Room Parent Packet 2020 / 2021 - (Modified) - PTBoard
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Room Parent Packet 2020 / 2021
(Modified)
CONTENTS:
1 Room Parent Packet Overview
2 Letter to Room Parents
4 Helpful Information to Guide Room Parents
• Getting to Know Your Teacher / Where to Start
• Favorites Questionnaire
• Events / Activities Room Parents Coordinate
• Introduction to Parents
5 Sending Correspondence to Parents
• SignUp Genius & Shutterfly
• Copies
• Emails: Always send emails BCC (blind copy)
6 Entering Volunteer Hours - (Electronic link
http://www2.vbschools.com/volunteers/hours/recordhours.asp
6 Policy Regarding In-Class Photos, Social Media & Email
7 Policy for Outside Food
8 Volunteers for Classroom Activities
9 PTA
SAMPLE LETTERS
10 Fall Fun Recess Fill a Bag Sample Letter Room
12 Introduction to Parents Sample Letter
14 Winter Party Sample Letter Parent 101
15 Christmas Gift Sample Letter
16 100 Days of School Sample Letter
17 Class Basket Sample Letter
REFERENCE
19 PTA Officers & Team Link
19 PTA Calendar of Events Link
19 PAES PTA Helpful Links
19 Room Parent Resources Link
Room Parent Packet 1
Dear Room Parents: Thank you all for volunteering to be Room Parents! I would like to introduce myself as the Room Parent Coordinator. I will be communicating with you regularly to update you on any changes to procedures, PTA happenings, and event dates so you that can plan ahead. If you have any questions, please don’t hesitate to contact me. As you know, this year will be different than other years. At this time no volunteers are allowed in the school building until further notice. However; teachers still need your help! Get creative and work with your teacher to make this a memorable year for these students. I do not know yet how holidays and events will be handled in the classroom, but the teacher may be interested in your help to coordinate and send in fun activities etc. I will let you know any specific direction I receive from administration regarding this once I receive it. Please take time to review the information in this package as well as attached forms so that you are familiar with them when it is time to use them. Pay particular attention to the policies regarding pictures, outside food, volunteer procedures, logging volunteer hours and more. Feel free to cut and paste from the letter templates to personalize them as you see fit. If you have a Co-Room Parent, please decide who will take the lead for the year OR for each event so your teacher knows who is in charge of each activity. Let me know who will be lead. As Room Parent you will be the communication link between the PTA, the teachers, and the parents in your class for events, miscellaneous activities, and communication. Reach out to the parents for volunteers, donations, and other help as you need it. Do not buy all of the items and do everything on your own. Ask for help, because we have many generous parents and teachers. As soon as possible you will want to send out your introduction letter to both the teacher and parents (see package for the sample letter to parents). If you have a Co-Room Parent please decide who will handle this task and be sure to include both of your contact information. I will email reminders, but just in case, please create reminders for upcoming events in your planner about 2-3 weeks before each event so you have time to plan and communicate. I will also include sample letters or other applicable documents as the events near. You may also decide to organize a group teacher gift for your teacher’s birthday, winter holiday, teacher appreciation week, or other special occasion – this is up to you. Be careful to assure your fellow parents that it is voluntary to participate and keep all budgets in mind. Also, please understand that some families are unable to contribute even though they would have liked to. Please make sure to share the Teacher Favorites form with your parents, so they can best select gifts that the teachers will enjoy. Room Parent Packet 2
Please check the PTA Website regularly for updates to the calendar, PTA contact list, and other updates that you may need to reference. Get connected with the PTA. The PTA website is https://pae.ptboard.com/home. The PTA also has a PTA Facebook Page located at https://www.facebook.com/paepta/ and a private PAES Family Group located at https://www.facebook.com/groups/PAESPTA/. The group family page is a closed group to safely post details about events, photos, and communicate with other parents. PTA also has Twitter at @PAESPTA. Please contact me with any questions, comments or suggestions. If you just get too busy, there is no shame in that (we are all volunteers) so please reach out, and we will find help. The sooner you reach out the better we can all help. On behalf of the teachers, staff, PTA, and student body I would like to thank you for volunteering your time. We couldn’t do what we do without our wonderful Room Parents! Please also note that items in grey could be helpful, but likely do not apply to this unique year. Sincerely, Melinda Gay PAES PTA Room Parent Coordinator glovermelinda@gmail.com Cell: (843) 817-6772 Room Parent Packet 3
HELPFUL INFORMATION
TO GUIDE ROOM PARENTS
GETTING TO KNOW YOUR TEACHER / WHERE TO START
Each teacher conducts their classroom differently, so the first thing
you should do is contact your teacher now and ask for their
expectations and the dates and needs of any classroom events
—especially considering this unique year. To be pro-active you will want to ask your teacher
if there is a fall celebration or activity to in October.
