The purpose of our Stakeholder Communication page is to increase the amount of communication to our WCA community members regarding Executive Board activities. This communication will be published two weeks after our regularly scheduled Executive Board Meetings.
School Communication
Windsor Charter Academy communicates with families using only the following designated communication platforms: Infinite Campus, ParentSquare, and email. These communication tools ensure consistent and timely distribution of information regarding student progress, school programs, policies, and events.
Infinite Campus
What is it? Infinite Campus, commonly referred to as IC, is a student information management system used by Windsor Charter Academy.
Who should have it? All families have an IC account - one for each parent and one for each student.
What do I find there? Windsor Charter Academy uses IC to post grades, missing assignments, class schedules, attendance, absence requests, student fees, locker numbers, household contact information, emergency contact information, and health information.
Why is it important? There are two systems critical to every WCA family: Infinite Campus and ParentSquare. Infinite Campus is used for important school functions listed above, but it is also the single source of contact information. It is imperative that families keep their contact information up to date.
Where do I learn more? Learn more about Infinite Campus here. If you have any questions, please email tammy.fagler@windsorcharteracademy.org.
ParentSquare
What is it? ParentSquare is a comprehensive communication tool used by administration, teachers, coaches, and staff to connect with families. ParentSquare is used to communicate with groups, not individuals. Depending on a user's notification settings, those posts are delivered via email, text message, or in-app notifications.
Who should have it? All families should regularly access ParentSquare. Middle and high school students have access to StudentSquare, which is a pared-down version of ParentSquare.
What do I find there? Teachers, administrators, coaches, teams, and club advisors use ParentSquare for group communication. Users can see school communication, event calendars, sign-up forms, and log their volunteer hours.
Why is it important? ParentSquare is critical for every WCA family. All school communication, including emergency communication, is sent through ParentSquare.
Where do I learn more? Learn more about ParentSquare & StudentSquare here. If you have any questions, please email sara.sanders@windsorcharteracademy.org.
WCA Email Accounts
What is it? WCA email accounts are used for general communication among families, staff, and students. Unlike ParentSquare, which is used for group communication, WCA email accounts are used for direct communication between two or more people.
Who should have it? All staff and students are issued a WCA email account.
Why is it important? WCA email accounts are used to conduct school business every day, and it is critical that students check their email regularly for updates from teachers.
Ways WCA Does Not Communicate
ParentSquare and WCA email accounts are the only school-approved methods of communication. These two systems are monitored for safety. Other forms of communication are not permitted, including:
Cell Phones and Text Messages: No one-on-one communication between staff and students is permitted via cell phone or text messaging.
3rd-Party Communication Tools: No one-on-one communication between staff and students via any 3rd-party communication tools is permitted. This includes direct messaging systems, social media platforms, or other software tools. Third-party communication platforms are prohibited unless authorized by the administration. If authorized, information about this platform will be shared with families.
How is WCA Staff Trained Regarding Communication
Windsor Charter Academy establishes, trains, and monitors clear expectations for all staff regarding communications. Staff communication is governed by Board policies, including:
All staff members:
Receive onboarding and annual training on required codes of conduct and communication protocols.
Are explicitly trained that ParentSquare and WCA email are the approved primary communication platforms for school-related messaging.
Review the staff communications policy annually and sign an acknowledgment of understanding.
Parent Communication
The purpose of the Parent Communication Pathway is to ensure that concerns, questions, and feedback from families are addressed promptly, respectfully, and at the appropriate level within the school organization. Following the pathway provided in the WCA Parent & Student Handbook helps resolve issues efficiently and supports positive relationships between families, staff, and school leadership.
Classroom/Academic Concerns
As outlined in the WCA Parent & Student Handbook, when concerns arise about student performance, the learning environment, or other areas such as social/emotional, please contact the teacher by school phone or school email. If questions or concerns still exist, then follow the chain of command.
Discipline Concerns
When concerns arise around discipline issues, please contact the teacher by school phone or school email. If questions or concerns still exist, then follow the chain of command.
Bathroom Access Legal Opinion - Scope of Work
The Executive Board–Directed Scope of Work (SOW) outlines the specific areas the Executive Board is requesting legal counsel to review and provide guidance on regarding student bathroom and locker room use, in order to ensure compliance with Colorado and federal law.
During the Work Session and Regular Session in March, the Executive Board will discuss the current SOW and refine the scope if necessary. The intent is to submit the SOW to legal counsel after the March Regular Session.
Updates on that process will be shared as they are available.
An Update on Board Refinement
The Executive Board is working on internal processes and procedures to improve how the Board as a body functions and to establish consistency in Board operations year to year.
These topics will be discussed during the March Work Session, and final iterations will be shared during the March Board meeting.
Examples include:
Refine Executive Board by-laws, officer roles and responsibilities, board meeting structure, Executive Board Committees, and Executive Board structure.
Board and Executive Director communication strategies
Delineation between Operations responsibilities and Board responsibilities
Data-driven communication to improve board meeting effectiveness
Types of Board Meetings and Their Purpose: Regular, Work, and Special Sessions
Regular Session
Purpose: To conduct official school business, make decisions, and vote on action items
What typically happens:
Approval of budgets, contracts, and policies
Review of academic performance and financial reports
Public comment period
Formal votes
Committee updates
Who can attend: Open to the public under the Colorado Open Meetings Law
Work Session
Purpose: To discuss the items scheduled for that month’s Regular Session
What typically happens:
Open discussion on monthly agenda topics
Informative presentations from WCA team members on agenda topics
An opportunity for Board members to share their data and research specific to the monthly agenda items. This provides Board members the opportunity to review all pertinent information prior to voting on the items at the following Regular Session.
Who can attend: Open to the public under the Colorado Open Meetings Law
Executive Session
Purpose: To discuss confidential or legally protected matters. This is not a standalone meeting; it is a subsection of a meeting and can be part of a Regular Session, Work Session, or Special Session.
Common reasons under Colorado law:
Personnel matters
Legal advice from the school’s attorney
Who can attend: Board members and invited individuals only. Executive Sessions are not open to the public.
Important note: No final votes or official decisions are made in Executive Session. Any action must be taken later in an open session.
Special Session
Purpose: To address specific time-sensitive or urgent matters that can’t wait until the next Regular Session
What typically happens:
Emergency decisions
Urgent staffing or financial matters
Time-sensitive compliance issues
Who can attend: Open to the public with proper notice given
