Capital Projects - Communications & Engagement
Framework and Overview
Overview
Capital projects are an opportunity to foster trust and strengthen relationships between the community and FCPS. This framework establishes consistent, robust communication and engagement, with adaptations for individual school community and project needs.
Capital projects go through four phases from approval to completion. The following outlines the communication and engagement opportunities within each phase.
Informing the Public
Information and updates will be provided in multiple languages using various delivery platforms, based on the school community.
Communication content:
- Capital project design and construction process
- Benefits to students, families, staff, and community
- Engagement opportunities and process
- How feedback is used and division response to community feedback
- How to remain informed
Communication platforms:
- Project Web Pages featuring project status, plans, engagement and feedback opportunities, notice of scheduled or projected future meetings, records of past meetings, news, and more.
- Project Mailing Lists with sign-up options available at each engagement event, in every project communication, and via the project webpage.
- Direct email (school, school board members, project mailing list).
- Newsletters (school, school board members).
- Social media (school, school board members).
- Print materials (mailed postcards, handouts at events and schools).
- Coordination with key communicators in the community.
Engaging the Public
Engagement and feedback strategies are developed based on the school community profile and project scope, and accommodate the community’s language and accessibility needs.
Feedback and engagement opportunities may include:
- Polls
- Surveys and questionnaires
- Focus groups
- Community meetings
- Open houses
- Advisory committee membership
- Social media
- Specific project email lists
The ways in which public comment and feedback are used will vary for each project and project phase. A description of how feedback will be used and the extent to which changes can be incorporated will be included in messaging.
Engagement Standards and Expectations
Multilingual Engagement
Correspondence languages at or above 1% of the school community are considered key publics. Language interpretation and translation will be provided and targeted outreach conducted.
Neighborhood Engagement
Neighbors, businesses, and community organizations (including HOAs, Civic Associations, etc.) within a one mile radius of the school will be identified as key publics for outreach. Print materials, signage, and targeted outreach will be implemented to bring these stakeholders into the conversation.
Event Notifications
Event information will be shared with all key publics identified in the project within two weeks (minimum) of the event date. Information will be translated and delivered through all available channels for maximum impact.
Community Meetings
The public can expect community meetings to follow the same basic agenda - a presentation by FCPS staff and the project team followed by a question and answer period.
Topics that will be discussed at these meetings include:
- The project scope - in earlier phases this will include the design and highlight specific features of the project, as we move into construction the meetings focus on what to expect through construction and how school operations will continue.
- Current project status
- What’s coming up next
- Plans for parking, bus and kiss and ride traffic, continuity of learning
- How to give feedback
- Where to get more information
Phase 1: Project Approval
Starts when the School Board votes to approve a project in the CIP. This can be 10+ years prior to the project moving into the Planning/Design Phase or when site acquisition takes place.
- Community Meetings (in-person preferred)
- First meeting scheduled as quickly as possible when the project is approved, pending school schedule/calendar, and before Planning Commission meetings/action.
- An additional meeting may be scheduled to address any concerns or questions emerging from the first meeting.
- Online Feedback Form (open for two weeks from date of community meeting)
- Design Feedback and Engagement Committee (new projects)
- Land Use Committee Meeting (if necessary)
- Planning Commission Public Hearing (for 2232/Land Use applications, if necessary)
- Board of Supervisors Public Hearing (if necessary)
Public feedback during the approval phase is used to measure community interest and concerns, and provide preliminary input on how the project can meet needs. The public will have opportunities to provide feedback at FCPS meetings, land use meetings, and County Planning Commission meetings. Public feedback at Board of Supervisors meetings may occur as required.
- Families, Students, Staff, Community Members and Neighbors
Sign up for the project email list, bookmark the project webpage, provide feedback and ask questions, and attend FCPS and Fairfax County informational meetings.
- School
Host school-based informational meetings; share information via webpage, newsletters, emails, etc.
- Fairfax County Public Schools
- Department of Facilities and Transportation- Define project and share information with School Board Members, County Officials, OC and CR.
