ROOM PARENT MANUAL

Updated August 2013

8/29/09

ROOM PARENT MANUAL

Dear Room Parent Volunteer:

Thank you for volunteering. The time you give to PSE and its teachers, assistants and staff members makes this a great environment for our children to learn. This manual is provided as a guide for you. Please feel free to be creative. Remember, being a room parent should be a fun experience. We hope it will be for you. If you have any questions, please do not hesitate to email or call us. If you have any problems, please come to us. We are here to help. Again, thank you for your contributions to PSE.

---The Room Parent Coordinators

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I. Room Parent Responsibilities

A. Contact Your Co-Room Parent, if there are more than 1 of you.1. This is a TEAM effort. Work together.2. Talk about how you are going to divide the responsibilities and your expectations

for your role as a Room Parent.3. Discuss options for managing donations (of money or items) for Class Parties.4. Discuss options for teacher gifts. 5. Be considerate of each other. Listen to each others ideas.6. If a conflict arises, contact the Room Parent Coordinators. We are here to help

mediate problems. Please do not contact the teacher with problems that arise.

B. Open House1. Dates:

a. There are two different nights for Open House. Please check with your teacher which date they will be hosting theirs.

b. One for K-2nd c. One for 3rd-5th

2. Provide light refreshments for classroom parents during Open House.a. Contact the teacher via email to confirm that you will be providing light

refreshments. These items can be homemade or store bought.b. Ask the teacher to set aside a few minutes for you to speak to the class.c. If you want to set up before the parents arrive in the classroom, you will be

allowed to set-up light refreshments and sign-up sheets between 5:45 p.m. and 6:15 p.m. At 6:15 p.m., everyone will be asked to prepare for the general PTA meeting beginning at 6:30 pm.

d. You are responsible for tallying the votes and getting a count of attendees. Forward these to the PTA Secretary after the meeting.

3. Directory:a. You will be emailed a class roster as a courtesy from the Directory

Committee to help get you started for Open House. You can take this roster and do whatever you want with it (different formats, etc.). It is provided to you so you do not have to start from scratch. It may not include everyone in your class, nor will it be completely accurate - it will only include what the Directory Committee has in their database so far.

b. Use this emailed Class Roster to create a Classroom Roster. c. Print this Class Roster and have it available for parents to review at Open

House. Ask parents to check it for accuracy and/or add any missing information.

d. Email this out to the parents for them to check for accuracy, and when you have a final roster, provide it to the entire class.  Update roster as necessary throughout the year.

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e. Please email a final copy of your class roster to the Directory Committee so they can keep as a back-up (in case they need an email address or phone number to contact a family for a missing form).REMEMBER: The Class Rosters do not have anything to do with the School Directory – they are separate entities.

4. Introduce yourself to the Classroom parents.a. Briefly introduce yourself to the parents.b. Tell parents that you will communicate with them via email.c. Ask parents to provide you with accurate email addresses and to provide

you with any changes to their contact information.d. Ask parents to contact you if they do not have regular access to email. In

these cases offer to provide communications via their child’s folder.5. Sign-Up Sheets:

a. We urge you to provide sign-up sheets for your parents. This will help you know who can attend parties and who is willing to send in items. Please explain to parents that they are not guaranteed a spot if they sign up. Every parent must first be given an opportunity to participate before they can be selected to attend more than one event.

b. Sample Sign-Up sheets are provided at the end of this Manual for your convenience. Feel free to use them as a template or create your own.

C. Expectations Meeting1. Contact the teacher to set up an appointment to meet and discuss each others

expectations for the classroom. Both room parents should be at the meeting.2. Discuss specifics about the Classroom Celebrations.

a. Does the teacher have specific themes he/she wishes to have at each celebration?

b. Are there food allergies that should be considered in planning a classroom celebration? If so, this should be communicated to the parents of the classroom when requesting donations of food; however, the child’s name should not be identified.

c. Are there any celebrations specific to that grade level for which the teacher will need volunteers, such as the Settler’s Day in 4th Grade?

d. What country is the classroom studying? Is there any way to incorporate aspects of the culture of that country into classroom celebrations?

e. What is this grade level’s “going green” initiative? Can it be incorporated into classroom celebrations?

f. This meeting is important. Please take it seriously. It is an opportunity for you and your teacher to have a frank discussion about what level of participation you are willing to give and what expectations the teacher has. Good communication between the teacher and room parent(s) is critical.

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D. Classroom Roster1. Once you have created the Classroom Roster (see Section B Note #3 above)

distribute it to all of the parents in the classroom via email. 2. Ask parents to inform you of any changes in their contact information.3. Maintain the Classroom Roster throughout the year. This means that if new

students are assigned to the class, you should update the roster and send the updated roster to all classroom parents.

E. Communicate with Parents1. Create an email grouping of the email addresses of all the parents in the

classroom. PLEASE make sure you have included all of the parents. You may have to call a parent to get the correct email address.

