ROOM PARENT

HANDBOOK

2016-2017

Baywood PTA

Baywood Elementary School

650.312.7511

Note: The contact information that you need and receive for your Room Parent work for each family is confidential information. The information should be used only for the purposes of the Room Parent duties.

Table of Contents

Welcome

Important Dates for Your Calendar

Teacher and Staff Favorites

Recording your Volunteer Time

Room Parent Positions

Class Communicator

Yearbook Liaison

Class Party Coordinator

Volunteer Coordinator/Scheduler

Field Trip Coordinator

Talent Show Coordinator

Spanish Translator

Welcome

Welcome and thank you for volunteering for the role of Room Parent! As a Room Parent you are one of a team of parents who work to support your child’s teacher. This essential work done by parents like you is one of the reasons Baywood is an amazing school! Studies have shown that when parents are involved in their student’s education, the student’s school experience is more successful and all students benefit.

The work “positions” that you will divide among your team may include:

Class Communicator

Yearbook Photo Coordinator

Class Party Coordinator

Volunteer Coordinator/Scheduler

Field Trip Coordinator

Talent Show Coordinator (grades K-1)

Spanish Translator

The positions all have different requirements and commitments, and each member of your team should volunteer to take on at least one position. In addition, your teacher may have one or more additional positions that he/she needs filled. Some examples of these positions include Scholastic Book Coordinator, Snack Coordinator, Webmaster, or Gardening Coordinator.

Our job is to help you do yours. To that end, please don’t hesitate to contact us if you have any questions or concerns. Please remember that your work throughout the year is invaluable and so much appreciated! Welcome and thank you again for volunteering!

Judy Jeschke and Diane Hafoka, 2016-2017 PTA Room Parent Coordinators

Judy: 708-267-1944, Diane: 650-222-5609, or

Important Dates for Your Calendar

Aug 17First Day of SchoolPTA Volunteer Recruitment Coffee

Aug 18Kindergarten Back to School Night

Sept 1Grades 1-5 Back to School Night

Sept. 13Room Parent Meeting in the MPR 6:00pm

By Sept. 23Kick-off meeting with your Teacher and Room Parents to discuss classroom needs and finalize position assignments

Teacher and Staff Favorites

During the school year, there will be opportunities to give the teachers and staff gifts to celebrate and thank them. Each teacher and staff member has been asked to complete a Teacher and Staff Favorites form, which we hope helps you and families in your class find the perfect gift idea for holidays, birthdays, teacher and staff appreciation week and the end of the year. All returned forms are maintained in the Staff Mail Room in the Front Office (on the far right when looking at the cubbies and in the cubby behind the door). For quick reference, you will receive a copy of the birthdays for the teachers and staff.

Recording your Volunteer Time

Room Parents are PTA volunteers, and it is essential that volunteer hours are documented so the PTA can maintain its non-profit status. Go to the Baywood website,click on the PTA tab, and select the Volunteer Hours drop down to record the time you spend volunteering as a Room Parent, classroom, or PTA volunteer.

Room Parent Positions

Class Communicator

Overview

The Class Communicator is responsible for email and written communications between the teacher and the parents in the class as requested by the teacher directly. The position may involve creating an online group for the class (such Shutterfly) to facilitate communication.The Class Communicator will also act as the lead for staff appreciation week activities and gifts for the teacher or is responsible for recruiting a volunteer to act as this lead. This position will assist in recruiting additional volunteers for Room Parent positions requested by the teacher.

Helpful if…

  • Good at working by email
  • Can help at home – Best for teachers who prefer to work with you via email or by telephone
  • Available at drop off or pick up – Best for teachers who prefer to personally tell you what they need or hand you a note

Time Requirements…

  • Can work consistently throughout the year
  • Estimated time = 2-3 hours per month

General Notes

  1. Class communications can be time-sensitive. Please make certain communications are completed in a timely manner. There will be periodic communication requested for each classroom by the room parent chairs. The class communicator is responsible for forwarding on this information and in some cases collecting information back and sending that information back.
  2. Staff Appreciation Week is in the spring and additional information will be provided by the coordinators at that time.
  3. It is common to give teachers gifts or otherwise do something special for them on their birthday, at the winter holiday and at the end of the year. Families appreciate the option to contribute to a group gift. If you choose to offer participation in a group gift, please send an email/note to the families in the class with the suggested donation amount ($40 per student) and remember to follow up with what you purchased as a gift. Please be sensitive in this communication that not everyone can or wants to participate. If you choose to have families give individual gifts, please remind them of the event with an email, and tell the families about the Teacher and Staff Favorites binder in the front office. And, remember the aides, other staff that work with your class and the front office and custodial staff, too!

