Solis Park PTSA  - 2022- 2023

ROOM PARENTS GUIDELINES 

 

Link to Google Doc to express interest:

https://docs.google.com/document/d/17oTw-xl1XPmCIONOQo9JBek-CufI8qnohloIBv33qt4/edit?usp=sharing



SUMMARY OF ROOM PARENT GUIDELINES

Room Parent Coordinator
  • Facilitates communication between the PTSA and teachers/designated room parents and co-room parents
  • Assist Room Parents in planning and organizing class parties and events under class teachers guidance
  • Help create wonderful memories for the students by giving room parents ideas and guidance with events and programs
  • Ensures cohesive experience for each grade level

Room Parent & Co-Room Parent
  • Serves as the classroom liaison between teachers and parents th
  • roughout the year
  • Communicates with parents and ensures classroom parties and activities run smoothly
  • Communicates to the class and parents on PTA events & activities
  • Collects class donations and maintains the expenses account
  • Acts as the Yearbook coordinator for the class and provides photo updates to the school for yearbook compilation unless there is another dedicated yearbook representative

Collect Donations
  • Decides the contribution amount to request from the class* parents
  • Sends a Welcome / Intro letter to all parents after the orientation (sample letter will be provided)
  • Collects, oversees and accounts for all funds collected from parents for classroom parties and teacher gifts
  • Communicates expenditures to parents at the end of each trimester

                   *Class roster will be provided by your class teacher

Class Parties
  • Works with the teacher to schedule parties for the year
  • Communicates with parents about details of parties and recruit the necessary volunteers, including a photographer
  • Allocates appropriate amounts of class donations for each party; budgets carefully
  • Communicates class fund allocation and remainder

Teachers Gifts
  • Using the profiles the teachers provided, discuss and determine the appropriate gift with other class parents. Typically gifts are provided for the winter holidays, birthday and end of the year
  • Notify the class parents in advance what will be purchased and when it will be presented to the teacher
  • Purchases cards and has all students sign (regardless of who donated) or has the whole class sign the card

Field Trips
  • Teachers may request that room parents help to recruit volunteers to accompany their class on field trips.

Spartan Race   (March)
  • This is one of the major fundraisers for the PTSA and requires many parent volunteers on the day of the event
  • A separate meeting/communication will be sent to you as the date approaches

Teacher & Staff Appreciation Days (May/Jun)
  • Coordinates with the PTSA regarding theme and daily activities to honor the teachers
  • A separate meeting/communication will be sent to you as the date approaches

Yearbook Parent
  • Responsible for designing the classroom’s dedicated activity page in the yearbook (or assigning a delegate)
  • Ensures a variety of pictures are taken throughout the year of all the students
    • More info, guidelines, and due dates will be sent separately
  • Coordinates with Room Parent and Yearbook Staff

 

Communications
  • All PTSA related communications will be forwarded to you through Room Parent Coordinator. You will be responsible for forwarding all the class activities and PTA related events to the class parents

 

ROOM PARENT RESPONSIBILITIES

The main role of a Solis Park Room Parent is to act as a liaison between the teacher and the class parents. Your job is that of a volunteer coordinator rather than to be the main volunteer for your class. Get the families in your class involved, ask for help and delegate. 

You will be invited for an orientation hosted by Solis Park PTSA. 

After the orientation : 

  1. Meet with your teacher as soon as possible to determine their specific needs and expectations. Many teachers all have individual preferences when it comes to their room parents. It is important to remember that your job is to follow their lead and execute their vision. Some teachers will prefer that you plan events while others will manage their class and have you and your volunteers assist.