2. If a parent does not have regular access to email, print a hard copy of every email communication for that parent and send it home via their child. Ask parents to tell you if they do not have access to email.

3. Copy the teacher on ALL communications to Parents regarding classroom activities unless it is about a gift or surprise for the teacher.

4. Copy Ms. Dillon on all communications regarding teacher, assistant and/or Class Pal gifts.

F. Coordinate Parties1. There are a minimum of 3 standard classroom celebrations in each class:

Winter/Holiday Party Valentine’s Day Party End of the Year Party (which can be combined with the Field Day picnic)

2. There are some celebrations that are specific to the grade level. Ask the teachers at the expectations meeting whether your grade has one of these. Examples are:

Pumpkin Math for 1st Grade Settler’s Day for 4th Grade

3. Celebrations usually consist of a snack, a craft and an activity. 4. Discuss with your teacher whether she has a specific plans/needs for the

celebration, such as a specific theme, craft, snack, etc., that she would like to have for the party or whether she is looking for you to plan. Refer to the end of this manual for some suggestions for craft, party ideas.

5. For Valentine’s Day ask the teacher how they want the Valentines addressed. Ask if names should be written on the cards.

6. You may not present religious-based or culturally-based themes, crafts and/or decorations at any classroom celebration. The only exception to this is if the celebration is part of an overall educational program set by the teacher, such as Holidays Around the World. In planning for celebrations such as Holidays Around the World the use of religious or cultural symbols such as a cross, menorah, Crescent, Star of David, crèche, symbols of Native American religions and the

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Buddha that are part of a religious tradition, are permitted as a teaching aid ONLY.

7. You must tell the teacher one week in advance of the celebration what theme, craft, etc. you are planning. The teacher must approve your theme, craft and snack ideas.

8. The date and time for each celebration is set by the school administration. In the case of a grade level specific celebration, the time and date is set by the grade level chairs.

9. You may not bring into the classroom any outside food items for a celebration if it is between the hours of 10:35am and 12:35pm. This means that if you are having a celebration that includes store bought food items, it must be held before or after that time.

10. If you purchase your food items from the cafeteria, your class can have a celebration between 10:35am and 12:35pm PROVIDED it does not interfere with the class’s regular lunch period.

11. A maximum of 4 parents may participate in a classroom celebration. Please try to be fair when giving parents a chance to participate in a classroom celebration. Every parent should have an opportunity to attend a celebration before another parent has a second opportunity to attend.

12. As Room Parents you should not take one of the 4 spots for each celebration.13. Siblings may not attend the classroom celebrations.

G. Teacher Gifts1. There are many different opinions about teacher gifts. Please consider the

teacher in question and in the cases of more than one room parent, consider each other’s opinions on how to present teachers, assistants and/or your Staff Pal with a gift. Room parents should decide on the type of gift and how to include the classroom parents in the gift giving. If co-room parents cannot agree on how/when to give, you may want to present options to the class and vote. Also consider, as an option, you may want to coordinate with other room parents when giving a gift to someone like a Teacher Assistant that is shared among a variety of classes. All contributions towards gifts and gifts in general are considered to be optional.

2. Traditionally teachers and assistants are presented with gifts at the Winter/Holiday Party and at the end of the year, which could be at the End of Year Party.

3. Teachers and assistants are also presented with birthday gifts at the time of their birthday or in the case of a summer birthday, on the occasion of their half birthday.

a. Birthday celebrations can include cupcakes for the classroom during lunch, flowers and balloons, a decorated classroom, and/or a tangible gift.

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b. Whether or not you decided to present the teacher, assistant or Staff Pal with a birthday gift, at minimum you should have the children prepare a decorative card for the teacher, assistant or Staff Pal.

3. Please refer to the Teacher and Support Staff Birthday list at the end of this Manual to locate your teacher and/or assistant’s birthdays.

4. Room Parents should coordinate gifts for their teachers and assistants.a. Determine the gift idea.b. Communicate gift plans to the classroom families. c. If a group gift is being compiled, ask all parents for voluntary

donations (do not ask for a specific amount). d. Provide information to classroom families from the Favorites List

(form provided that you may have your teacher(s)/staff pals fill out) so that they are informed of the teacher or assistant’s likes in the event they want to give a separate gift.

e. Any group gift must come from the entire class whether or not all students contributed to the gift.

f. If money is collected for a group gift, notify parents how much was collected and what the money was used to buy.

g. Suggestions for gifts:• Visa Gift Card. This is the easiest gift to compile and always

appreciated by the teacher. The least expensive gift cards are from South Park Mall (it is approximately $2.00 for what ever amount you select) but shop around, your bank may offer one at a reasonable price. Ask parents to donate funds towards a Visa gift card. Follow the guidelines under the section “Money.” If you wish to avoid the fess, you may also give the gift as cash.