Tasks

Beginning of the Year

  1. Participate in the beginning-of-the-year Room Parent meeting with your teacher (meeting should be before September 23).
  2. Your teacher should have a Class Communications Contact Information form that was completed during Back to School Night. Working with your teacher, identify what is missing from the form, and follow up with each family to get the missing information.
  3. Develop an online group(i.e. Shutterfly)or an email distribution list for your classroom to allow quick communication between the teacher and the parents. Make sure to include the teacher.
  4. Additionally, work to fill additional Room Parent positions based on the needs and requests of your teacher.

During the Year

  1. Email or prepare written communications upon teacher’s request.
  2. Personalize and forward PTA written communication to parents in class as requested.
  3. Gifts and staff appreciation week

End of Year

Teacher and Staff Gifts!

Yearbook Liaison

Overview

The Yearbook Liaison will collect photos of the class throughout the year for possible inclusion in the yearbook. The role will also assist Yearbook Editors in editing/reviewing names and photos from the class to ensure accuracy and inclusion of all students. The Yearbook Committee will provide you with the deadlines for photo submission, as well as guidance regarding the types of photos needed.

Helpful if…

  • Good at working by email
  • Enthusiastic about participating in classroom activities and field trips

Time Requirements…

  • Can work as needed during the year. Requires more time in the early spring when the yearbook is being finalized.
  • Estimated time = 2-4 hours per month.

General Notes

It is best to collect photos from a variety of school, classroom, and PTA events. Some great photo opportunities occur during classroom parties, field trips, Spirit Week, and the Talent Show!

Tasks

Beginning of the Year

Participate in the beginning-of-the-year Room Parent meeting with your teacher (meeting should be before September 23).

During the Year

  1. Take photos of classroom activities and events or request photos from other parents. Remind parents who are participating in class activities and volunteering in class to bring cameras and take photos for the yearbook.
  2. Submit photos to the Yearbook Committee by the photo deadline (TBD-generally in the early spring).
  3. Edit and review classroom yearbook pages

Class Party Coordinator

Overview

The Class Party Coordinator works with the teacher to host parties in the classroom during the year. This position requires you to volunteer in the classroom on the days of parties or recruit other parents to volunteer if you are unable.

Please note: The San Mateo- Foster City School District is committed to promoting nutrition and healthy eating in the academic environment. Therefore, we ask that you consider these objectives when planning classroom parties, and communicate them clearly to all parents. Suggestions and ideas for healthy celebrations can be found at

Helpful if…

  • Good at working by email
  • Available at drop off or pick up
  • Enthusiastic about participating in classroom activities

Time Requirements…

  • Can work as needed during the year
  • Estimated time = 2 – 6 hours per party

Typical Classroom Parties - check dates with your teacher

OctoberHalloween Party

December Winter Holiday Party

January100th Day of School Party

FebruaryValentine’s Day Party

JuneLast Day of School Party

General Notes

  1. There are no funds collected for parties; each class will need to take donations (sign ups) for class specific events at the time of the event.
  2. Please remind those who volunteer to help with parties to record their volunteer hours!

Tasks – Class Party Coordinator

Beginning of the Year

Participate in the beginning-of-the-year Room Parent meeting with your teacher (meeting should be before September 23).

During the Year

  1. 3 weeks prior to a scheduled party, talk to your teacher about what they want the party to include (food and activities), the time of the party during the school day, and the minimum number of volunteers they desire. The teacher may specify activities for you to assist in preparing for or may request that you determine the activities.
  2. 2 weeks prior to the party
  3. Review the final party details with the teacher and generate a list of items needed.
  4. Gather supplies and/or donation promises

Send an email to the families in the class requesting donation of specific supplies (e.g., paper plate, napkins, popcorn, and activity items). Please make certain that this request is clear that donations will not be reimbursed. If you need volunteers to help with the party, you should include a request for volunteers in this email as well. In past years, room parents have found websites such as Shutterfly helpful for this task.

  1. Request that the Class Communicator send an email recruiting volunteers to help on the day of the party.
  1. Day of the party
  2. Arrive a little early to set up for the party.
  3. Assist during the party.
  4. Stay after the party to clean up.

Volunteer Coordinator/Scheduler

Overview

The Volunteer Coordinator/Scheduler is responsible for organizing the in-class volunteer schedule each month based on the teacher’s need for assistance. Organizing will include recruiting parent volunteers, generating a schedule based on the teacher’s needs and the parents’ availability, distributing the schedule to the teacher and parents, and assisting in the fulfillment of the schedule.

In performing your coordination, please remember that all volunteers who work directly with students and are NOT in the presence of a certificated teacher must be fingerprinted.

