Indian Community School
ROOM PARENT PROGRAM
2014-2015
Handbook
Table of Contents
INDIAN COMMUNITY SCHOOL MISSION AND VISION STATEMENT Pg. 3
WEAVING TOGETHER STRONGER PARTNERSHIPS Pg. 4
WELCOME TO THE ROOM PARENT PROGRAM Pg. 5
SECTION 1: 2014-2015 IMPORTANT DATES/MANDATORY MEETINGS Pg. 6
SECTION 2: ROOM PARENT VOLUNTEER/CLASSROOM PROCEDURES Pg. 7
Steps to Becoming a Room Parent Pg. 7
Room Parent/Volunteer Guidelines Pg. 7
SECTION 3: ROOM PARENT AND TEACHER PARTNERSHIP GUIDELINES Pg. 8
SECTION 4: GUIDELINES FOR ROOM PARENTS/CHECKLIST Pg. 9
SECTION 5: ROOM PARENTS RESPONSIBILITIES Pg. 10
Room Parent Agreement Pg. 16
SECTION 6: GRADE LEVEL ASSIGNMENTS Pg.17
Room Parent Contact List 2014-2015 Pg. 18
Teacher List 2014-2015 Pg. 20
SECTION 7: CLASSROOM APPROVED PARTY CALENDAR/OVERVIEW Pg. 21
SECTION 8: 2014-2015 APPROVED BUDGET/ROOM PARENT FUNDS Pg. 23
SECTION 9: HELPFUL WEBSITES/SAMPLES Pg. 24
Correspondence/Samples Pg. 25
Letters Pg. 26
Recruitment of Parent Volunteers Pg. 32
Event Flyers Pg. 33
SECTION 10: HELPFUL HINTS FOR PARTIES/EVENTS Pg. 35
INDIAN COMMUNITY SCHOOL MISSION AND VISION STATEMENT
Mission Statement
With the Values at the heart of our mission, the Indian Community School dedicates itself to provide each child in our care with the best educational opportunities to develop spiritually, morally, emotionally, physically, socially, artistically, and intellectually in order to achieve the child's greatest personal and community potential.Core Values
Core Values are gifts from the Creator that express the Indian philosophy of life through fundamental convictions, collective beliefs, and exemplary character. Among the many Core Values given by the Creator, the Indian Community School experience focuses on:Bravery, Humility, Love, Loyalty, Respect, Truth, and Wisdom
Vision Statement
The Indian Community School develops lifelong community leaders who inspire others throughout the Circle of Life. With excellence and commitment, ICS serves urban American Indian students and their families so that each student develops the skills and knowledge to sustain a healthy balance of American Indian culture, academic achievement, and a sense of identity through indigenous teachings and ways of learning.Welcome to the Room Parent Program...
If you have received this handbook you are a parent who has agreed to be a Room Parent for the 2014-2015 school year. Thank you for your willingness to share your time and talents and to take a leadership role in the Room Parent Program this year.
This handbook has been created by other parents who have been in the role as Room Parents for the past few years. It is through their experience in the program and with feedback from other parents and teachers that the guidelines in this handbook have been created. Whether you are a first time Room Parent or a seasoned pro, we hope this handbook provides you with helpful information for the upcoming school year. This handbook should provide a clear outline of the various Room Parent duties, serve as a general guideline for carrying out these duties, and provide you with some ideas if you choose to use them.
One thing that makes Indian Community School such a special place is the great working relationship that exists between the parent community and staff. Through your efforts as a Room Parent, you will help to make a positive difference in the academic and social lives of every child at our school. We are excited to begin the new school year and to work closely with all our 2014-2015 Room Parents to help foster a community of partnerships between our school staff and parents, always keeping our children as our focus as we move forward.
With appreciation,
Staff Mentors Lead Room Parents
Cindy Janechek Rachael Wichgers
Pamela Ninham Lisa Guibord
SECTION 1: 2014-2015 IMPORTANT DATES/MANDATORY MEETINGS
Room Parent Program
2014-2015 Important Dates
Mandatory Room Parent Meetings
August 23, 2014 8:30 a.m. - 12:00 p.m. ICS Adult Ed Room #119
Meet and Greet with Teachers: Date and time TBD
Monthly Meetings: 6:00 p.m. - 8:00 p.m. ICS Adult Ed Room #116
September 11, 2014
October 16, 2014
November 13, 2014
December 11, 2014
January 8, 2015
February 19, 2015
March 12, 2015
April 16, 2015
May 14, 2015 Volunteer Recognition Location TBD
In order to have a productive meeting, it is best to attend the meeting without children present; however, childcare is provided for meetings on an as needed basis, but must be pre-approved by childcare coordinator to assure we have adequate staffing to accommodate.
SECTION 2: ROOM PARENT VOLUNTEER/CLASSROOM PROCEDURES
Steps to Becoming a Room Parent
1. Express an interest in becoming involved in the program.
2. All Room Parents must go through an application process and
pass background check in order to take on the leadership role of a Room Parent.
3. Meet with staff mentors and lead Room Parents to discuss
commitment and determine if the program is a good fit.
Room Parent/Volunteer Guidelines
1. Follow all guidelines outlined in the Volunteer Handbook.
2. Follow visitor guidelines by signing in when arriving and leaving ICS.
3. Treat each student equally and with respect.
4. Respect your teacher’s time and space.
5. Be responsible for your time.
6. Include all parents in your assigned class: YOU DO NOT HAVE TO
DO IT ALONE.
