Timeline

Teacher Introduction & Meeting

• Appoint an initial Point of Contact (POC) if there is more than one Room Representative for your class.

• Review your Teacher’s “Room Representative Survey” responses outlining his/her needs and expectations.  The survey will be shared with you by the Room Representative Coordinator.

• If your designated Teacher has not taken the “Room Representative Survey,” discuss examples of assistance Room Representatives have organized for teachers in the past. (Appendix #1: “Classroom Volunteer Description”)

• Send an introductory email to the Teacher that shares your contact information and solicits your Teacher’s expectations and needs. (Appendix #2: “Teacher Introduction Letter Sample”)

• Set up an in-person meeting, as appropriate.  

Parent & Guardian Contact Information

• Room Representatives will receive contact information from parents/guardians who attended Open House.

• Input contact information for those parents/guardians indicating an interest in volunteering as Classroom Volunteers and/or PTA Volunteers in the “Room Representative & Classroom Volunteer” Google Spreadsheet which will be shared with you by the Room Representative Coordinator.

• Send home the introductory letter to parents/guardians in students’ Thursday Folders soliciting contact information. (Appendix: “Parent/Guardian Introduction & Information Request”) NOTE: You may also ask your Teacher to solicit information from parents/guardians in his/her Weekly Newsletter or in a separate email.

• Create a spreadsheet/email distribution list for all parents/guardians as you receive their contact information.

Classroom Volunteers

• Email Classroom Volunteers in order to introduce yourself.

• After determining the Teacher’s needs, ask Classroom Volunteers to begin assisting. Creating a SignUp Genius or other scheduling device is helpful if your Teacher is seeking recurring help. 

Parent/Guardian Outreach

• Email all parents/guardians and reintroduce yourself.

• Share any important upcoming events or reminders related to class activities. Include any PTA-related information you are asked to share by the Room Representative Coordinator, with a link to the PTA website: https://keenemillpta.ptboard.com.

“Teacher’s Favorites”

• Share the “Teacher’s Favorites” link with parents/guardians. 

  1. 1. 1. • 1. 1. 1. • “Teacher’s Favorites Email Sample”

                      • “Mrs. Kim’s Favorites”

• If your Teacher has not filled out a “Teacher’s Favorites” form, ask them their favorite places to shop and eat and share that information with parents/guardians.

• If your Teacher has not assembled an Amazon Wish List for his/her classroom, encourage them to do so.

• *Important Reminder: As per KMES policy, Room Representatives may not collect money from parents/guardians for gifts, cash gifts, or gift cards. Parents/guardians are strongly discouraged to collect money for the aforementioned, as well, but gift cards from individual families are acceptable and welcomed.

Winter Party Planning

• Your Teacher will contact you with the theme and guidelines for the Winter Party. 

• The teacher who assumes the lead for the party, for each grade, along with his/her Room Representative, will serve as the POCs.

• Meet with fellow grade-level Room Representatives to begin planning the Winter Party.

Party Planning & Organizing

• Meet with Classroom Volunteers and assemble roles for various activities.

• Be present the day of the party to set up, delegate, oversee events, and clean up.

• Thank your volunteers!

Continued Communication

• Share the “Teacher’s Favorites” list, if you have not yet done so.

• Consider sending parents/guardians an email with pictures from the party, reminders about winter break, and upcoming activities after the break.

• Continue to serve as a resource for parents/guardians.

Teacher Check-In

• Contact your designated Teacher to determine what kind of assistance is needed and whether adjustments need to be made.

• Request assistance from Classroom Volunteers, as needed.

• Possibly create or update a SignUp Genius at this time.

Continued Communication

• Continue to share important reminders and information with parents/guardians.

• Continue to serve as a resource for parents/guardians.

Teacher Appreciation Week

• Email parents/guardians with a reminder about Teacher Appreciation Week and include the “Teacher’s Favorites” and Amazon Wishlist.

• Consider creating a class project or some way to commemorate the year and/or honor your Teacher or asking a Classroom Volunteer to do so. 

End-of-the-Year Party

• Teachers will contact you with the theme and guidelines for the End-of-the-Year Party.

• The Lead Teacher for each grade, along with his/her Room Representative, will serve as the POCs.

• Meet with fellow grade-level Room Representatives to begin planning the End-of-the-Year Party.

• Create and have the Lead Teacher send out a SignUp Genius to all parents/guardians in your grade, detailing any supplies you need for the party. Supplies should be sent to people’s homes and brought into school, as opposed to shipping directly to Keene Mill.

Party Planning & Organizing

• Meet with Classroom Volunteers and assign roles for various activities.

• Be present the day of the party to set up, delegate, oversee events, and clean up.

• Thank your volunteers!

Reflection & Farewell

• Send out an email to all parents/guardians thanking them for a wonderful year.

• Consider sending parents/guardians an email with pictures from the party, reminders about the final days/weeks of school, and other appropriate information.