• Gift Certificate Books and/or Baskets: This involves going to different establishments (Starbucks, Blockbuster, Nail Salon) and purchasing smaller denomination gift cards. Ask parents to donate funds for you to purchase store gift cards or ask them to contribute gift cards from local stores for coffee, movies, books, etc. Follow the guidelines under section “Money”.

• Gift certificate to favorite restaurant or other establishment. Ask parents to donate funds towards the gift card. This is a great gift when you know the teacher loves a particular restaurant and/or loves to visit a certain spa, etc.

• Scrap Book - Have each child draw a picture, write a poem, etc. for their teachers and compile it into a scrap book/keepsake for the teacher. This is an especially great gift for new-to-PSE teachers. This makes a great end of the

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year gift even when you are giving the teacher any other gift. The children love to do it and it merely involves gathering the art work from each child and compiling it.

• Have each family send in a small gift/card that can be arranged in a basket or bag. Use the Teacher Favorites questionnaire to give families ideas as to what the teacher/assistant likes.

5. Staff Classroom Pal:a. Each class has been assigned a non-teacher staff member to be

paired with them. This staff member should be invited by the teacher to class events and celebrations. This will allow the staff member to get more directly involved with the children of PSE while allowing the children to learn more about what the various staff members do at PSE.

b. Refer to the list at the end of this manual to determine your classroom’s Staff Pal.

c. Invite that Staff member to classroom parties.d. Recognize that staff member on their birthday.

II. Room Parent Responsibilities

A. Money1. IMPORTANT…IMPORTANT…IMPORTANT…IMPORTANT… No

parent or family can be required to contribute money or items for any activity. When asking for money, always state that any contribution is completely voluntary. You may not ask for a specific amount of money. Further, the amount collected from each individual parent is confidential and should only be shared with the co-room parent and VP of Finance.

2. Room Parents may collect funds for classroom activities. The PSE PTA will not reimbursement room parents for their expenses.

3. If you receive a monetary contribution from a parent, send out a receipt to the parent with a copy to the co-room parent. This can be done via email. Also, you may want to send a thank you email identifying the parents that volunteered their time or donated an item to a classroom celebration. Do not identify parents that donate money when sending an email to the entire class.

4. Money for classroom celebrations or teachers gifts can be handled in several different ways. How you choose to handle these situations should be determined by you and your co-room parent. If there is a conflict between the room parents, you may wish to present options to parents and have them vote on how to “fund”

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classroom celebrations and teacher/assistant/Class Pal gifts and/or birthday recognitions.

5. All contributions received from parents should be recorded in the spreadsheet titled “Donations and Accounting Spreadsheet Example”. This provides a means of tracking the amount of money that the parents have allocated for each gift and /or class party. Once you have collected the beginning of year donations, a copy of this spreadsheet should be emailed (if you are not using an electronic copy, then a paper copy is acceptable) to the VP of Finance and the co-room parent for their records.

6. For all purchases made using the classroom funds, please keep your receipts. If other parents are making the purchases and will be reimbursed using class funds, please ask them to turn in their receipts for reimbursement.

7. Following the winter holiday party and the end of year party, the room parents should email (or put in the VP of Finance folder in the workroom) an updated copy of the “Donations and Accounting Spreadsheet Example” to the VP of Finance and the co-room parent showing to date how the classroom funds have been spent.

8. Please retain all receipts through the end of the year in the event an audit is requested..

9. Please understand that the above policies have been put in place for the protection of the room parents, the class parents and the members of the PTA board. We appreciate your understanding, assistance and all that you do.

10. Options for Collecting Items for Classroom Celebrationsa. Food/Supplies Can be Collected on an Event by Event

Basis: You can determine what food and/or supplies are needed for a particular classroom event and ask parents to send in those items. You can use the list of willing parent participants and assign items in a fair and equitable manner or send out a general email letting parents know what the classroom needs and let them volunteer to donate an item. Always inform the teacher who will be sending in each item and ask her to check off that item as it arrives in the classroom. If something is not sent in, ask another volunteer to provide.

b. Money Can be Collected on an Event by Event Basis: You can create a budget for each event and inform the parents of the cost, remind them of the total number of children in the class and ask for donations to cover that activity only. You may not ask for a specific amount of money from each parent. You or a designated parent

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volunteer(s) will then be responsible for providing all food/supplies for that classroom activity. You then must track how the money was spent for that activity. The Room Parent must be prepared for a classroom parent to “audit” their books.

c. Collect a Set Amount of Money in the Beginning of the Year for Classroom Activities: You can create a budget at the beginning of the year based on the activities that you and the teacher plan and inform the parents of the cost, remind them of the total number of children in the class and ask for donations to cover that activity only. You may not ask for a specific amount of money from each parent. You or a designated parent volunteer/s will then be responsible for providing all food/supplies for the classroom activities throughout the year. You then must track how the money is being spent throughout the year. The Room Parent must be prepared for a classroom parent to “audit” their books.

