
• Correct examination title
• Correct academic year
• Correct institution name

Unverified examination results must not be published on official platforms.

14. Media Relations

All contact with newspapers, television channels, radio stations, online news organizations, and other media organizations concerning official institutional matters should be coordinated through the Public Relations & Communications Office.

The Principal or an officially designated spokesperson shall provide official statements on sensitive or significant institutional matters.

Staff members should not issue statements representing the institution without authorization.

15. Press Releases

Official press releases should:

• Present verified information.
• Use professional language.
• Clearly identify the institution.
• Include the date of release.
• Provide accurate names and designations.
• Avoid exaggerated or misleading claims.
• Be approved by the relevant authority before publication.

16. Crisis and Emergency Communication

In the event of an emergency, accident, security incident, natural disaster, serious disruption, or other sensitive situation, communication shall be coordinated through the Principal and designated communication authority.

During a crisis:

1. Only verified information shall be communicated.
2. Rumours must not be repeated or published.
3. Student and staff privacy must be protected.
4. No unauthorized individual shall issue a public statement on behalf of the school.
5. Emergency instructions shall be communicated as quickly as reasonably possible.
6. Media inquiries shall be referred to the authorized spokesperson.

17. Rumours and Misinformation

Danish Public School & College shall actively discourage the circulation of false, misleading, or unverified information.

Staff, students, and parents are encouraged to verify important information through official school channels.

The institution may issue clarification notices when false information could affect students, parents, staff, or the reputation of the institution.

18. Communication During Disputes

Complaints, disagreements, disciplinary matters, and personal disputes should be handled through appropriate administrative channels.

Such matters should not be discussed publicly through:

• Social media
• WhatsApp groups
• Public posts
• Online comments
• Media outlets

Parents and students are encouraged to contact the relevant school authority for resolution.

19. Language and Tone

Official communication should be:

• Clear
• Concise
• Respectful
• Professional
• Grammatically correct
• Appropriate for the intended audience

Depending on the audience and nature of the information, communication may be issued in English, Urdu, or other appropriate local languages.

Official notices should avoid unnecessary jargon and ambiguous wording.

20. Branding and Visual Identity

All official communication materials should maintain a consistent institutional identity.

Where applicable, official materials should include:

• Danish Public School & College name
• Official logo
• Appropriate institutional colors
• Correct designation of issuing authority
• Date
• Relevant contact information

The school logo must not be used for personal, political, commercial, or unauthorized purposes.

21. Website and Digital Content

The official school website/blog shall be used to provide reliable institutional information, including:

• School news
• Announcements
• Academic activities
• Events
• Achievements
• Examination information
• Institutional updates

Website content should be reviewed regularly to remove outdated or inaccurate information.

22. Email Communication

Official email communication should use professional language and appropriate subject lines.

Staff members should:

• Use official email accounts where available.
• Avoid sending confidential information through unsecured channels.
• Verify recipients before sending sensitive information.
• Maintain professional records of important correspondence.

23. Records and Documentation

The Communications Office shall maintain an appropriate archive of important communication materials, including:

• Press releases
• Official notices
• Event photographs
• Videos
• Published news
• Major social media announcements
• Public statements
• Important circulars

Digital records should be securely maintained and backed up where practical.

24. Personal Social Media Accounts

Employees and students have the right to maintain personal social media accounts. However, they must not:

• Present personal opinions as official school statements.
• Disclose confidential institutional information.
• Publish confidential student records.
• Use the school logo without authorization.
• Publish content that falsely represents the institution.
• Share internal documents without permission.

Nothing in this section is intended to restrict lawful personal expression; it establishes expectations regarding representation of the institution and protection of confidential information.

25. Communication with Government and External Organizations

Official correspondence with government departments, examination boards, educational institutions, NGOs, media organizations, and other external bodies shall be conducted by authorized personnel.

Copies of significant external correspondence should be maintained according to institutional record-keeping procedures.

 

26. Responsibilities of Staff

Every employee of Danish Public School & College is expected to:

• Communicate respectfully.
• Protect confidential information.
• Follow the institutional chain of communication.
• Avoid spreading rumours.
• Use official channels appropriately.
• Refer sensitive matters to the administration.
• Protect the reputation of the institution.
• Report communication-related problems to the appropriate authority.

 

27. Responsibilities of the Public Relations & Communications Office

The Public Relations & Communications Office shall:

• Coordinate official communication.
• Prepare and publish approved notices.
• Manage official social media platforms.
• Document institutional activities.
• Coordinate media relations.
• Prepare press releases.
• Maintain communication records.
• Promote institutional achievements.
• Ensure consistency in institutional messaging.
• Support the administration during emergencies.
• Monitor public-facing institutional communication.

 

28. Communication Approval Procedure

Where approval is required, the following process should generally be followed:

Information/Content → Verification → Drafting → Approval → Publication/Distribution → Record Keeping

Routine notices may be issued through delegated authority, while sensitive, controversial, financial, disciplinary, legal, or crisis-related information requires appropriate administrative approval.

 

29. Prohibited Communication

The following are prohibited on official institutional platforms:

• False information
• Hate speech
• Personal attacks
• Harassment
• Defamatory statements
• Political campaigning
• Sectarian content
• Sexually explicit material
• Offensive material
• Unauthorized commercial advertising
• Disclosure of confidential information
• Unauthorized student records
• Content that compromises student safety or dignity

 

30. Monitoring and Review

The administration may periodically review official communication channels to ensure compliance with this policy.

The Communication Policy shall be reviewed annually or whenever significant changes in institutional requirements, technology, legislation, or communication practices occur.

31. Policy Compliance

All staff members and authorized representatives are expected to comply with this Communication Policy.

Failure to comply may result in appropriate administrative action in accordance with the institution's rules and applicable regulations.

32. Effective Date

This Communication Policy shall come into effect from August 2026 and shall remain applicable throughout the Academic Year 2026–27, unless amended or replaced by the competent authority.

Approved By

Principal
Danish Public School & College, Batkhela

Signature: __________________________

Date: ______________________________

Official Stamp: ______________________

Policy Owner: Qaisar Iqbal 

Public Relations & Communications Officer.
Danish Public School & College, Batkhela

Academic Year 2026–27