Favorites Questionnaire:
All teachers and staff received a Favorites Questionnaire Form to help us get to know them
better. Favorites forms are located on the PTA website here:
https://pae.ptboard.com/school/cm?mid=2289.
Please send the link or copies to your class parents with a note letting them know what it
is. Please send this out to the parents as soon as possible since some teachers or staff
may have birthdays that fall early in the school year. All parents should receive a copy or link to
the favorites form again in December as a reminder.
Events / Activities Room Parents Typically Help Coordinate:
• Teacher Birthday Gift * • End of year Teacher Gift *
• Fall Celebration (Oct) • 100 days restocking effort (Feb)
• Teacher Holiday Gift * • Teacher / Staff Appreciation (May)
• Winter Holiday Celebration (Dec) • Field Day Refreshments (June)
• Young Grades Valentines • End of Year Celebration
Celebration (Feb)
* Organizing a group gift for the teacher is entirely up to you and voluntary.
- Note: Sample letters for these events can be found in this package as well as the PTA website.
Occasionally, the Room Parent Coordinator or PTA may ask you to communicate a PTA event in
which case all instructions will be emailed to you by me. It is up to the teacher’s discretion as far
as what celebration is appropriate / safe for the class, when, and the times.
Introduction to Parents:
Once you have spoken to your teacher please send an introduction letter to your parents.
You can use one letter to introduce yourself as well as communicate information for the fall party,
or you may choose to use separate letters. It is up to you. A sample letter can be found in this
package.
You will receive contact information for all parents from the Room Parent Coordinator.
Room Parent Packet 4
SENDING CORRESPONDENCE
TO PARENTS
You should receive a list of class parent contact
information from me. Parents have the option to
opt out of having their contact information given to
the Room Parent. Should you have a parent who
completed the Class Communications Opt Out
form, please have the teacher send a paper copy
of all communications to these parents through the
Teacher’s Tuesday folder. Please also make sure
to get contact information for any students who
transfer in during the school year.
If you are seeking donations or volunteers include the link to your SignUp Genius account. Both
sites below also send reminders.
SignUpGenius.com is great for events where you need donations and/or
volunteers. Parents can participate via the link even if you don’t have their email
address. Please use SignUp Genius for things you coordinate for the class.
Shutterfly: Shutterfly is a great resource to use to manage and share class
photos. You need to have email addresses to invite parents to Shutterfly.
There is also an app called “Share Sites” by Shutterfly if you find this useful.
Paperless: Our school is trying to go green, so please try to email anytime it is
possible. If you do not have the email address for a parent, please make sure
to provide a paper copy for that student.
When emailing parents, please ALWAYS use the BCC (Blind copy) so that
email addresses are kept confidential. This will also ensure that replies are
sent to you as the Room Parent as opposed to copied to all parents.
(NOTE: If necessary, you can enter your email address in the primary address
if your email program does not allow you to send only to BCC email addresses.)
Room Parent Packet 5
ENTERING VOLUNTEER HOURS
Your time is very important and the PTA sincerely appreciates the hours you invest at PAES.
All volunteer hours should be logged every time you volunteer at school/home for PTA or for
your student's classroom so that PAES will get credit for the hard work and time you put
in. Please visit: http://www2.vbschools.com/volunteers/hours/recordhours.asp to log your
volunteer hours. If you have other questions about volunteering, please email
PAEPTA@gmail.com.
