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Communications

FAQ & Technology Premier

How do I get added to Winterhaven's email lists?


At the beginning of the school year we distribute a Welcome packet. That packet contains a critical form you need to fill out in order to make sure you are on the email list and in the Family directory. If you miss that opportunity, you can email: admin@winterhavenschool.org to get added or removed from any of our venues.

Additionally, our email list lives on a Google Server. This enables our users to conduct their own support via self service. Once you have your user id and password, you can log in and change your password; change your forwarding address; or change the group lists you are in.


What Winterhaven email lists are available?



Where is the best place to get the most up to date PTSA news?


  • Look here for our latest PTSA update. This where we consolidate our latest announcements in one place and the quickest way to get caught up. 
  • Peruse our website at www.Winterhavenschool.org
  • Peruse our Facebook page if you want to see recent conversation.

How do I edit my email list groups?


We have a number email lists. If you want to view and change your email lists, go to google groups while you are logged into your email account. Select “my groups” from the upper left margin and you should find your groups listed along with options to leave the group.


How do I access the Winterhaven Directory?


The Winterhaven Family Directory Lives online only right now at this location. We are in need of a parent who can help us update it annually and manage a PDF or printed distribution. Until then, it lives online.

It is password required in order to protect everyone's personal information. So users must be logged in with their Winterhavenschool.org user id and password. Each tab contains a different grade. Navigate the tabs along the bottom to find the grade you are looking for.

To make changes to this directory, please email admin@winterhavenschool.org

How do I get added to Winterhaven's Facebook Community?


We have an active community and this is a good place to get caught up and to connect with other parents. Once you are logged into Facebook, simply search for “Parents of Winterhaven” and you will see the group.


Who is in the Winterhaven Facebook Community?


Winterhaven Parents. We check each request to join our community before approving them to make sure they are parents in our community. We expect parents with graduating children to leave the community when they are ready. There is also a PPS Board member or two on our list. They are part of our community also, and when they ask to join we've allowed it.


How do I provide feedback to the Winterhaven PTSA Board?


You can find out who your PTSA board is here on our website. To email a subset of the group you can use PTSA@Winterhavenschool.org.

Is the Winterhaven email censored?


Absolutely not. The only person who can ever change a message is the sender. Our interface doesn't allow any administrator to change the content of an email message and that would be agains our policies and principals.

That said, our PTSA announcement list is moderated. We surveyed parents last year who complained about the volumes of email. Based on feedback from our own community, we try to limit our announcement emails to not exceed once a day. (We've also started offering PTSA updates to help folks track critical things easier.)

Since the announcement list is moderated, that means we manage the pipleline of messages out. We are using the google queue to help with regulating our releases so we don't send out too many at once. When someone sends an email out to our announcement list, it enters a waiting queue. "Approve" is the technical term that google groups calls the action of sending an email out of the holding queue and into distribution. (It doesn't have anything to do with the judgement of approving the content of message.) Though, for PTSA business we appreciate that this queue also gives us a second chance to proof our work and make sure the links we put in our messages are correct.

The Chatter@winterhavenschool.org list is entirely unmoderated and is also not censored.


How do I get an official announcement sent out to the PTSA? How do I get additional communications support for an initiative I am working on?

A user may send an email announcement to the PTSA_all@winterhaven list at any time. That email will enter the moderated email queue. And as long as it is a legitimate announcement supporting a PTSA activity it will be sent out of the queue as soon as we are able, based on the emails already planned in the queue. You can also email the PTSA communications chair at anytime for additional planning and comms support for your initiative. Planning ahead is always better. Especially, if the PTSA already has an email planned in the queue for the day you are trying to send out. If you have something urgent you can always contact the PTSA comms chair or email admin@winterhavenschool.org.


How do I change my forwarding address?


To make any changes to your email, log into your Winterhaven school google mail account. Your user id is firstname.lastname@winterhavenschool.org. Once logged in, here are instructions for resetting your email forwarding. (Note if you already have a google account, you might need to sign out of that account or at least add a new account before following the steps in this email).


Why do I need a separate Winterhavenschoool.org email address/I.D? What is my ID?