11. Options for Collecting Items for Teacher Gifts, Assistant Gifts and/or Staff Pals:a. Please refer to the Section G above regarding Teacher gifts.

b. Remember that children love to participate in celebrating the birthday of their teacher, their assistant teacher and their staff pairing. At minimum, please have the students sign a large poster or home made card for the teacher/assistant and/or staff pal.

B. Food in the Classroom1. Food brought into the classroom must be prepared in a commercial

kitchen and have an ingredients list.2. Please ask the teacher if there are any food allergies in the

classroom. Please let parents know if there is a food allergy (do not indicate the child’s name) so that can be taken into account when buying/donating food for classroom celebrations.

3. You may not bring into the classroom any outside food items for a celebration if it is between the hours of 10:35am and 12:35pm. This means that if you are having a celebration that includes store bought food items, it must be held before or after those times.

4. If you purchase your food items from the cafeteria, your class can have a celebration between 10:35am and 12:35pm PROVIDED it does not interfere with the class’s regular lunch period.

C. Candy Policy (new January 2013)

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Candy Issues at Providence Spring ElementaryOur district and our zone offices have recognized the importance of moving toward an emphasis on a healthy lifestyle which is what we want for our children. Today’s educators are working with children who have the following health concerns:

food and dye allergies diagnosed hyperactivity bursts of non-productive “ sugar high” activity weight problems Type 1 diabetes dental issues

In an effort to model a curriculum that stresses healthy living and the importance of a nutritious diet the following is how we, as part of the PSE family, will handle the candy issue:

1. In the classroom and on the playgroundWe will no longer use candy or edible products as manipulatives in the classroom. No more counting candy corn or M&M’s (which, upon reflection, doesn’t seem to be very hygienic anyway)

2. We will not give out candy for rewards, and they will not be prizes in our “treasure boxes.”

Parents are asked not to send candy in for holiday or birthday treats, or for mid-day snacks. Valentine cards are fine and part of the holiday but cards should not have candy attached.

3. In the cafeteriaOur food service function is closely regulated to make sure that good nutrition is offered, taught and modeled. Birthday treats which can be catered for your child by our cafeteria include cupcakes, cookies and ice cream but never candy! In addition, Please remember that only cafeteria prepared food can be served anywhere on campus until 1:15 pm each day.

4. Classroom Parties (Hosted by the Room Parents)Each classroom will have three annual events each year supervised by the room parents who work in conjunction with the teacher. Over the years these events have evolved into classroom celebrations with a curricular focus. Though we don’t interfere with the menus for these functions, we do encourage healthy choices and know that event planners honor the restrictions required for our students with life-threatening food allergies.

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D. Parent Participation1. Involve all parents in the classroom as much as possible. 2. Let every parent have a chance to be one of the 4 parents at the

party. This means that before you let one parent attend a second or third celebration, you should make sure all parents that are interested have had a first chance to attend a celebration.

3. Room Parents should not attend every classroom celebration if there is enough interest from other parents in the classroom. The goal for you is to facilitate the activity whether through your direct participation or by organizing other parents to conduct the activity.

E. Confidentiality & Community Coordinator1. Any medical issues that arise regarding a student should remain

confidential and handled through the school.2. In the event of a serious illness or accident or other situation

necessitating class assistance, please be sure to first notify the PTA Community Coordinator and coordinate all class initiatives or responses through her.

F. Personal Best Challenge Runs1. The Personal Best Challenge Runs are held in the Fall (October)

and in the Spring (April). Specific dates will be identified at a later time.

2. Room parents should provide water bottles and popsicles for the classroom after the run. It’s always great to have a few extra popsicles for any siblings that might come to watch.

3. Room parents should bring wipes.4. You can store popsicles in the cafeteria freezer if you need to.5. If it is a hot day, you may want to bring spray water bottles to cool

the kids down and encourage them as they run.6. Be sure to check with your teacher about any possible food

allergies that need to be addressed.7. You may tell your class that this is one of the school events that

siblings are allowed to attend. Siblings may not play on the playground equipment and they may not interfere with the runners during the Challenge Run. They may bring posters to cheer on their older siblings and cheer with other spectators. Afterwards they can join in a Popsicle and the dancing if they wish.

G. Staff Appreciation Week

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1. Staff Appreciation Week will likely be scheduled in the month of February. We will inform you of the exact dates as they are determined.

2. Room parents should provide coverage or ask the class for a parent volunteer to provide coverage for the classroom during the Staff Appreciation Luncheon.

3. If required, coordinate the collection of any items that the children are asked to bring in for the teachers. (e.g. provide a vase if everyone is bringing in flowers – check with teacher to see if they already have one in their classroom).