How to log hours: http://vbschools.com/volunteers/hours/content/pdfs/HowToLogHours.pdf
POLICY REGARDING IN-CLASS
PHOTOS, SOCIAL MEDIA, & EMAIL
We need to safeguard the security and privacy concerns of our
parents and students as it relates to the distribution of in school
photos on social media, email, or other photo sharing. What
Policy?
Please do not email, post, or otherwise share photos
of any of the students. You can manage photos on
behalf of your teacher, but please do not post, share,
or email any student photos.
Room Parent Packet 6
POLICY FOR BRINGING IN OUTSIDE FOOD
Please do not send in or request food until further notice.
More direction will be communicated regarding any class
celebrations once we receive it.
Clinic Nurse MUST inspect all outside shared food:
• Any outside food that is brought to school to be
shared MUST be inspected by the school nurse
and include a full list of ingredients.
• Please verify that all food has been checked by the nurse before serving any
students! This is important ensure our children with allergies are safe.
• You can bring the items to the cafeteria and/or classroom ONLY after they are inspected
by the nurse. On an average day – you should plan on arriving 10-15 minutes early to
coordinate this. On a party day – this could take 30 minutes. Please communicate this
to your parents anytime you have a class celebration with food.
Tips to plan a successful class party:
• It is highly recommended that you contact
sally.berry@vbschools.com or visit Sally Berry in the clinic to obtain
a list of class allergies.
o Share allergy information with your parents on your party
planning correspondence. You cannot indicate which
children have allergies, but please let parents know if there is an allergy so they
can plan accordingly to include children as much as possible. Remember though,
that the allergies will very likely change throughout the year for the class, so
food MUST ALWAYS be inspected by the nurse before it is served.
• Try to select menu items that are inclusive to all in your class.
• You can cater to some allergies like those to peanuts, cherries, strawberries etc. by
asking your parents to avoid these ingredients all together.
• If you discover you have a child with an allergy to gluten, egg or dairy - these may be
more difficult to avoid.
o In this case - ask the teacher if he/she would contact their parents to provide an
acceptable treat for their own child for the event or how the teacher would
recommend you cater to this allergy?
o Sometimes the parents will leave treats in the nurse office that children can have.
If a parent is bringing in treats and there is an allergy, ask the nurse if they have
an alternative treat for the child.
• Rice crispy treats with frosting can be a fun, festive, and inclusive alternative to baked
goods…
• Food can be sent in and inspected in advance. Sealed bags of chips, candy, drinks, etc.
can be sent in to the classroom a couple of days in advance of the party day by parents
or sent in with the students.
Room Parent Packet 7
• Coordinate with your teacher to get the items before the party and have them inspected
prior to your event or ask your teacher if they will do that ahead of time.
• Items can be left at the front desk with the teacher’s name on it.
• Even if the class has no allergies listed, the food still must be verified by the nurse.
• Food will be checked on a first come, first serve basis. Students requiring medical
attention will remain the priority for the nurse which may slow down this inspection
process.
LIST OF INGREDIENTS:
• Inform all parents that ALL outside food that is brought to school to be shared MUST
include a full list of ingredients.
• All items should be store bought with the list of ingredients available.
• When in doubt email the nurse or your Room Parent Coordinator.
VOLUNTEERS FOR
CLASSROOM ACTIVITIES
Volunteers are not allowed in the school building until
further notice. Thank you for your understanding…
Ask for help from parents when you send out written
correspondence and use SignUp Genius for parents to
sign up to volunteer or bring items. Please don’t take this
on alone. Many of the younger grades will require a lot of
volunteer help during the party. Please try to solicit help
in advance.
School Check in Procedure: PAES has a 100% ID check
process. Anyone entering the school MUST have their Driver License/ID, Military ID, or Passport
with a picture when entering the school and present it to the staff at the front security desk. You
will not be allowed to enter without your photo ID. You will then be given a sticker that needs to
be worn at all times while in the school. Please remind parents of this in the party information.
All volunteers must fill out a Volunteer Interest Form. A volunteer is someone who will be
working potentially one on one with a student or with access to information such as Room Parent.