The user id enables us to have a protected community. We use it for log in to protected areas of our web site, like our Winterhaven family directory for example. It is also your membership into our email server and google group email lists. Basically if you want to communicate online with this community, aside from in Facebook, you need a winterhavenschool.org id. Most usernames consist of firstname.lastname@winterhavenschool.org.


How do I reset my Winterhaven user id password?

Email admin@winterhavanschool.org if you need help. We are here to help!


Is there only one person who works on our Winterhaven Community tools?


No. We currently have an interim webmaster who generously supports our site. We are sorely in need of a permanent webmaster. Emails to admin@winterhavenschool.org go to both the PTSA communications chair and to the webmaster. The two roles serve to back each other up.


Can you use more help with Winterhaven Communications?


YES please! Contact admin@winterhavenschool.org! Can you help by updating content on our website or keeping our hallway bulletin board interesting? How about helping with our promotions calendar? Or helping to administrate our Winterhaven google ids? Let us know, we'd love to have you on the team!


WINTERHAVEN TECHNOLOGY PRIMER:

PPS Winterhaven Site

The official Portland Public Schools link for Winterhaven: www.pps.k12.or.us/schools/winterhaven/


Emailed Communications

Winterhaven Weekly (official school communication)

Emailed from the Winterhaven administration (Mark Sandilands, principal, and Nancy Cooper, Principal’s Secretary) to Winterhaven's parent email list (separate from the PTSA email list). 

‪Typically this is emailed on Thursday afternoons. Please send Nancy Cooper content by EOD Tuesdays to get it into Thursday's Weekly. See News from the Secretary

PTSA Bimonthly Bulletin (PTSA communication)

Emailed by the PTSA to the PTSA_all email list. If you read one thing from the PTSA this is it. It is a recap of all of our initiatives and happenings. We try to get it out every couple of weeks. Some of this is redundant from the school's email, but is not officially tied to the district. See Communications.

‪We also post a few paper copies of the bulletin in the hallway on main bulletin board for those who need them.


Synergy / ParentVue / StudentVue

Called both Synergy and Parentvue somewhat interchangeably (there is also a StudentVue login for students), this site is used by Middle School teachers to track homework, assignments, and student's mid-term and final quarterly grades. 

‪There is also an App available for both iPhone and Android devices where parents can view schedules, assignments, and emergency contact information.

The school and the district also use Synergy / ParentVue to track all student attendance, including for Elementary students. 

‪Please contact Nancy Cooper, Principal's Secretary in the Winterhaven office for any questions after getting set up with your student's login information.


Classroom.Google.com‪‬


Classroom.google.com‪ is used and managed by teachers to track homework (most kids have their own login).

This site is completely separate from the PTSA Google Groups / email initiatives.

PTSA email lists

The PTSA provides a per-grade email list so that parents can easily stay connected with each other and with what is happening in their child’s classroom. Teachers can request to be on this list, but they typically are not; they email you separately. 

‪There is also an all-school email list for parents and the PTSA to discuss events that affect families across multiple grades. There is a general agreement that we use this list sparingly and that using Reply All is discourteous

This is not the email list that the office or the district uses. Parents are added to or removed from this list by filling out the PTSA Communication Permission form that was in the Welcome packet at the beginning of the year, using the unsubscribe links at the bottom of any received classroom or all-school email, or by emailing admin@winterhavenschool.org.


You@Winterhavenschool.org (Google ID)‪‬


‪PTSA email lists are now managed by Google email / Google Groups. 

‪At the start of the school year, each parent was given a unique domain ID and a password (firstname.lastname@winterhavenschool.org). ‬

‪This User ID is required in order to make the school and classroom email lists work, but in most cases, we set up these accounts to automatically forward all PTSA email to the email address parents provided on the PTSA Communication Permission form they filled out and submitted at the start of the year. ‬

‪There have been a few exceptions due to technical conditions or admin errors – please email admin@winterhavenschool.org if forwarding doesn’t seem to be working. Additionally, a few parents aren’t in the system.‬

Our plan for this email address is to also use it as a domain login to protect certain personally identifying information on the Winterhaven PTSA website.



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