Sharing School-Wide PBIS Data With Families in Your Newsletter
Sharing behavioral data with families takes courage, particularly when the data shows challenges. But schools that share data consistently build significantly more family trust than schools that communicate only when things are going well. A principal who shares PBIS data in the newsletter twice a year, with context and a response plan, earns the credibility that makes hard conversations easier when they arise.
What data to share and what to hold back
Not all behavioral data belongs in the family newsletter. The right data to share:
- School-wide office discipline referral counts, month by month or quarter by quarter
- Year-over-year comparison to show trend
- Behavioral categories that are improving and categories that need attention
- School-wide recognition counts (how many positive acknowledgments were given this month)
- Attendance rate as a climate indicator
What to hold back: individual student data, room or grade-level comparisons that could identify specific teachers, and data that is not yet reliable enough to interpret.
Always present data with context
A raw number without context is an invitation to misinterpret. Every data point in the newsletter should be accompanied by:
- A comparison point (last month, last year, or district average)
- A brief explanation of what drove the result
- A description of what the school is doing in response
Distinguish between recognition data and referral data
The most complete picture of school behavioral climate includes both positive and negative indicators. A school that gave out 4,200 positive behavioral acknowledgments this quarter and had 87 office referrals tells a different story than a school that reports only the referrals. Include both in the newsletter.
Connect data to school-wide goals
Families who know the school's behavioral targets interpret data meaningfully. If the school's goal was to reduce repeat office referrals by 20 percent this year, and the current rate shows 14 percent reduction through March, that is a progress report families can understand. Goal plus progress is far more informative than data alone.
Thank families for their role in the results
School culture is a shared product. When behavioral data improves, the newsletter should acknowledge that family reinforcement of school expectations at home is part of what drives the improvement. When data shows challenges, acknowledge that the school-home partnership is how the school will address them.
Daystage makes it easy to include PBIS data summaries, trend charts, and response plans in a formatted newsletter that communicates transparency and keeps families informed throughout the year.
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Frequently asked questions
What PBIS data should I share with families in the newsletter?
Office discipline referral counts and trends, the most common behavioral categories generating referrals, attendance data as a school climate indicator, the number of students who have never received a referral, and recognition data. Share data that tells the whole story, not just the data that looks good.
How do I present behavioral data without alarming families?
With context and response. A number presented without context and without an action plan generates anxiety. 'Our referral rate for hallway incidents is 23 percent higher than last fall. In response, we have added a structured transition protocol and are reviewing data weekly.' The same number with context and response generates confidence.
How often should I share PBIS data with families?
At least twice per year: mid-year and end of year. Schools with strong family trust share brief behavioral updates quarterly. More frequent sharing normalizes data transparency and reduces the shock of negative trends when they appear.
How do I communicate progress without setting expectations the school cannot maintain?
Share both the trend and the goal. If your office referral rate dropped 18 percent from last year, say that. Then say what your goal is for this year. Families who understand where the school started and where it is headed interpret data differently from families who receive a single data point without trajectory.
What tool helps principals send newsletters efficiently?
Daystage makes it easy to include PBIS data charts, trend descriptions, and response plans in a formatted newsletter that communicates transparency and accountability to families.
Adi Ackerman
Author
Adi Ackerman is a former classroom teacher and curriculum writer with 8 years in K-8 schools. She writes about school communication, parent engagement, and what actually works in real classrooms.
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