CLASS PARENTS

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September, 2009



Dear Parent,

We are so glad you have volunteered to help your child’s class and teacher this year. Class Parents act as liaisons between the teachers and parents, and are instrumental in supporting the teachers with class events.

Many class parents have wondered how parents have done things in the past, so this year the PA has collected sample letters and forms that you may find useful as you take on your new or continuing role. This Class Parent Information Packet has been created to help parents streamline their efforts.

The computer in the PA Office is available for your use to copy templates, or you may download the files from the PA Website. There is paper available for copying purposes as well. If you have any questions please feel free to talk to any of your representatives on the PA Board.

We hope to have a Class Parent Meeting in October in order for Class Parents to exchange information, and talk about ways in which you can support your class.

Since e-mail is now such an important communication tool, we are asking that each of you set up a group e-mail distribution list for your classes, and forward a copy of it to Ann Kittredge (akittredge@pa101.org ). Please make sure your parents have given permission for their e-mails to be used for P.A. communications. The group distribution list will be used as another tool of notifying you throughout the year. From time to time, we may ask you to e-mail your class, or we may send group information using e-mail.

We have a great school because of your willingness to get involved.

Thank you for volunteering,


Deb Dillingham
PA President

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Download the forms below:

SAMPLE CONTACT LIST INFORMATION FORM

SAMPLE OPENING LETTER TO CLASS FAMILIES (Class Fund version)

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P.S. 101Q Class Parent Guidelines

Class List:

Decide if you are creating a class or grade-wide list. Let the parents know that their inclusion in the list is VOLUNTARY. Adjust the SAMPLE (download) for your child’s class, and give copies to your child’s teacher for distribution in the children’s backpacks. Make sure the form includes permission for information to be used by the P.A. The teacher will return to you the completed forms. After you gather the information and input it, ask your child’s teacher for a class list to double-check the spelling of names. Make edits as necessary and provide your teacher with copies for distribution in the children’s backpacks. Please generate a group e-mail list for your class.

Class Liaison:

Class Parents (there can be more than one per class) act as liaisons between the Parents’ Association and the parents in your individual classes. Sometimes teachers request that one parent be designated the person they deal with on a regular basis (a “point” person) because they find it easier. The P.A. requests that only 1 class parent be responsible for forwarding e-mails to families. Other responsibilities, like collecting and maintaining the fund, organizing class events, communicating information from the teacher to families (if the teacher hasn’t made a special request), etc, can be determined amongst yourselves as to how you want to divvy up the responsibilities. Your participation in P.A. Meetings is encouraged so that you can update people when they can’t attend a meeting or have unanswered questions.

Class Funds: Having a class fund needs to be cleared with your child’s teacher beforehand. If they are unsure, help them to make a “wish list” to give them a sense of how a class fund could benefit them. Once your teacher has given you permission, please abide by the following guidelines (and see SAMPLE form below):

Voluntary contributions are collected and managed by class parent(s). Teachers cannot hold the money collected. Teachers may provide receipts for reimbursement or request specific items for the class parent to purchase.

• Any request for monetary contributions must be VOLUNTARY.

• No specific dollar amount per family may be suggested in writing.

• Any money collected is used to benefit the entire class equally.

• Class funds may be used to cover unexpected expenditures throughout the year, make special projects possible, or to help cover miscellaneous expenses such as tips and tolls for class trips. Most standard classroom supplies can be replenished through the school – please check with the office before using class funds for such items.

Steps to take when parents have concerns about their child:

If a parent has a concern that is related to their individual child, the parent should be instructed to contact the teacher. If the concern is not resolved, the parent should contact the Parent Coordinator for direction. If the issue is still not resolved, the Assistant Principal and Principal should be contacted accordingly. E-mails for the School are attached for your reference.

General class concerns:

If many parents in your child’s class are experiencing the same difficulty or have an overall concern, then we ask that you inform the PA in writing so that we can help advocate for you. In an effort to express your class’s problem accurately, please email or submit written summaries to the PA Executive Board.
If you choose to write to the School Administration directly, please cc the PA or we cannot help you. All parents are welcome to join in the weekly PA Executive Board Meeting if they would like to discuss an issue.

Teacher Gifts:

If you choose to coordinate the giving of a class gift, the same rules for collecting a class fund applies to teacher’s gifts (see above). We suggest that cards on group gifts state: “From the class” rather than from individual parents. Please be understanding of families who may not be able to give for various reasons.

Birthday Parties in Class:

Small treats (e.g. cupcakes or munchkins) may be brought in from home on a child’s birthday. No goody-bags at birthday parties please (school policy). Parents are welcome to come in and read a book – please check with your child’s teacher to arrange a time. Please also consider donating a new book to your child’s classroom library in honor of his/her birthday. A special book plate will be created and affixed to the inside front cover, acknowledging your donation and giving the name of your child.

Steps to take when parents have concerns about their child:

If a parent has a concern related to their individual child, the parent should be instructed to contact the teacher. If the concern is not resolved, the parent should contact the Parent Coordinator for direction. If the issue is still not resolved, the Asst Principal and Principal should be contacted accordingly. E-mails for the School are attached for your reference.

General class concerns:

If many parents in your child’s class are experiencing the same difficulty or have an overall concern, we ask that you inform the P.A. in writing so that we can help advocate for you. In an effort to express your class’s problem accurately, please e-mail or submit written summaries to the P.A. Executive Board. If you choose to write to the School Administration directly, please cc the P.A. (pamail@pa101.org ) or we cannot help you. All parents are welcome to join in weekly P.A. Executive Board meetings if they would like to discuss an issue.

Major gifts: encourage parents to give major gifts through the P.A. fund drives in order to meet the specific needs of the school. The P.A. and the principal work closely in assessing the school’s priorities.

Recruiting Volunteers:

The Parents’ Association needs many volunteers throughout the year. We need the Class Parents to recruit volunteers, and let them know how important it is to participate in the various school events. The Class Parents help to identify the parents in each child’s class who would be willing to help, but aren’t always sure how to get involved. The more parents we have on committees, the better our events will be. We need the Class Parents to serve as an extension of our organization, to reach out to parents and welcome them into the PA Community, and to serve as a voice for the Parents’ Association.

 ***  Class Party Guidelines ***

• It is your child’s teacher who decides whether or not to have class parties and whether the parties are open to parents.

• Please communicate with your Classroom Teacher before sending out any Party Memos.
  Individual teachers may have different party policies. Different grades may have different requirements for parties.

• The party memos in this packet are samples only; they may be adjusted to suit your class’s needs.
   

Good Party Planning

• Leave plenty of time to plan (about 2 weeks)

• Talk with your teacher (make sure he/she approves of the plan)

• Find out if parents are invited

• Find out if Class Parents are needed to set-up and clean-up

• Call parents and verify that they will be sending in the items they’ve indicated

• Try not to duplicate items – ask someone to bring in a different item if you think you will have too much of one thing. Sample sheets are provided to help minimize duplicate items.

Remember to Have Fun!