School Outreach Guide
Building School Partnerships
Section titled “Building School Partnerships”Schools are where DAP can have the greatest impact. This guide walks you through the process of establishing and maintaining relationships with local schools for drug awareness education.
Understanding the School Landscape
Section titled “Understanding the School Landscape”Who to Contact
Section titled “Who to Contact”| School Level | Best Contact | Alternative Contacts |
|---|---|---|
| Elementary | Principal, School Counselor | Health Teacher, PTA President |
| Middle School | School Counselor, Health Teacher | Principal, Assistant Principal |
| High School | Health Teacher, School Resource Officer | Counselor, Activities Director |
Start with Counselors
School counselors are often the most receptive to prevention programs. They understand the need and can advocate for you with administration.
Best Times to Reach Out
Section titled “Best Times to Reach Out”| Timing | Why It Works |
|---|---|
| August - Early September | Schools are planning their year; you can get on their calendar |
| Early October | Red Ribbon Week preparation (last week of October) |
| January | New semester, fresh opportunities |
| After Spring Break | Contest promotion for April deadline |
Avoid: The first and last two weeks of school, standardized testing periods, and the week before winter break.
Step 1: Research Your Target Schools
Section titled “Step 1: Research Your Target Schools”Before reaching out, gather basic information:
Create a School List
Section titled “Create a School List”- List all elementary, middle, and high schools in your lodge’s area
- Note whether they are public, private, or charter
- Find the school’s phone number and main office email
- Look up the principal’s name
Prioritize Your List
Section titled “Prioritize Your List”Consider starting with:
- Schools where lodge members have connections (teachers, parents, alumni)
- Schools that have worked with DAP or Elks before
- Smaller schools where it’s easier to get noticed
- Schools in underserved areas that may have fewer resources
Step 2: Make Initial Contact
Section titled “Step 2: Make Initial Contact”Option A: Phone Call (Recommended for First Contact)
Section titled “Option A: Phone Call (Recommended for First Contact)”Script for calling the main office:
“Hi, my name is [Your Name] and I’m a volunteer with the Elks Drug Awareness Program. We provide free drug prevention education materials and presentations for students. Could you tell me who handles health education or prevention programs at your school? I’d like to send them some information about our free resources.”
Tips:
- Call between 9-11 AM or 1-3 PM when offices are less hectic
- Be prepared to leave a voicemail
- Ask for an email address to follow up
Option B: Email Introduction
Section titled “Option B: Email Introduction”Subject: Free Drug Prevention Resources for [School Name] Students
Dear [Name/Title],
My name is [Your Name], and I’m a volunteer with the Elks Drug Awareness Program (DAP), a national program that has provided free drug prevention education to millions of students since 1983.
I’m reaching out to see if [School Name] might be interested in any of our free resources:
- Classroom presentations on drug awareness (age-appropriate, 30-45 minutes)
- Educational materials including brochures, posters, and activity books
- Student contests with prizes for essays, posters, and videos
- Red Ribbon Week support and materials
All of our materials and presentations are provided at no cost to the school.
I would love to schedule a brief call or meeting to learn about your school’s needs and discuss how we might support your prevention efforts.
Thank you for your time, and I look forward to hearing from you.
Best regards, [Your Name] [Your Phone Number] [Your Email] Lodge Chair, Elks Drug Awareness Program [Your Lodge Name and Number]
Option C: In-Person Visit
Section titled “Option C: In-Person Visit”If you know someone at the school or have an existing relationship:
- Stop by during school hours with a brief introduction and some sample materials
- Leave a folder with information and your contact details
- Ask who the right person is to discuss prevention programming
Step 3: The First Meeting
Section titled “Step 3: The First Meeting”Prepare for the Conversation
Section titled “Prepare for the Conversation”Bring:
- Sample educational materials (age-appropriate for that school)
- Contest information and entry forms
- Your contact information
- Information about the Elks and DAP (one-page overview)
Know:
- What ages/grades the school serves
- What you’re offering (presentations, materials, contest promotion, etc.)
- Your availability for presentations
Questions to Ask
Section titled “Questions to Ask”- “What drug prevention education do you currently have in place?”
- “What are your biggest concerns regarding student substance use?”
- “What topics would be most valuable for your students?”
- “Do you have specific events where prevention education would fit well?”
- “What grade levels would benefit most from a presentation?”
Questions They May Ask You
Section titled “Questions They May Ask You”| Question | Suggested Response |
|---|---|
| ”What does it cost?" | "Everything is completely free - materials, presentations, all of it." |
| "Are you trying to recruit students to the Elks?" | "No, this is purely educational. The Elks fund this program as community service." |
| "What are your qualifications?" | "I’m a trained volunteer. Our materials are developed with education and health professionals. I’m happy to share a sample presentation in advance." |
| "Do you have a background check?" | "I can complete any requirements your school has. Many of our volunteers are already vetted through other programs.” |
Step 4: Planning a Presentation
Section titled “Step 4: Planning a Presentation”Before the Presentation
Section titled “Before the Presentation”- Confirm date, time, location, and grade level(s)
- Ask about class size and room setup
- Clarify what topics they want covered
- Ask about any sensitive situations to be aware of
- Confirm AV equipment availability if needed
- Get the school’s photo/media policy
- Bring enough materials for all students
Age-Appropriate Topics
Section titled “Age-Appropriate Topics”| Grade Level | Focus Areas | Approach |
|---|---|---|
| K-2 | Saying no to strangers, medicine safety, trusted adults | Simple messages, stories, coloring activities |
| 3-5 | Peer pressure, making good choices, understanding drugs vs. medicine | Interactive activities, discussion, Elroy mascot |
| 6-8 | Vaping, marijuana, prescription drugs, peer pressure, consequences | Real scenarios, discussion, student contests |
| 9-12 | Vaping, opioids, alcohol, decision-making, life goals | Frank discussion, statistics, consequences, resources |
Stay Age-Appropriate
Never discuss topics too mature for the audience. When in doubt, ask the teacher what’s appropriate and stick to your materials.