- Community Relations- Create and share project engagement plan for collaboration, launch project web page with email list sign up, responsible for creating and distributing project messaging and providing schools and school board with communication.
- Fairfax County School Board
- Magisterial Member- Collaborate with CPDC, FPAC and staff, Planning Commission, and Magisterial Supervisor to review the engagement plan, set engagement expectations, and receive and share updates.
- At-large Members- Receive and share updates.
- Fairfax County
- Planning Commission- Collaborate with School Board Members, FCPS staff, and Board of Supervisors to review the engagement plan, set engagement expectations, and receive and share updates.
- Board of Supervisors- Engaged in the process as required.
Phase 2: Planning/Design
Starts when the funding for a project planning/design has been allocated through the School Bond Referendum (every two years).
This is a key timefor public input on the project design.
- Community Meetings (in-person preferred)
- First meeting typically 9-12 months from project start
- A second meeting may be held to update on feedback and any changes (generally one month after first meeting)
- Online Feedback Form (open for two weeks from date of community meeting)
- Design Feedback and Engagement Committee Meetings (at least three during this project phase)
Public input/comment on design will be accepted up to the two-weeks following the second community meeting. Major changes at that point would cause significant cost increases and delays in project timelines.
- Families, Students, Staff, Community Members and Neighbors
Provide input: community meetings, online feedback form on the project webpage.
- School
Host community meetings and continue to share information with the school community. Receive and share updates.
- Fairfax County Public Schools
- Department of Facilities- Plan and facilitate at least two community meetings (with OC and CR).
- Community Relations- Plan and facilitate at least two community meetings (with Facilities), maintain the project webpage, responsible for creating and distributing project messaging and providing schools and school board with communication.
- Fairfax County School Board
- Magisterial Member- Collaborate with CPDC, FPAC and staff, Planning Commission, and Magisterial Supervisor to attend and support at least two community meetings. Coordinate outreach for public meetings (ex: 2232 or rezoning). Receive and share updates.
- At-large Members- Attend community meetings when possible, and receive and share updates.
- Fairfax County
- Planning Commission- Collaborate with School Board Members, FCPS staff, and the Board of Supervisors to attend and support at least two community meetings. Coordinate outreach for public meetings (ex: 2232 or rezoning). Receive and share updates.
- Board of Supervisors- Engage in the process as required.
Phase 3: Project In Process - Construction
Starts when the funding for project construction has been allocated through the School Bond Referendum (every two years ).
- Community Meetings (in-person preferred)
- One meeting prior to start of construction to notify community
- Subsequent meetings for phase transitions and as needed to address changes and/or concerns
- Online Feedback Form (open for two weeks from date of community meeting)
Public feedback during construction is used to determine impact of construction on community and awareness of any concerns.
- Families, Students, Staff, Community Members and Neighbors
Provide feedback via the online feedback form on the project webpage.
- School
Host community meetings. Receive and share updates.
- Fairfax County Public Schools
- Department of Facilities- Monitor construction process and public feedback. Share information and updates.
- Community Relations- Keep the project webpage updated (with support from Facilities), monitor public feedback, responsible for creating and distributing project messaging and providing schools and school board with communication.
- Fairfax County School Board
- Magisterial Member- Receive and share regular updates with constituents.
- At-large Members- Receive and share updates as appropriate.
- Fairfax County
- Planning Commission- Receive and share regular updates with constituents.
- Board of Supervisors- Receive and share regular updates with constituents.
Phase 4: Project Completion
Starts when specific major phases of the project have been deemed complete, through occupancy.
- Celebration of Completion
- Online Feedback Form- Entire experience (open two weeks after celebration event)
Public feedback after completion lets us know how the entire project impacted the community and ways we can continue to improve.
- Families, Students, Staff, Community Members and Neighbors
Provide feedback about the entire experience. Attend the Celebration of Completion.
- School
Host the Celebration of Completion and any additional events to mark the occasion.
