Brief families and school leaders

1

Research

Why this matters, and what good looks like

A communication pack gives families and leaders the same checked project facts in language suited to each audience. The retained sources are professional guidance, not studies of this pack. PBLWorks supplies indirect project-planning context. England's DfE guidance concerns data governance and needs local interpretation. The catalogue's strong stakeholder-communication classification does not establish the effectiveness of family letters, translation or leadership summaries. No AI benefit is established. The sequence below is an authorial process choice.

PBLWorks asks teachers to plan from launch to culmination; bring that approved plan.
PBLWorks includes schedules and resources; check those facts before explaining them.
DfE calls for transparency about AI data processing; use locally approved wording where relevant.
DfE directs schools to local data-protection advice; this method excludes personal data.

Where the evidence comes from

Strong for stakeholder communication; AI benefit limited/indirect.

2

Workflow

Brief it, steer it, check it

Gather the facts you can stand behind

Use your own approved brief, calendar and student description, optionally from D04, D05 and L02. Equivalent teacher documents work. Bound this to one short pack and one language. Remove personal data before pasting.

Prompt 1 · Fact inventory

CONTEXT
Teacher materials with source IDs, versions and current verification: [materials].
REQUEST
Inventory purpose, learning value, timeline, home-support boundaries, costs, permissions, contact route, language/access conventions and any approved blank forms. Report conflicts or gaps.
QUALITY BAR
Use only supplied facts. No student or family personal data, grading, invented costs, contributions, consent, dates or policies. Unknown or stale facts stay HOLD. Do not infer that no form or cost is required. If personal data is present, return HOLD without reproducing it. No sending.
FORMAT
Table: Field | Supplied fact | Source ID/version | Status. Use SUPPLIED or HOLD. End with Human questions listing each missing confirmation; these are questions, not decisions.

Draft both audiences from checked facts

Check the inventory against originals and record corrections yourself. Include actual form requirements and approved blank wording. Draft a family letter with FAQ and a leadership summary. Do not upload completed consent forms or recipient lists.

Prompt 2 · Audience drafts

CONTEXT
Exact step 1 output: [inventory].
Teacher's explicit verification, corrections and approved source facts: [decisions].
REQUEST
Create a short family letter/FAQ and leadership summary, or improve existing wording in the decisions. Include approved blank consent/logistics forms only when explicitly required and supplied.
QUALITY BAR
Teacher decisions must explicitly approve the inventory or replace its facts. Missing approval, unresolved consequential facts or unchecked required translation means HOLD and no pack. A second model cannot verify translation. Use only approved facts; no new obligations, costs, consent, dates or policies. Preserve approved form text verbatim. Explain supplied terms plainly without inventing definitions. No PII, grading or sending.
FORMAT
If blocked: HOLD, missing evidence and human action only. Otherwise headings: Family letter; FAQ; Leadership summary; Forms; Fact trace. Under Fact trace use Claim | Source ID/version. Mark output DRAFT FOR HUMAN CHECK and state translation status.

Apply a real human language and burden check

Read the draft with a family liaison or competent colleague. Check accuracy, access and unintended burdens. Record edits explicitly. Any required translation needs an independent competent human check. If this exceeds 60 active minutes, stop and re-scope.

Prompt 3 · Checked revision

CONTEXT
Exact step 2 output selected by teacher: [draft].
Approved source facts and inventory: [facts].
Teacher and liaison decisions, exact edits, language-check scope and form decisions: [review].
REQUEST
Apply only those edits to the selected pack. Keep all required audience components and source links in the internal fact trace.
QUALITY BAR
Do not invent reviewer approval or interpret silence as consent. Missing human accuracy/access/burden review or required translation check means HOLD with no revised pack. Translation must be checked by an independent competent human, never another model. Flag edits that contradict approved facts rather than adopting them. No personal data, grading, added family contributions or sending.
FORMAT
If blocked: HOLD, missing evidence and human action only. Otherwise headings: Family letter; FAQ; Leadership summary; Forms; Fact trace; Changes. Trace columns: Claim | Source ID/version. Changes columns: Requested edit | Applied or HOLD | Reason. Mark REVISED DRAFT FOR TEACHER SELECTION; state translation status.

Audit the teacher-selected pack

Select the exact revised text yourself. Independently compare every consequential fact with originals and record your decision. Ask for a final discrepancy check. Keep communications unsent; your school's human release process remains separate.

Prompt 4 · Final comparison

CONTEXT
Exact step 3 output selected by teacher: [selected].
Approved source facts, inventory and human review record: [facts].
Teacher's explicit selection and independent checks against originals: [selection].
REQUEST
Audit the selected pack for omissions, changed facts, extra burdens, form errors and unsupported claims. Cover purpose, learning, timeline, home support, costs, permissions, contact, language/access and leadership information.
QUALITY BAR
Do not rewrite or approve the pack. Quote exact text for discrepancies. Missing evidence, stale facts, unchecked required translation or missing human checks stay HOLD. No inferred consent or invented facts. Another model cannot verify a translation. No personal data, grading or sending.
FORMAT
Table: Check | Exact selected text | Source ID/version | Finding | Human action. Findings: MATCH, HOLD or NOT APPLICABLE with supplied basis. End with Operational status: HUMAN RELEASE REQUIRED; no communication sent. List untested checks explicitly.

Check before you use it

Match every consequential fact against the approved originals, including dates, costs, permissions and contact route.
Keep family contributions within explicitly approved boundaries; never infer consent.
Confirm the family letter, FAQ and leadership summary agree.
Include only required, approved blank forms; keep completed records outside AI.
Stop for unchecked translations; a competent independent human must check them.
Check tone, accessibility and burden with a real colleague or liaison.
Keep personal data out and communications unsent until your human release process is complete.

Stop rule

Stop if translations are unchecked or AI invents dates, costs, policies, evidence or expected family contributions.

3

Reuse it

So the next one takes minutes

Suitable

Build a skill

Save this as a reusable instruction you can run on any project.

Stable drafting and comparison steps can be reused with fresh teacher materials and explicit human checks.

Not suitable

Build an agent

Chain the steps, with a checkpoint where you approve.

This bounded relationship task needs direct human decisions; recurring autonomous communication is outside scope.