A volunteer form is not required for parents who are attending a party with their child and helping
out with the group. Please complete the following Volunteer form:
Volunteer Form:
http://www2.vbschools.com/volunteers/content/pdfs/RequestVolunteerForm.pdf
Room Parent Packet 8
You truly make a difference as an active member of the PTA who volunteers your time for our Teachers and students. You can find ALL events here: • PAES Website: http://www.princessannees.vbschools.com/ • PAES PTA Website: https://pae.ptboard.com/calendar • PTA Facebook Page: https://www.facebook.com/paepta/ • PTA Facebook Families Group: https://www.facebook.com/groups/PAESPTA/ • PTA Twitter at @PAESPTA Be sure to read the Seagull Newsletter to stay informed about what’s going on. You are strongly encouraged to attend the PTA meetings. Please see the PTA calendar for dates and times. Everyone is welcome, and there is great information presented! Room Parent Packet 9
PAES Fall Fun Recess Fill a Bag Activity
Draft Email to Parents
Dear Fellow Parent,
My name is ____, parent to ______. I (we) wanted to introduce myself (ourselves) as the (co)
Room Parent(s) for TEACHER’S class for the 2020-2021 school year. We will primarily use
email communication for class activities and things you need to be aware of throughout the
year. This will give us a much more efficient way to keep you informed.
This year in lieu of the class fall party, we would like your help with the PAES Fall Fun
Recess Fill a Bag activity for TEACHER’S class.
There are unfortunately many limitations teachers face in order to keep our children safe. One
of these is the activities allowed during recess. This is where the Fall Fun Recess Fill a Bag
begins. The PAES PTA is donating a drawstring backpack for each student to be filled with fun
recess activities. These items will not be shared between students.
Please consider donating items. These items will be included in the bags for TEACHER’S
students. We will be collecting these items and will fill a bag for each student to use at recess.
There are X students total.
Please visit our (Amazon Wish List / Sign-up Genius) at INCLUDE LINK. All items need to be
turned in by INSERT DATE.
Thank you for helping to support the class students to help make recess more fun! Please let
me/us know if you have any questions.
Teacher & Staff Favorite Forms: Find out teacher and staff favorites! This is a great resource
if you are interested in giving a teacher gift for birthdays or the holidays. You can find these for
your teacher as well as other teachers, specialists, and support staff.
https://pae.ptboard.com/school/cm?mid=2289. I have also attached a copy of TEACHER’S
favorites form to this email.
Get Connected with PAES and the PTA:
• PAES website: http://www.princessannees.vbschools.com/
• PTA website: https://pae.ptboard.com/
• Facebook Page: https://www.facebook.com/paepta/
• Facebook Families Group: https://www.facebook.com/groups/PAESPTA/
• Twitter at @PAESPTA
• Newsletters: https://pae.ptboard.com/school/cm?mid=2163
Room Parent Packet 10• PTA Calendar: https://pae.ptboard.com/calendar Thank you for your time and support. I (we) look forward to a great year in TEACHER’S class. Sincerely, Room Parent Name(s) Email Address(es) Phone (optional) NOTE TO ROOM PARENTS: When emailing parents, please ALWAYS use the BCC (Blind Carbon Copy) so that email addresses are kept confidential. Room Parent Packet 11
Introduction to Parents
Sample Letter
Send out your introduction letter to parents as soon as possible. *** delete this
DATE
Dear Fellow Parent,
My name is ____, parent to ______ . I (we) wanted to introduce
myself (ourselves) as the (co) Room Parent(s) for ____’s class
for the 2020-2021 school year. We will primarily use email
communication for class activities and things you need to be
aware of throughout the year. This will give us a much more
efficient way to keep you informed.
Get Connected with PAES and the PTA:
• PAES website:
http://www.princessannees.vbschools.com/
• PTA website: https://pae.ptboard.com/
• Facebook Page: https://www.facebook.com/paepta/
• Facebook Families Group:
https://www.facebook.com/groups/PAESPTA/
• Twitter at @PAESPTA
• Newsletters:
https://pae.ptboard.com/school/cm?mid=2163
• Events Calendar: https://pae.ptboard.com/calendar
Teacher & Staff Favorite Forms: Teacher & staff favorite forms are a great way to get to know
your teacher and school staff better. They are also a wonderful resource if you are interested in
giving a teacher gift for birthdays, holidays, or any other reason. You can find these for your
teacher as well as other teachers, specialists, and support staff here:
https://pae.ptboard.com/school/cm?mid=2289. I have also attached a copy of TEACHER’s
favorites form to this email.