F. Spring CarnivalThe PSE annual Spring Carnival is typically held in April. Room Parents may be asked to provide names of classroom volunteers to help with the Carnival activities.

G. Celebration of Nations1. Room Parents should provide water bottles or ask parent volunteers to

donate water bottles for this event.2. Room Parents may want to offer to take a folding chair to the track for the

teacher and assistant teacher.

H. Other Activities to be DeterminedPlease keep in mind that other needs may arise during the year in which you may need to help the teacher obtain volunteers. You may also be asked to communicate information to your classroom parents via email or a note to be sent home in the folder.

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Calendar of Events

Throughout the year Room Parents are responsible for coordinating classroom celebrations and PTA sponsored events. Following is a sample of the activities that normally occur during the school year. This calendar is NOT exact.

September: PTA Open House

October: Personal Best Challenge Run Provide water bottles and popsicles or request parent volunteer to provide. You may be asked by the PTA to solicit volunteers from your class

November Fall Celebration, if there is oneCoordinate donation of craft supplies & volunteer sign-up

December Holiday/Winter Celebration Coordinate donation of craft supplies & volunteer sign-up

Teacher Holiday GiftsCollect donations from parents for class gift and provide parents with Teacher Favorites List information.

February Valentine’s CelebrationCoordinate donation of craft supplies & volunteer sign-up

Spirit WeekStaff Appreciation Week

Coordinate vases for flowers.Communicate Teacher wishes/needs to parents.

April Spring CarnivalYou may be asked by the PTA to solicit volunteers from your class

Personal Best Challenge RunProvide water bottles & popsicles or request parent volunteer to provide.

May Field DayCoordinate donation of food items & volunteer sign-up

End of Year Teacher GiftsCollect donations from parents for class gift.Provide parents with Teacher Favorites List information.

End of Year Party (could be in conjunction with Field Day)Coordinate donation of food items & volunteer sign-up

June Celebration of NationsCoordinate donation of water bottles for students

Other Facilitate teacher, assistant and “special staff” birthday celebrationsOrganize assistance in classroom as needed

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KEY FACTORS TO SUCCESS

TEAMWORK – You and your co-room parent are a TEAM. Work together. Take the time at the beginning of the year to talk about how you are going to divide the responsibilities. Include as many classroom parents as possible.

COMMUNICATION, COMMUNICATION, COMMUNICATION – Use e-mails and/or notes home to communicate plans, expectations and follow-up information to the classroom families. Create an email “Group” for the classroom and send messages via email. If there is a parent that does not have regular email access, make a point of sending a hard copy of your email to them via their child. Make sure you have email address for all of the parents.

RELATIONSHIP WITH TEACHER – Keep an open line of communication with the classroom teacher. Take the time to have that initial expectations meeting. The teacher will inform you when classroom celebrations will occur so that you can arrange for volunteers, food and supplies. All emails to parents should be copied to the teacher, with the exception of emails relating to teacher/assistant gifts. Keep the teacher informed of what children may be bringing in to contribute to celebrations. Any special items (especially around the holidays) must be approved by the teacher.

RELATIONSHIP WITH CHILDREN AND PARENTS – Try to involve all parents and children as much as possible. Include as many parents as possible in the classroom activities and during celebrations.

CLASSROOM CELEBRATION IDEAS AND SUGGESTIONS

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The suggestions below came from the input of many seasoned room parents. These comments are based on their experiences and can be used or not depending on the individuality of each classroom, set of children, room parents and teacher. They should give you something to think about when you plan your classroom activities.

Classroom Celebrations are up to the teachers and the room parents, but typically consist of a snack, craft, game and maybe some other activity – depending on the time. There is no right or wrong way to host a classroom celebration (as long as you are within the guidelines stated above). The objective of a classroom celebration is to have happy kids. The section below is meant to launch you in the right direction as you begin your classroom celebration planning.

CraftsThe following sources are good places to find crafts, treats and gifts for all types of classroom celebrations. Michaels in the Arboretum or Stonecrest – craft sheets Oriental Trading Company

o Web site www.oriental.como Phone Number 1-800-875-8480

NOTE: To avoid excessive shipping charges, be sure to order in advance, and think about working with other classes to place one large order.

