Room Parent Information

 

Thank you so much for volunteering! Being a Room Parent is a very rewarding job and a fun way to get involved with your child!s classroom. Hopi is an amazing community because of your support of our staff, students and school. Below are the guidelines for the Room Parent role. The PTA is always happy to hear about your ideas and learn from your experiences - reach out to us anytime to share.

 

FIRST MONTH OF SCHOOL

  • Connect with any other Room Parents from your class. Decide upon possible
    positions, or combine as necessary:
    • Communications - Sends all emails to class. Creates Sign-up Genius for supplies/parties.
    • Treasurer - Collect donated funds. Manage spreadsheet of collections and spendings.
    • Gifts/Party Planner - Curate gifts for teacher. Coordinate party details with teacher.
    • Attend the Room Parent Training, typically early September. The PTA Secretary will send out an email in the first few weeks of school, once all classes have Room Parents
  • Meet with your Teacher (**see breakout below). Each teacher has unique preferences and requirements for their classroom, including the need for volunteers, supplies, celebrations, and student specifics (allergies, etc).
  • Use the Introduction email template (linked at the bottom) to reach out to your class. Be sure to include the best way to get in touch with you, whether that’s email and/or phone. This first email is also a great opportunity to solicit Class Funds as detailed below.
  • Create a plan for the year, including a tentative budget for teacher gifts, a schedule of class events, and potential volunteer opportunities.

 

**MEET THE TEACHER**

Classroom Directory

  • Some teachers make a classroom contact list to share. In the case that you need to make your own, ask the teacher for help gathering information. Often the teacher will ask parents/guardians to “opt out” if they do not want to have their information shared.
  • Best practice is to always BCC recipients in class communications.

Classroom Wishlist

  • Check-in with the teacher about helping gather supplies on their wishlist.
  • Teachers often include a link to their Wishlist(s) in the class newsletter. You can help promote these links in Room Parent class communications.
  • Periodically, ask if there is anything they really need “now,” or for upcoming projects, that may be procured by the families.

Schedule Parties and Events

  • Make a list of celebrations for the year and brainstorm tentative dates/locations (if outside the classroom) with the teacher
  • Plan to firm up details 3-4 weeks prior to the party. Ask for a copy of any volunteer/supply signups the teacher may have started
  • Create a Sign-up Genius, or gather volunteers via email, to help with the party. Be sure to include all details and supplies needed.

 

CLASSROOM FUNDS

  • Use the Introduction email to begin the Class Fund. Give different collection options, such as Venmo, Zelle and/or setting up a time to collect cash/check.
  • Suggested ask is $30/family. Some families will give more, some may give less.
  • Class Funds are for teacher gifts for the year (ie. birthday, holiday, end-of-year).
  • Create a Sign-Up Genius for party items, classroom supplies, and/or Staff Appreciation Week, to keep these separate from the Class Funds.
  • Donations are always suggested, NOT required! All gifts MUST be on behalf of the entire class regardless of a family’s ability to participate in donations.
  • Keep good records of funds coming in and out.

 

GIFTS

  • Recognize classroom teacher (including student teacher/teacher aide) birthdays, winter holiday, and the end-of-the-school-year with gifts.
  • All gifts should be on behalf of the entire class, regardless of a family’s ability to contribute to the Class Fund.
  • Communicate with families throughout the year, especially at the time of celebrations, with how funds are being spent. Explanations and photos of gifts are nice to include.

 

STAFF FAVORITES LIST

  • Find your teacher's favorites here.
  • Note, many are from previous years. Check the date on it! If it's old then maybe take the time to ask your teacher for a fresh form.
  • Share the link above with your class. If you don't see your teacher/staff member, please let us know at staffappreciation@hopipta.com.

 

STAFF APPRECIATION WEEK

  • Occurs the first week of May. Lots of details to come from the Staff Appreciation Committee as this special week gets closer!
  • Each classroom is responsible for their teacher and 1-2 “adopted” staff members, such as Specialist, Aides, Front Office. These will be assigned as Staff Appreciation Week approaches.
  • Recognition will include door decorating and daily tokens of appreciation (ie. cards from students, flowers, coffee delivered, favorite treats). A Signup-Genius will be an especially handy tool to plan the week.

 

ROOM PARENT TOOL KIT

Here are a few references to get you started in the role. If you are new to keeping group emails confidential, there are some good videos found online depending on your email platform.

 

Again, we appreciate your dedication to making Hopi the best! Please email questions to volunteers@hopipta.com.