- Fairfax County Public Schools
- Superintendent - Attend Celebration of Completion and provide remarks.
- Department of Facilities- Notifies FCPS staff, school board, and county officials of completion date. Assists Community Relations with planning Celebration of Completion.
- Community Relations- Plan and facilitate Celebration of Completion. Update the project webpage with celebration coverage. Collects public feedback and shares with Facilities and Transportation, school board, and county officials. Responsible for creating and distributing messaging and providing schools and school board with communication.
- Fairfax County School Board
- Magisterial Members- Attend the Celebration of Completion, and provide remarks. Share news of completion with constituents.
- At-large Members- Attend the Celebration of Completion and provide remarks.
- Fairfax County
- Board of Supervisors- Attend the Celebration of Completion, and provide remarks. Share news of completion with constituents.
- Planning Commission- Attend the Celebration of Completion.
Project Changes
A significant change to the project after it has been presented to the public, in any phase of the process.
- Community Meeting (in-person preferred)
- Scheduled as quickly as possible when change is identified.
- Online Feedback Form (open for two weeks from date of community meeting)
- Prompt Messaging (delivered by Communications and Community Relations)
- Scheduled as quickly as possible when change is identified.
Public feedback during significant changes is used to measure community interest and concern, and will indicate the level of follow up needed.
- Project Webpage- Updated with change and supporting information in a prominent location.
- Message- Office of Communication (working with Community Relations) to send a message via eNotify notifying the public about the change, supporting information, linking to the web page and feedback form, and announcing the date/time of a community meeting.
- Community Meeting- Inform the community about the change, how this impacts the project, questions and answers. In-person meetings are preferred.Virtual meetings will be considered on a case-by-case basis.
- Feedback Form- An online feedback form will be live for two weeks following the community meeting. Feedback will be delivered to Facilities staff for analysis.
Capital Project Web Pages
Every capital project will have a dedicated webpage for information and resources including:
An overview / landing pagethat will highlight:
- The guiding principles
- Our commitment to engagement
- The Approved CIP
- The queue for funded projects
- Information about how to get in touch/stay in touch
- Important public information such as upcoming CIP work sessions to help community stakeholders access and understand the engagement process.
A series of web pages dedicated to specific projects:
- Outlined as thumbnails with clear demarcation of the project’s phase (planning; design; construction; completion) for easy accessibility
- Templated web pages for each project to keep the public informed of the details and progress of the project (upcoming engagement opportunities; recordings of past engagement sessions, work sessions and relevant board meetings; videos and renderings of the project; details of the architects, approved funds, costs, changes and progress etc.)
Web Page Element and Description & Style Guide
Hero Image
Select a picture of the rendering or a picture that helps illustrate the project goal.
Title/Teaser Title
Ex. Mosaic Elementary Capital Improvement Project
Subheading
Ex. Information about the Renovation and Additions
Teaser Text
Take the information in the CIP description to create a brief single sentence of the project information. Ex. The Mosaic Elementary project includes renovations and additions totaling approximately 122,000 square footage consisting of classrooms, gymnasium, administration and cafeteria/kitchen expansion, and site improvements.
Introduction text
Take the information in the CIP description to create a brief paragraph of the project information. Ex. The renovation with additions totals approximately 122,000 square feet. The scope of the project includes classrooms, gymnasium, administration expansion, cafeteria/kitchen expansion, and site improvements - including a second vehicular access point for improved safety. All interior space and major systems will be renovated. The overall square footage of the building will be increased for needed program space.
Graphic/pictures in a Gallery
Create a gallery of architectural renderings, before/after, build, and completed images.
Future Events
List the next date for meeting, planning, or important phase information. Eventually move this content to the accordion of past events.
Email Buttons
One of the buttons allows members of the community to sign up for an email address to be able to push out information. Post relevant email information (link to) in the accordion of past communication/information. A second button is available for feedback.