Family Fun Magazine o Magazine available at local bookstoreo Web sites:

www.familyfun.comwww.crayola.com http://familyfun.go.com/crafts www.simplefunkidparties.com/roommomcorner.htmlwww.makeandtakes.com

Notes: Anything that can be prepared ahead of time should be. Organize craft supplies into individual bags for each child. TEST the craft at home to make sure that it is doable by a child

in the allotted time

Games

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Games are a fun way to let the kids burn off some of that extra energy. The type of game will vary depending on the children’s grade level and maturity levelo The game should be uncomplicated and fun.  This is where you can

plan to give each child a pencil, or any small item as a prize.o Bingo is ALWAYS a fun game to play as either an entire class or as

a small group in a center. Pin the Tail on something also works.o At Valentine’s Party, buy paper Conversation Hearts, cut them in

half in different designs and have the students find their partner or the other half of the heart by matching up the edges and the saying

Craft Ideaso Paper Spider Webs: Use Black Paper Plates – luncheon size and

cut ½ inch slits (about 8) around the edges. Each child gets a piece of precut white yarn. Tape the yarn to the back of the plate and have the children weave a web on the plate. Attach a plastic spider.

o Gifts for parents or grandparents (potholders, aprons, etc.)o Cards for family members or possibly “adopt” an elderly group

(maybe the church across the way) and make cards (valentine’s ) for them.

Miscellaneous Thoughts on Classroom Celebrations:C. “MUSIC – BRING MUSIC.”D. “Keep the party simple and do as much prep work as possible”E. “Set the deadline for donations earlier than needed because some

people are always late.”F. “To make it easier for the teachers, always write the child’s last

name on the top of whatever you are sending home.”G. “When asking people to bring things to the classroom or to a party,

make sure that you give them enough lead time. Try to give people a weekend to shop…..if you want to you can send them a reminder a few days before just in case.”

H. Always have a contingency plan (bring extras and stash them in your car in case someone forgets to bring something in)

HO LIDAY (WINTER) PARTY IDEAS

The festive atmosphere of the season can be enhanced when it reflects the beliefs of all children of the school community. Here are two examples to celebrate the various winter holidays. Activities in the classroom that are connected to religious or cultural holidays are selected for their

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educational content and to increase students’ awareness of different cultural practices and traditions without including religious teachings.

Theme: Winter Holiday (December)

Crafts:All crafts must be approved by the teacher and will reinforce the theme of the party.

Some ideas for crafts are: snowmen made out of laundry detergent, decorating gingerbread houses, pine cone bird feeder, snow scene in a jar, snowflakes, and snowglobes.

Snack:Foods served should be healthy. Be aware of classroom food allergies-talk to the teacher directly regarding any dietary restrictions. Please limit sweets. Fruit drinks are appropriate drinks; no soft drinks should be served.

The children love to decorate sugar cookies, cupcakes or gingerbread houses. Decorating their snack can be an activity in itself. Fruit and vegetable party tray-have each parent send in different dips for the children to try. Children love snow (ice) cream in almost any shape or form.

Games:Games are a fun way to let the kids burn off some extra energy (or sugar). The type of game will vary depending on the children’s grade level and maturity level. The game should be uncomplicated and fun.

In keeping with the Winter theme, some ideas include ice fishing, winter Pictionary, snowball relay race, word find, and freeze.

Music:Bring music-children love music! Make sure the music is in keeping with the theme and does not represent one particular holiday or culture. Please review your selections with the teacher before the party.

Decorations:Decorations must represent the diversity of the season and be inclusive of all children’s cultures. The crafts completed during cultural celebrations may be displayed throughout the school and/or sent home. Other winter decorations that would be appropriate include snowflakes, snowmen, gingerbread houses, mittens, and candles.

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In planning for these parties or lessons, the use of religious or cultural symbols such as a cross, menorah, Crescent, Star of David, crèche, symbols of Native American religions and the Buddha that are part of a religious tradition, are permitted as a teaching aid ONLY.

Books:There are many delightful books available to read in keeping with the winter theme. Some recommendations are: Gingerbread Baby, Dream Snow, The Mitten, Curious George in the Snow, The Hat, White Snow Bright Snow, to name a few.

Sources:The following web sites are great resources to find snacks, games and ideas to launch you in the right direction as you begin your classroom celebration planning:

www.kidsdomain.com www.familyfun.go.com

www.billybear4kids.comwww.nuttinbutkids.comwww.childfun.com

For crafts:www.orientaltrading.comwww.michaels.com (stores located at the Arboretum & Stonecrest)www.crayola.com http://familyfun.go.com/crafts www.simplefunkidparties.com/roommomcorner.htmlwww.makeandtakes.com

SAMPLE FORMS AND COMMUNICATIONS

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Winter Holiday PartyThe Winter Holiday Party needs four parents to volunteer to attend the party and participate in and direct the activities. If you are interested in participating, please sign your name below. As the date approaches your class Room Parent will follow up with you to confirm your availability. Please note that your name on this list does not guarantee that you will be asked to volunteer. All parents will be given the opportunity to participate if they choose to do so.

In-Classroom Volunteers:

1._______________________________________________________________

2._______________________________________________________________

3._______________________________________________________________

4._______________________________________________________________

Alternate In-Classroom Volunteers:

5._______________________________________________________________

6._______________________________________________________________

Available to provide supplies/goodies for the party:

1._______________________________________________________________

2._______________________________________________________________

3._______________________________________________________________

4._______________________________________________________________

5._______________________________________________________________

Field Day

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ROOM PARENT MANUAL

Coach Maxson needs parent volunteers to help participate in and direct the games during Field Day. Date to be announced in May. This is a great opportunity for Dads to volunteer! Students end their Field Day with a onsite pizza picnic. Volunteers are also needed to donate items for the picnic.