Helpful if…

  • Good at working by email
  • Enthusiastic about participating in classroom activities

Time Requirements…

  • Can work consistently throughout the year
  • Estimated time = 2 to 4 hours per month

General Notes

  • Please be flexible and sensitive to the needs of those who volunteer their time. Use online tools for scheduling to allow maximum flexibility for sign ups and communication.
  • The schedule should be completed and distributed in a timely manner for each month allowing the volunteers adequate time to make any accommodations necessary (like arranging for childcare for a younger sibling or taking time off of work).
  • Please remind volunteers to sign in:
  • Log all volunteer hours online via the Baywood website under the PTA tab – Very important!
  • Sign in at visitors computer station and print out a visitor badge

Tasks – Volunteer Coordinator/Scheduler

Beginning of the Year

  1. Participate in the beginning-of-the-year Room Parent meeting with your teacher (before September 23).
  2. Request volunteer schedule from your teacher (days of weeks and times needed on those days).
  3. Generate online schedule for sign ups. Use an electronic program such as Shutterfly,MySignUp, Google spreadsheet or other programs.
  4. Send a request to the parents in the class requesting volunteer assistance and direct them to the online sign up. If you have parents volunteering in the room that are not able to sign-up online please work directly with them to help them sign up for volunteer slots.

During the Year

  1. Try to develop multiple month sign ups, ideally in 2 or 3 month groupings depending on your teachers’ ability to plan out that far. No later than the 25th of each month send out the following month’s schedule. Give a paper copy to your teacher and send an electronic copy to your teacher as well as all the parents who have volunteered.
  2. Monitor online sign ups and ongoing communicationto parents as necessary

Field Trip Coordinator

Overview

The field trip coordinator is responsible for assisting the teacher with the preparation required prior to field trips. The needs of each teacher vary but may include organizing permission slips, following up with families with missing slips, and preparing the documentation needed for the day of the field trip. Your teacher may also request your assistance with ensuring that volunteer parent drivers have completed the necessary District paperwork and fingerprinting prior to the day of the field trip.

This role will also work with the grade level field trip fund coordinator to help secure funding for field trips. The families in each class are asked to donate a recommended amount at the beginning of the school year. These donations make up the field trip fund for each grade level.

General Notes – Field Trip Coordinator

Please remember that all volunteers who work directly with students and are NOT in the presence of a certificated teacher must be fingerprinted. This includes those volunteers driving and chaperoning on field trips.

Helpful if…

  • Can help at home (perfect for night owls)
  • Good at working by email
  • Enthusiastic about participating in classroom activities

Time Requirements…

  • Can work as needed during the year
  • Estimated time = 2 – 4 hours per field trip

Tasks

Beginning of the Year

  1. Participate in the beginning-of-the-year Room Parent meeting with your teacher (before September 23).
  2. Review the schedule of field trips that are already reserved with your teacher. Assist teacher in collecting funds for the grade level field trip fund.
  3. Review with your teacher the specific tasks that they require your assistance on for field trips. Not all teachers request the same types of help (please keep this in mind when reviewing the handbook notes below).

During the Year

  1. About 2 to 3 weeks prior to a scheduled field trip, check in with your teacher.
  2. At this time, he/she may request that you assist with making, copying and distributing the permission slips for the field trip. The District’s Field Trip Permission Form has fill-in sections for handwritten personalization, and it is available in English and Spanish. (Note: For classes where booster seats are still required, it is helpful to include a space on the permission slip where volunteer drivers can note the number of booster seats they have or will need for the capacity they have stated they can carry.)
  3. It is also recommended that you request that the Class Communicator send an email with the form attached to the class. This will increase the number of formsreturned.
  4. About 5 days prior to the field trip…
  5. Get all of the returned permission slips from your teacher.
  6. Determine who has outstanding permission slips and personally call each family. Those without permission slips must attend school but won’t be allowed to leave the campus for the trip. You may need assistance contacting Spanish-speaking families via telephone.
  7. Determine who has volunteered to drive, and recruit more parents if needed.
  8. Confirm each of the drivers has completed and submitted the San Mateo-Foster City School District Volunteer Driver Form to the front office (form is available in English and Spanish) and follow-up with any parents who are missing information. The Volunteer Driver Form is required to be completed for each school year (so those completed last year still need to complete a new one).Please note that this form requires specific auto insurance converage information, which may require drivers to contact their insurance companies. This should be completed well in advance of the field trip.
  9. Confirm each of the drivers completed the LiveScan fingerprinting process and has been cleared.
  10. Send an email to the parents who will be driving on the field trip.
  11. About 2 days before the field trip…If requested, prepare the field trip documentation
  12. Car assignments
  13. Include parent name, cell phone number and the children assigned to their car.
  14. This information should consider the teachers input and be reviewed by the teacher for approval prior to the day of the field trip.
  15. Driving Directions
  16. Print enough copies for each parent driver and the teacher.
  17. After the field trip, send an email thank you note to each of the parents who drove.

Talent Show Coordinator

Overview