At your first meeting you will want to discuss:

  • General volunteer needs and preferences.
  • Proposed classroom celebrations and dates.
  • Preferred method of communication.
  • Obtain a class roster.
  • Food allergies or restrictions in the classroom.
  1. Create a Welcome Letter for the parents in your class. Include some introductory information about yourself, your plan for the year, and your donation request. There is a sample welcome letter on the Room Parent Guideline link on the Solis Park PTSA website.
  2. Set up dedicated space in the classroom where donations and documentation can be placed. Periodically check this space for donations or anything else you have asked for. Keep track of which families have donated and the donation amount. For checks and balance purposes, two people should manage this process. We recommend you notify each parent when their donation is received.
  3. Communicate with your teacher and class parents. You will receive communications from the Room Parent Coordinator with upcoming PTA events and other information. Plan to provide class parents communications about the school-wide events along with information about your individual class party plans, classroom needs, and requests for help. Please try your best to give parents ample notice on volunteer requests. Always have your teacher approve class wide communications before sending them to the parents.

 

  1. Plan class parties and celebrations and ask for volunteers to execute the plan or be in charge of a specific portion of the party. Work with your teacher as much as they prefer in party planning. You should use the donations to purchase supplies for the party and/or ask parents to bring items in for the party. Provide the classroom parents an update after each party on how much was spent and how much remains in the classroom fund. Sometimes the funds collected do not cover the costs or classroom funds have a remainder at the end of the year. If either of these things happens, please contact the Room Parent Coordinator for guidance. 
  2. Attend Room Parent Meetings throughout the school year. All dates are tentative but there will be an orientation meeting in late September, Jogathon planning meeting in February and a Teacher Appreciation Week planning meeting in April. Other meetings will be scheduled as needed.
  3. Recruit volunteers for school-wide events. Direct requests from a Room Parent often increase participation and involvement better than other modes of recruitment. Please share these volunteer requests with your teacher and class parents.
  4. Coordinate with your parents and students to arrange teacher gifts. Communicate with your class parents and consult the teacher profile on the Room Parent Central. Typically class gifts are given for the winter holidays and at the end of the school year. You can discuss with your teacher how they would like to celebrate their birthday. Regardless of donations, class gifts come from the entire class. All students should sign cards or include a note that the gift is from the entire classroom.

**IMPORTANT: It is important to communicate to your class parents that all monetary donations are strictly voluntary.**

  1. Each classroom has an activity page in the yearbook page dedicated to capturing the fun and special moments of the year. The Yearbook Parent is responsible for completing this page or assigning a delegate. Please make sure pictures are taken at each major event (parties, field trips, etc.) and design the page. Training is provided. This should be started in December and completed by the end of March. It’s important that every child is featured at least once on the activity page. More details will be provided by the Yearbook Chairperson.
  2. Maintain confidentiality. Solis Park takes student confidentiality very seriously and expects all volunteers to do the same. Everything that you see and hear in the classroom is confidential. Do not discuss observations and interactions that you witness or are part of at school. The teachers and staff will share academic, social, behavioral and emotional concerns with the families as needed. Your leadership and modeling are important with respect to confidentiality.
  3. Financial Reporting Transparency. At the end of each trimester, please submit a mandatory full financial report to the PTA Treasurer as well as to the class parents itemizing transactions of monies collected and monies spent.

   

 

School-Wide Events and Holidays Planning Calendar

(check with teachers for specifics)

There are other classroom activities the teacher will inform you about including parties, field trips, etc. This is meant just as a guide in planning.

OCTOBER - Reflections, RED Ribbon Week, Halloween

NOVEMBER - Veterans Notes, Candy Donation, Book Fair, Food Drive, Thanksgiving

DECEMBER- Adopt a Family, Classroom Winter Party, School Wide Holiday Event

JANUARY - Bingo Night, Upper Grade Outdoor Education

FEBRUARY - 100 Days of School, Book Fair, Open House, Valentine’s Day, International Day

MARCH- Read Across America/Dr. Seuss Birthday, Spartan Race

APRIL - Spring Carnival, Upper Grade In-Between Talks

MAY- Staff Appreciation Days, Irvine Junior Games

JUNE - Classroom End of Year Celebration, School Wide End of Year Celebration