The Ministry of Education or Public School System has a rich heritage and is the innovative leader in education in The Bahamas. Upon recognizing that this message was not being promoted and as a part of the overall approach to improve the operation of the Ministry, a number of initiatives evolved. The creation of a Communications Section from the reorganized Communications and Information units was one initiative viewed as being essential to this reformation.
The Communications section was created to articulate and disseminate the work and purpose of the Ministry, the Department and the Satellite units under its ambit, both internally and externally. The promotion of the Ministry and the support of the Minister are its major thrust and focus. It is also expected that the section would shape public opinion through the timely release of information, coordinate and execute functions, advertise and promote people, programmes and projects through ‘harmonious collaboration, given the limitations of its resources’.
VISION
To be a responsive and proactive multi-media section which ignites passion and gives expression to
the Mission, Goals and Initiatives of Education.
MISSION
The mission of the Communication Section is to enthusiastically and intelligently enhance and favorably control the effective and efficient internal and external network of the Ministry and its Departments (Education and Archives), whilst giving critical reflection to those not so desirable issues.
MANDATE
To support and enhance educational programmes and creative student learning through the use of Information and Communication Technology in order to prepare them for life in an ever-increasing technological and globalized world.
Assumptions
The Ministry would provide the Section with the necessary budgetary allocations to supply the appropriate technology to support the plan; and qualified human resources deployed to the section.
Ministry would permit Mileage Allowance for officers’ use of their vehicles in the conduct of their duties.
Ministry would permit Flexi Time as far as is practicable to ensure availability of officers at all times.
The use of the recording and editing equipment/facilities at Learning Resources Section (LRS) would be made available when required.
The use of studio at (LRS) as training ground for personnel and in the preparation of marketable students for industry as well as information conduits/liaisons throughout Ministry’s departments would be possible.
GOALS
1. To maintain an efficient Communications Section with trained personnel who convey information with positive conviction, sensitivity and enthusiasm while promoting the Ministry .
2. To solicit information and compile for internal and external dissemination in a timely manner via a Calendar of Events, documentaries and the web-site.
3. To ensure the proper organization and conduct of functions and ceremonies while providing protocol tips for the same.
4. To draft major speeches, press releases, radio announcements, radio and television production scripts, advertisements etc.
5. To develop and maintain public awareness campaigns for the dissemination of information concerning the broad and compelling organizational direction, status and progress of programme initiatives of the Minister, and to highlight, advertise and promote people, programmes and projects of the Ministry in newspapers, on radio and television.
6. To inspire the development of specific educational projects, programmes and service activities that conform to appropriate standards required by the media.
7. To address the emerging concerns and queries of the media at local, national and international sectors in an immediate and proactive manner.
8. To determine the resources available in community agencies and organizations and collaborate with them for assistance with technology integration in school programming and media access.
9. Understanding the scope of this section, develop a service attitude which fosters collaboration with other Sections.
OBJECTIVES
To identify and adequately train the personnel / team members so that they better understand and perform assigned duties for enhanced productivity.
To adhere to the administrative procedure and lines of communication put in place for dealing with the release of information from the section.
To work with Advisory Committees for both the Section and the Web-site Overview Committee to monitor and recommend changes for enhancement .
Public and Internal Information
Ensure the use of a standardized format for the drafting and dissemination of Notices, Announcements and Press Releases.
Marketing and Publicity
Information Officers assigned to liaise with schools in each New Providence and Family Island District to cover, record and videotape events including Ministerial visits and addresses thusly:
North Eastern District of N. P. (12 schools)
South Eastern District of N. P. (9 schools)
North Western District of N. P. (14 schools)
South Western District of N. P. (15 schools)
Central Bahamas (34 schools) and M. O. E. Headquarters.
Northern Bahamas (33 schools) and Southern Bahamas (40 schools).
Speech Writing
Drafts are prepared for Minister, Parliamentary Secretary and Permanent Secretary by Information Officers.
STRATEGIES
TRAINING
To maintain an efficient Communications Section with trained personnel who convey information to promote the Ministry with positive conviction, sensitivity and enthusiasm.
Coordinate and facilitate training in the areas ofProtocol, script writing, research techniques and computer applicationsfor the section members and Liaison officers at all schools.
Provide technical assistance on layout and design of promotional materials for Conferences and seminars e.g. Invitations/ Programmes, booklets and special occasion pamphlets.
COLLABORATION & PARTNERSHIPS
To determine the resources available in community agencies and organizations and collaborate with them for assistance with technology integration in school programming and media access.
Establish linkages with Media Agencies/Houses throughout The Bahamas, the Commonwealth and internationally, using Internet capabilities to maintain effective public relationships and to ensure press coverage for the Ministry et al.
Collaborate with curriculum Officers to highlight the instructional programme, vocational opportunities, cultural /heritage shows and exhibitions being conducted in schools.
Collaborate with private/independent schools, Health and Social service agencies, Police, Industry and other Government organizations on employer needs.
Work closely with Bahamas Information Services and Learning Resources Section on related projects. Utilize the Studio at LRS for Productions.
Attend regular meetings with Liaison Officers for schools to ascertain event dates and information for dissemination on same.
Provide copies of speeches for members of the press following launches and events.
PRODUCTION
To solicit information and compile for internal and external dissemination in a timely manner via a Calendar of Events, documentaries and the web site.
Create a Marketing and Communication Strategic Plan.
Announce policy initiatives as a part of public information.
Track the status and progress of policy initiatives as a part of public and internal information.
Develop and maintain a Calendar for public and Ministry Events and disseminate same to all section heads via internet.