Field Day Volunteers to Help with Activities:

1._______________________________________________________________

2._______________________________________________________________

3._______________________________________________________________

4._______________________________________________________________

5._______________________________________________________________ 6._______________________________________________________________

Volunteers to send in supplies/goodies for the Field Day picnic:

1._______________________________________________________________

2._______________________________________________________________

3._______________________________________________________________

4._______________________________________________________________

5._______________________________________________________________

6._______________________________________________________________

Willing to Send/Bring in Supplies

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ROOM PARENT MANUAL

Throughout the year, there will be various celebration and activities that the teacher will need to ask the parents to provide various supplies/goodies. If you are willing to provide such items on a rotating basis, please write your name below. Thanks for your support!

1.____________________________ 16.__________________________

2.___________________________ 17.__________________________

3.____________________________ 18.__________________________

4.____________________________ 19.__________________________

5.____________________________ 20.__________________________

6.____________________________ 21.__________________________

7.____________________________ 22.__________________________

8.____________________________ 23.__________________________

9.____________________________ 24.__________________________

10.___________________________ 25.__________________________

11.___________________________ 26.__________________________

12.___________________________ 27.__________________________

13.___________________________ 28.__________________________

14.___________________________ 29.__________________________

15.___________________________ 30.__________________________

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ROOM PARENT MANUAL

Room Parent ResponsibilitiesExpectation Agreement

In an effort to establish a good line of communication and a full understanding of each other’s expectations, the PTA would like Room Parents and Teachers to review the following established list of Responsibilities. Please discuss any additional and/or different responsibilities that may be needed this year.

• Communicate with the teacher to understand classroom needs/activities on an ongoing basis:

– Conduct expectation meeting by September 14th– Email teacher periodically to determine dates of upcoming parties, needed

supplies for activities, etc.• Provide a line of communication to parents about classroom activities and needs:

– Email parents with party dates at least 4 weeks prior to party date– Solicit parent volunteers to assist in classroom for parties or other activities as

well as bring needed supplies/food• Facilitate the planning and execution of class activities and parties throughout the year:

– Coordinate the standard classroom parties: Winter/holiday party, Valentines Day party and End of Year party.

– Coordinate other celebrations unique to this class; for example, 5th grade pizza parties, Pumpkin Math, Settler’s Day, etc.

• Coordinate parent volunteers as requested for PTA and school programs such as:– Spring Carnival– Field Day– 5th grade graduation (4th grade room parents only)

• Provide popsicles and water bottles (or get parent volunteer to provide) for Personal Best Challenge Run in Fall and Spring.

• Provide water bottles (or get parent volunteer to provide) for Celebration of Nations.• Coordinate the giving of classroom gifts to teachers and assistants.• Coordinate activities and communicate to parents about Staff Appreciation Week

– Recognize teacher/teacher assistant– Recognize Classroom Staff Pal– Obtain parent volunteers to cover teacher luncheon

• Assist in building class relationship with Classroom Staff Pairing:– Invite Staff Pal to classroom celebrations– Recognize Staff Pal birthday with card/small token– Recognize Staff Pal during Staff Appreciation Week

Please list any other agreed upon activities/responsibilities:_____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Teacher: ___________________

We, ___________________________________, ___________________________________, and __________________________________ have agreed to the above room parent responsibilities for the school year of 20____-20_____.

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ROOM PARENT MANUAL

Dear PSE Teacher/ Teacher Assistant:

Please complete the following Favorites List and it return to your Room Parents. This will help them and your class when it comes to birthdays, etc. We appreciate your time!

Thanks! ********************************************************************************************Teacher or Teacher Assistant Name:________________________

Favorites Category Favorite ItemComfort Foods

Favorite Beverages

Rainy Day Activities

Hobbies/Interests

Favorite Colors

Reading Material

Movies

Favorite Restaurants

Music

Simple Pleasures

Other

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ROOM PARENT MANUAL

SAMPLE CLASS FUNDS COMMUNICATION FOR BEGINNING OF YEAR

Parents,

In lieu of bothering parents and teachers throughout the year for numerous supplies, we are asking for a VOLUNTARY donation to cover the expenses involved in the 3 classroom parties this year (Winter/Holiday, Valentine’s, and End of Year). We are budgeting (Enter $$ Amount) to cover these expenses. There are (Enter #) children in the class.

For those of you wishing to donate for teacher gifts at this time, we are happy to take those donations as well and will apply them at the appropriate times. Please mark below how you wish us to accommodate your participation. In addition, we will also provide a gift to our staff pairing, (Enter Staff Pal Name). Birthdays will be acknowledged with a simple celebration and a small gift card to one of their favorite places.