Key Information
Include the following list of information:
- Funding
- Anticipated Future Capacity
- Last Renovation
- Architect
- Contractor
- Current Status: (ex. Design, Planning, Construction)
- Estimated Completion
School Information
Include the following list of information:
- Address
- FCPS Region
- Grades
- HS Pyramid
- MS Feeder
- Opened
- Title 1
- K-3 Cap
- Programs
Past Planning & Construction Information
Create accordion to store multi-year information, with as many links as possible.
Video(s)
Post any videos related to the project. Feature one and then, if needed, add to accordion above or create a list of links to store the older video content.
Building Our Future: Capital Project Status this web page contains links to the current capital projects.
Engagement Process for Capital Improvement Program
The Capital Improvement Program (CIP) is updated annually and identifies projects such as new construction, capacity enhancement, renovation, and potential site acquisitions. Capital projects are funded by taxpayer-approved bonds in two parts- funding for planning and design and funding for construction.
Fall
FCPS Facilities Team
FPAC
Other Advisory Groups
- Create list of new priorities
- Prepare annual update (Proposed CIP)
December
School Board
Public Meeting - Proposed CIP presented
January
School Board
Public Hearing
February
School Board
Work Session
Regular Meeting - Vote
February - March
Planning Commission
- Committee Meeting
- Workshop / Public Hearing
- Mark-Up (Carryover if needed)
- Committee Meeting
- Mark-Up
April
Board of Supervisors
Public Hearing
May
Board of Supervisors
Mark-Up/CIP Adoption
May
School Board
Approves Bond Resolution
June
Board of Supervisors
- Approves County bond resolution on behalf of School Board
- Files with the Circuit Court for inclusion on November ballot
July
School Board
Appointed citizen committee begins work with NOVA Chamber of Commerce to promote Bond
November
Citizens
Vote on Bond in November election and early in-person and absentee voting
A Capital Project can take up to and more than 10 years from CIP approval to building occupancy. The initial bond will request funding for design, a subsequent bond will include funding for construction.
Bond Referendum Communication
FCPS has enjoyed a long history of public support demonstrated through high approval rates for bond referendums. Bond referendums are an indicator of public trust in and support for public schools. Therefore, each vote cycle presents an opportunity to enhance district reputation, strengthen relationships, and build trust. Effective communication around a bond referendum can increase support for local schools and public education.
Staff will develop a carefully constructed campaign focusing on the benefits capital projects provide students, employees. The primary components of the campaign are general awareness and understanding how bond referendums are connected to capital projects which are connected to student success and safety. Strategic storytelling and engaging with key stakeholders are additional critical elements.
The Bond Referendum Communication plan will operate on a timeline of November - November, ending after the election results are confirmed and subsequent messaging is complete. However, bond communications will be incorporated into capital improvement project campaigns to maintain awareness.
The Bond Referendum Communication plan will employ the following strategies:
Chambers of Commerce are critical partners in bond referendum communication and engagement. Through their advocacy and committee work, FCPS’ story is extended to their members and spheres of influence. Providing reliable resources, making spokespersons available, and appropriate collaboration will strengthen this relationship.
The School Board has two roles in the bond referendum process. In their role as a governing body, they have formal actions to take in the process. As elected representatives, they also have a responsibility and opportunity to provide information and extend the FCPS story.
FCPS works in collaboration with Fairfax City and Fairfax County governments. The bond referendum is an opportunity to strengthen those relationships internally, and show voters their elected officials and government offices serve their best interests.
Employees have a dual role to play. Employees who reside in Fairfax County are potential voters, who need information in order to make informed decisions. Employees are also trusted sources of information within the community.
Capital projects are more than a physical space. These projects help create safe and welcoming learning environments and community spaces for gatherings and recreation. Every renovation has a unique story that reflects new standards in school buildings and the way a school community uses the space. Sharing how students, families, employees, and communities benefit from bond-funded projects is an important part of the capital project communication process.
FCPS has a responsibility to provide reliable information about voting, including that there is a bond on the ballot.