Presentation Best Practices
Section titled “Presentation Best Practices”Do:
- Arrive 15-20 minutes early
- Introduce yourself and thank the teacher
- Be energetic and engaging
- Use stories and examples (not graphic or scary)
- Encourage questions
- Leave materials for students to take home
- Mention the contests if timing is right
Don’t:
- Lecture - make it interactive
- Use scare tactics or graphic imagery
- Share personal stories about drug use
- Single out students or put them on the spot
- Go over your allotted time
- Make promises you can’t keep
Step 5: Follow Up and Maintain Relationships
Section titled “Step 5: Follow Up and Maintain Relationships”Immediately After
Section titled “Immediately After”- Send a thank-you email to your contact within 24 hours
- Log the activity in CLMS (students reached, volunteer hours, materials distributed)
- Note what worked well and what to improve
- Add contact information to your records
Sample Thank-You Email
Section titled “Sample Thank-You Email”Dear [Name],
Thank you for the opportunity to present to [School Name] students today. I really enjoyed working with your [grade] students and appreciated how engaged they were.
Please don’t hesitate to reach out if you’d like additional materials or if there are other ways the Elks Drug Awareness Program can support your school.
I’d love to return later this year, perhaps for Red Ribbon Week or to promote our student contests. I’ll follow up in [month] to see if that might work.
Thanks again!
[Your Name]
Building Long-Term Partnerships
Section titled “Building Long-Term Partnerships”- Stay in touch - Send a brief email 2-3 times per year (not too often)
- Offer seasonal support - Red Ribbon Week (October), Contest promotion (January-April)
- Be reliable - If you commit to something, follow through
- Be flexible - Work around their schedule and needs
- Celebrate successes - Share when their students win contests
Handling Common Challenges
Section titled “Handling Common Challenges””We already have a drug prevention curriculum.”
Section titled “”We already have a drug prevention curriculum.””“That’s great! We’re not looking to replace what you do - we’d love to complement it. Many schools use our contests as a way to reinforce their curriculum, or bring in our presentations for special events like Red Ribbon Week."
"We don’t have time in the schedule.”
Section titled “"We don’t have time in the schedule.””“I completely understand how packed school schedules are. Would it work to do a brief assembly, or perhaps visit during lunch or an after-school program? We can also just provide materials for teachers to use on their own time."
"We need to run this by administration.”
Section titled “"We need to run this by administration.””“Of course! I’d be happy to provide any information they need, or to meet with them directly if that would help. Here’s a summary sheet about our program.”
Radio Silence (No Response)
Section titled “Radio Silence (No Response)”- Wait 1-2 weeks, then follow up once by email or phone
- If still no response, try a different contact at the same school
- Move on to other schools - you can try again next semester
- Don’t take it personally - schools are overwhelmed
Alternative Venues
Section titled “Alternative Venues”If schools are difficult to access, consider these alternatives:
| Venue | Contact | Opportunity |
|---|---|---|
| Boys & Girls Clubs | Program Director | Regular programming, events |
| Youth Sports Leagues | League Commissioner | Pre-game talks, materials at events |
| Scouting (BSA/GSA) | Troop Leaders | Merit badge presentations |
| Church Youth Groups | Youth Pastor | Youth night presentations |
| Libraries | Youth Services Librarian | Summer programs, events |
| Community Centers | Program Coordinator | After-school programs |
| Health Fairs | Event Organizer | Booth with materials |
| Pediatrician Offices | Office Manager | Materials in waiting rooms |
Tracking Your Outreach
Section titled “Tracking Your Outreach”Keep a simple log of your school contacts:
| School | Contact Name | Phone/Email | Last Contact | Status | Notes |
|---|---|---|---|---|---|
| Example Elementary | Jane Smith, Counselor | [email protected] | 9/15/25 | Scheduled 10/22 | Red Ribbon Week presentation |
Resources for Presentations
Section titled “Resources for Presentations”| Resource | Description | Location |
|---|---|---|
| Print Materials | Age-appropriate brochures and activity books | Print Catalog |
| DEA Resources | Comprehensive substance information | DEA Resources |
| Awkward Conversations | Video series for parents and teens | Videos |
| Contest Materials | Entry forms and promotional info | Contests |
You've Got This!
Building school partnerships takes time and persistence. Don’t get discouraged if your first few attempts don’t work out. Keep trying - the students you reach will make it all worth it.