Organize /Coordinate monthly press briefings and other special events for the Minister.
Prepare and disseminate to the print and broadcast media press releases, radio and television announcements and ads related to all events and programme launches of the Ministry and its Departments.
Draft and refine major speeches containing theme, purpose, historical/background information/ facts, statistical data, successes, challenges and anticipated results.
Develop a standardized Ministry expression of Sympathy for persons/employees losing relatives over the course of time. [This to be signed by Minister. PS or Director.]
Identify needs of target audiences and utilize production facilities at LRS for the broadcast, videography, photography and recording of events/programmes that address those needs.
Produce a quarterly Educational Newsletter which features and informs all schools in the system.
EDUCATIONAL PROJECTS
To inspire the development of specific educational projects, programmes and service activities that conform to appropriate standards required by the media.
Solicit information and research data for the preparation of attention-getting brochures on all schools and their achievements in the system.
Write scripts for info-blitzes and educational promo’s to be aired via radio, television and print media. - ‘Around The Archipelago’, Tomorrow’s People, and On The Move.
Make resources available in foreign languages – Spanish and French.
Disseminate to the press and broadcast media promotional information on the instructional programmes.
Assist with the preparation of stimulating, attractive materials with high quality graphics, colour, sound animation and simulations to compete with other preferred forms of entertainment/ education for children and parents these would also be disseminated to the press.
Write weekly/monthly feature articles, supplements, flyers, relevant cartoon strips, student profiles, teacher performances /‘best practices’, outstanding achievement and advertisements / commercial initiatives (for Television, Radio and Print Media).
Develop and maintain a library of in-house publications and educational materials (newsletters, brochures and speeches) utilizing text, data, voice and image modes which are easily accessible to the public and other officers.
Maintain a library of catalogued file footage/clippings from Newspapers, magazines, other periodicals, Internet etc.
Sustain multimedia campaigns developed by all sectors of the Ministry and its Departments to enforce educational themes and project materials that could be used to expand the school day by being offered in After-school or flexible weekend class scheduling. Topics to be considered:
Encouraging good school attendance
Appropriate behaviour modification for various settings
Proper study habits
Creating an attitude of influence
Increasing knowledge and awareness of good parenting skills
Student Government and mock legislative proceedings
Lowering dropout rates among teens
Etiquette for the new millennium
Conflict resolution and anger management
Strategies for developing a school-to-work attitude
Entrepreneurship
Create and maintain a Staff Directory for Section Heads denoting relevant contact modes. The same to be used for Government’s Official Guest List.
MARKETING & PROMOTION
Develop and maintain public awareness campaigns for the dissemination of information concerning the broad and compelling organizational direction, status and progress of programme implementation initiatives of the Minister.
Create a ½ hour Radio Show that gives continuous forum for communicating with the public and promoting Ministry events – (Friday Wrap).
Create a ½ hour Prime time TV Show for a more visual effect of the above – (Around the Archipelago).
Develop fillers and public service announcements (PSA) for periodic delayed play on ZNS TV 13 and Cable 12.
Install a dedicated phone line for immediate access and action responses to inquiries and recommendations by the public.
In collaboration, produce a comprehensive videodocumentary on ‘Education Today’ giving a broader view of the Ministry- its role and responsibilities for ‘Education in The Bahamas’ or ‘The Year in Review .
Cover events , film, interview, edit and report on or hold for ZNS broadcast all productions related to these events.
FUNCTIONS
To ensure the proper organization and conduct of functions and ceremonies and provide protocol tips for the same.
Utilize remote radio broadcast capabilities for featuring schools in far-flung areas.
Organize conferences and advise on protocol duties / seating, Rapporteurs etc. for Ministry / Department.
Maintain a current Ministry Guest List and a copy of Cabinets Order of Precedence.
To address the emerging concerns and queries of the media in an immediate and proactive manner at local, national and international levels
Research and respond, in an immediate or timely manner, to issues of concern or those of a controversial nature raised by the media.
WEB SITE
Maintain ongoing development and update of the Web-site moving to a new domain - www. moe.gov.bs
Arrange teleconferencing using satellite linkages and broadcast studio for cost-effective management of the Department i.e. meetings and teacher recruitment interviews .
Create a Web-site ‘Chat Room’ which allows for discussions and interface on issues, books etc.
ADVISORY COMMITTEES
Monitor and review the operations of the section and recommend changes to improve its effectiveness, productivity and purpose.
Advise on technological changes deemed to be necessary .
STAFF MEMBERS
PHOTOGRAPHER / CAMERAMAN
Two officers with adequate equipment to support the work of the section, ensuring that Minister is accompanied to ensure coverage and produce documentaries of visits and events.
Photographs are then archived and/or available for promotional purposes.
PRODUCER
Outline and script the productions for radio and Television.
EDITOR
Ensure the proper editing of raw footage to produce digital tapes, videotapes, quality documentaries and programmes for delayed viewing by ZNS and Cable 12.
CHAT ROOM MODERATOR
Ensures that there is on-line monitoring of the web-site at all times.
WEB MANAGER
Maintains oversight and management of the web-site.
BUDGET
To cover cost of editing requested projects, equipment, materials and supplies,
Transportation and advertising/ promotional costs.
KEY PERFORMANCE INDICATORS
Timely Press Releases, Announcements, and Speeches.
Aesthetically pleasing School Brochures
Educational Radio and Television shows and productions
Informative Newspaper feature stories
Quarterly Newsletter
CONTACT: Acting Director of Communications
Ministry of Education
P. O. Box N 3913