Please Note: Teacher gifts are VOLUNTARY and you should not feel any obligation to participate. We offer the “group gift” as a service for busy families. Also, we share (Enter Assistant Name) with another (Enter Grade) grade class who will be giving her a gift as well. Please adjust your contribution accordingly.

Thank you for your support of our classroom, children and teachers this year!

(Enter Your Names) I will be making a lump-sum contribution at this time for:

Class Party contribution

Birthday fund (Teacher Name, Assistant, Pal)

Holiday Teacher Gift (Teacher)

Holiday Teacher Gift (Assistant)

Holiday Teacher Gift (Pal)

End of Year Teacher Gift (Teacher)

End of Year Teacher Gift (Assistant)

End of Year Teacher Gift (Pal)

Total Enclosed

I would like to participate in a group gift for the holidays or at the end of the year, but would prefer to be contacted later for those.

I would prefer to handle anything beyond class parties on my own.

Parent Name

Child’s Name

Please make checks payable to (Enter your name). Return this completed form with your contributions in the envelope provided.

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ROOM PARENT MANUAL

SAMPLE EMAIL MESSAGE REGARDING A PARTY AND REGARDING COLLECTING FOR A TEACHER GIFT

Dear Parents: 1We are gearing up for the Winter Party and the Winter Holiday Gifts for the teachers! The Winter Party is scheduled for Tuesday, December 20th from 10:15 -11:30.  Four parents have signed up to participate. They are: Parent A, Parent B, Parent C and Parent D. 1If any of you cannot participate in the Winter Party, please send the Room Parent an email immediately. The Teacher has planned a fun party!  This is what the children will do: Craft: To correspond with the Gingerbread House decorations, the children will be decorating their own gingerbread houses. Teacher and Assistant are collecting the milk cartons that will be the base of the house but we will need each child to bring in a jar of white frosting (This sounds like a lot of icing; however, we don’t want to run out. Please know that we will save all unused construction materials for the next party!) and we need volunteers to send in one of the following "construction materials."  4 boxes of honey graham crackers4 bags of gum drops4 bags of M&Ms 4 bags of licorice or twisters4 jars of colored sprinkles

Please Reply Back to the entire class with any item you wish to donate and send in. Snack:For a snack, the children will NOT eat their gingerbread houses. We will provide a yummy snack and festive paper products.

Game:The children will be playing BINGO.  Surprise Craft:The children will also be doing a fun craft that relates to the Gingerbread House theme and will have a special surprise for you parents! 1

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ROOM PARENT MANUAL

SAMPLE EMAIL MESSAGE REGARDING A PARTY AND REGARDING COLLECTING FOR A TEACHER GIFT

(Continued)

At the Winter party we would like to present the Teacher and Assistant with a Winter Holiday Gift. Because these are two seasoned teachers, we have decided that the best gift would be a combined gift card that they could use to purchase a special gift for themselves. The gift card will be a Simons Gift Card and will be presented in a decorative packaging. If you wish to contribute to the joint class gift, please send in your cash or check made payable to Room Parent in an envelope with Attn: Room Parent written on it. Assistant reviews each child’s folder so please put any contributions to the joint teacher gifts in a separate envelope. Please send your contributions for the teacher gifts no later than Thursday, December 15th. We will present the teachers with their gifts on the day of the party.

Participating in a joint Winter Holiday Gift is completely voluntary. Any gift the classroom gives Teacher and Assistant will come from the entire class. For those of you that would like to give our teachers an individual gift we are providing you with a list of their favorites:

Teacher’s comfort food is tootsie rolls and Chick-Fil-A dream cones! She loves hazelnut coffee. On rainy days she likes to sleep and read People magazine. Her hobbies are tennis, walking and cards. Her favorite colors are purple and yellow. She loves to read home magazines, the US News and World Report and the CBS Soap Magazine! Her favorite food is spaghetti but she doesn’t have a specific favorite restaurant. She loves country music, beach music, Motown and Earth, Wind and Fire! Her simple pleasures are drinking coffee and reading a newspaper, strolling through Barnes & Noble, walking in the neighborhood and playing tennis. She also loves picture frames and candles.

Assistant’s comfort food is Breyers vanilla ice cream and Hershey chocolate bars and root beer! Her hobbies are gardening and reading and on rainy days she likes to read or sew. Mrs. Gest’s favorite restaurants are Olive Garden, Red Lobster and Applebees. She likes Motown (60s) music and her favorite movie genre is mystery or scary ones! Her favorite colors are purple and pink. Her simple pleasure is sitting on the back porch of her home, listening to the birds and pond and being surrounded by her cats and dogs. She loves to feed the wild birds in her back yard and watch them come to her feeders.

Thanks for volunteering! 

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