Thank you for your time and support. I (we) look forward to a great year in _____’s class.
Please do not hesitate to call or text me at 123-4567 or email at email@email.com.
Sincerely,
Your name (and Co RP)
Room Parent(s)
Email Address(es)
Room Parent Packet 12NOTE TO ROOM PARENTS: When emailing parents, please ALWAYS use the BCC (Blind Carbon Copy) so that email addresses are kept confidential. Room Parent Packet 13
WINTER PARTY
SAMPLE LETTER
More information will be provided regarding class
celebrations. No volunteers in the building at this
time.
Dear Fellow Parents:
TEACHER’S classroom Winter Party will be held on DAY,
DATE at 0:00 pm. We need your help with donations of
time or items for the party. Please check out the
following link to sign up: http://www.signupgenius.com/
(INSERT YOUR SIGNUP GENIUS LINK *** delete this)
If you cannot sign up using signupgenius.com please call
or email me so that I know what you are donating.
Teacher & Staff Favorite Forms: Find out teacher and
staff favorites! This is a great resource if you are interested in giving a teacher gift for birthdays
or the holidays. You can find these for your teacher as well as other teachers, specialists, and
support staff. https://pae.ptboard.com/school/cm?mid=2289. I have also attached a copy of
TEACHER’s favorites form to this email.
Food Policy: It is the school policy of PAES to have ALL shared food items inspected by the
school nurse to ensure that no one with allergies is put in harms’ way. If appropriate, you can
leave food/drink donations at the front security desk or send them in early with your students to
give their teacher.
If you bring food in the day of the party, please plan on coming at least 10-15 minutes early to
ensure you are not held up at the clinic while Nurse Berry inspects your items. Let me know if
you have any concerns, and we can make arrangements.
School Check in Procedure: PAES has a 100% ID check process. Anyone entering the
school MUST have their Driver License/ID, Military ID, or Passport with a picture when entering
the school and present it to the staff at the front security desk. You will not be allowed to enter
without your photo ID. You will then be given a sticker that needs to be worn at all times while
in the school.
As a reminder no photographs may be taken of other children in the class during the party or at
lunch. Please photograph only your child during the party.
Parking: Parking may be limited. Please consider parking limitations when planning your time
and carpool if possible. Parking is not allowed at the middle school area.
Should you have any suggestions or questions, please do not hesitate to call or text me at 123-
4567 or email at email@email.com.
Room Parent Packet 14Sincerely,
Your name (and Co RP)
Room Parent(s)
Email Address(es)
NOTE TO ROOM PARENTS: When emailing parents, please ALWAYS
use the BCC (Blind Carbon Copy) so that email addresses are kept
confidential.
CHRISTMAS GIFT
SAMPLE LETTER
Dear Fellow Parents:
We would like to recognize the hard work of TEACHER for
Christmas. If anyone wishes to participate I am collecting $
(example $5) per student toward a group gift. Please send
money to school with your students in an envelope with my name
on it and TEACHER will make sure it comes home to me. You
can also send a homemade card if you choose to have that
included in the gift.
Once I receive everyone’s contributions we can determine the
total amount for the gift, and I will add the names of the students
whose families contributed to the card.
Teacher & Staff Favorite Forms: Should you wish to provide your own gift, find out teacher
and staff favorites here: https://pae.ptboard.com/school/cm?mid=2289. I have also attached a
copy of TEACHER’s favorites form to this email.
I hope you are all looking forward to a warm and wonderful holiday season. If you have any
suggestions or questions, please do not hesitate to call or text me at 123-4567 or email at
email@email.com.
Sincerely,
Your name (and Co RP)
Room Parent(s)
Email Address(es)
NOTE TO ROOM PARENTS:
When emailing parents, please ALWAYS use the BCC (Blind
Carbon Copy) so that email addresses are kept confidential.
Room Parent Packet 15100 DAYS OF SCHOOL
SAMPLE LETTER
Send out the 100 days of school supplies request the 3rd or 4th week of January. First, reach out
to your teachers and obtain a specific list of what they need and then update this letter. Send out
in time for the 100 days of school week in February. The 100th day should be the first or second
week of February. You will receive further information in January about the 100 day efforts.
*** delete this
DATE
Dear Parents:
Can you believe that the students have almost been back
in school for 100 days? The week of __________will
celebrate the 100th day, and we will be participating in a
school wide “restocking the shelves” to celebrate and make
sure our students continue to have the resources they
need.
In years past we have always showered our wonderful teachers with supplies at the end of the
year during teacher appreciation week, then we realized supplies are needed now. As a result
the restock idea was born.
Here is a list of the items our teacher needs as the supplies are running low:
•
•
Please help us by sending in your donations directly to the classroom in your students
backpacks the week of February ____________.
Should you have any suggestions or questions, please do not hesitate to call or text me at 123-
4567 or email at email@email.com.
Sincerely,
Your name (and Co RP)
Room Parent(s)
Email Address(es)
NOTE TO ROOM PARENTS:
When emailing parents, please ALWAYS use the BCC
(Blind Carbon Copy) so that email addresses are kept
confidential.
Room Parent Packet 16CLASS BASKET RAFFLE
SAMPLE LETTER
The PTA is not planning any school events at this time.
The Class Basket Raffle event is a FUN and slightly competitive event. About 3 weeks before
the event you will want to ask your Teacher if the class has a theme and basket items in mind for
their annual Class Basket raffle. If they don’t you can come up with a theme.
You will need to reach out to your Parents and other resources for donations to fill a “basket” full
of goodies that attendees of the social will want to raffle on. Here is a Sample Letter you can use
to reach out to your parents. You will fill your basket with the donations and wrap it with wrap
you can find at Michaels and put it on the café stage by noon on the day of the event with a typed
description of your theme and list of items in the basket. Should you receive any outside
donations from businesses, please let the PTA know so that we can send a thank you note.
*** delete this
DATE
Dear Parents,
An exciting project as a class is assembling a theme basket that
will be raffled at the social scheduled for **date**.
These class baskets generate a lot of excitement for the kids,
and we want to be the class with the BEST basket! This year
our class’ theme is ___________. We are asking every family
to donate one item to go into our basket. Alternatively you can
use Signup Genius to coordinate the items…. Please sign up
for requested items at the following link Signupgenius.com.
(insert your link here)
*** delete this
Some suggestions include:
•
•
•
•
If you are stumped and can’t decide, you can provide money or gift cards and we will use it toward
themed items on your behalf.
We would very much like to have the donated items into ____’s class no later than xx Date. (RPs
- give yourself at least 3-5 days before the to make sure you can purchase items and prepare the
basket with a description and general value/delete this *** delete this).
Room Parent Packet 17Thank you for your participation in making our class basket the very best in the school. This is going to be a fun event, make sure you plan on attending as well. Should you have any suggestions or questions, please do not hesitate to call or text me at 123- 4567 or email at email@email.com. Sincerely, Your name (and Co RP) Room Parent Coordinator(s) Email Address(es) NOTE TO ROOM PARENTS: When emailing parents, please ALWAYS use the BCC (Blind Carbon Copy) so that email addresses are kept confidential. Room Parent Packet 18
PAES PTA OFFICERS & TEAM
2020-2021 School Year
LATEST UPDATES listed at https://pae.ptboard.com/school/cm?mid=2159
PTA CALENDAR OF EVENTS
LATEST UPDATES listed at https://pae.ptboard.com/calendar
PAES PTA HELPFUL LINKS
Find helpful links here: https://pae.ptboard.com/school/cm?mid=2251
ROOM PARENT RESOURCES
Find Room Parent information, resources, sample letters, this packet and
more! https://pae.ptboard.com/school/cm?mid=2250
Room Parent Packet 19You can also read