7. Keep open communication with your teachers and co-room parents.
8. Address any issues or concerns as they come up with your teacher.
9. Ask for assistance and instructions when unsure.
10. Maintain confidentiality. Information obtained or observed during
your role as a room parent needs to remain confidential as outlined in the Volunteer Confidentiality Agreement which you signed.
11. Maintain a sense of professionalism.
12. Take your role as Room Parent seriously. If you are unable to follow
through with a task or be present for an assigned event let your
teachers know.
HAVE FUN!!!
Section 3: Room Parent and Teacher Partnership Guidelines
Room Parent and Teacher Partnership Guidelines
In agreeing to act as a Room Parent for a class, you are making a commitment to the teachers and students of that class. Both teacher and students will come to rely on you as their Room Parent. Teachers and Room Parents should communicate regarding task expectations and level of involvement from the beginning. Room Parents, let your teachers know what you are “realistically” able to accomplish. TIME is precious for all; teachers, Room Parent, volunteers, and student.
Reasonable Expectations: Between Room Parents and Teachers
● Discuss and agree on availability and a comfortable level of commitment.
● Reach a clear agreement regarding how you will communicate with each other. (Email, phone, or in person).
● Assist coordinating “special” classroom activities.
● Obtain approved contact list or volunteer information.
● Help coordinate parent volunteers from families within the classroom.
● Provide adequate notice for any activities requiring Room Parent, teacher, or volunteer assistance.
Room Parents should NOT be expected to:
● Order or purchase supplies for regular school activities.
● Get involved in confidential matters.
● Be able to make commitments with less than one week’s notice.
● Be able to spend an excessive amount of time in the classroom.
● Supervise students alone.
Remember: Communication is the key to a good partnership!!!
SECTION 4: GUIDELINES FOR ROOM PARENTS/CHECKLIST
Guidelines for Room Parents
Due / Helpful Guideline / Completed(Please check)
8/27/14 / Introduce yourself to parents in your assigned grade level and explain your role as a room parent through an introduction letter.
9/11/14 / Become familiar with your classrooms rules and expectations.
10/16/14 / Create a class directory and update throughout the year.
10/16/14 / Meet with your assigned teachers to determine the needs of your assigned classroom.
Ongoing / Work in partnership with your grade level teacher and Co-Room Parent.
Ongoing / Maintain weekly contact with your assigned teachers and Co-Room Parent by phone, email, or in person.
Ongoing / Include all parents in your assigned class.
YOU DO NOT HAVE TO DO IT ALONE.
SECTION 5: ROOM PARENTS RESPONSIBILITIES
Co-Chair Room Parent Responsibilities
● Responsible for planning, attending, and facilitating all Room Parent monthly meetings.
● Organize and put together agenda for all Room Parent meetings.
● Follow up on any outstanding issues from the Room Parent meeting to following month's meeting.
● Help facilitate budget discussion for each year along with the Treasurer.
● Work with administration in regards to any issues that need to be clarified and relay this information back to the Room Parents.
● In collaboration with the staff mentors take a lead role in the yearly transition committee in planning for the upcoming school year.
● Facilitate Room Parent involvement in the Back to School event each year.
Treasurers Responsibilities
● Work with the school accounting department in keeping up to date on the Room Parent budget.
● Collect and process all funding requests.
● Track income and expenditures for the Room Parent account.
● Take an active role in the budget process by initiating budget discussions each year.
● Present a monthly Treasurer’s report at every meeting.
Teacher Liaison Responsibilities
● Attend monthly Room Parent meetings.
● Provide updated information and recommendations on staff and school needs to Room Parents.
● Be a liaison to teachers and report back to teachers information obtained in the Room Parent meetings.
● Help recruit staff volunteers for events as needed.
● Facilitate communication between Room Parents and teachers.
Secretary Responsibilities
● Take minutes at all Room Parent meetings.
● Type up meeting minutes and forward to staff mentors and Co-Chairs.
● Facilitate with Co-Chairs updating website with monthly meeting minutes.
● Read minutes from previous meetings at each Room Parent meeting and be prepared to refer back to them as needed.
Room Parent Responsibilities
Working together with other parents is fun, rewarding, and a great way to share classroom responsibilities! The following is a list of duties required for all room parents.
● Communication with your assigned grade level teachers: It is very important to meet or email your assigned teachers and discuss their needs and expectations for the school year. You will find that all teachers have preferences about how much participation they request from their Room Parents. Teachers, like our children, are unique individuals and have different needs and requirements. Some teachers have fully established routines for celebrations and other activities, while other teachers are content to allow you to fully coordinate some events. Please follow your teacher’s lead, and always remember how much the entire school community appreciates your time and efforts.
● Introducing yourself to the parents of your classroom through a letter: An introductory letter is a great way to introduce yourself to all the parents in the class, provide them with your contact information, and obtain their contact information as well. This letter is your first step in establishing a relationship with all the wonderful parents who will be helping and supporting you throughout the year.
● Communication with parents through letters/emails: It is important to keep parents updated throughout the school year regarding upcoming classroom events. Communication through emails and letters allows parents to feel supported and encouraged to help throughout the year.
When contacting parents regarding class parties, send your letter and/or email approximately three weeks prior to a celebration. Ask for optional donations of supplies, and for volunteers to help.
● Planning class celebrations and managing class funds for parties: There will be three classroom celebrations during the year. This duty will comprise part of your responsibility as a Room Parent. The school administration will set the dates and times of each celebration.
Check with your teacher for guidelines and suggestions of how they
would like the celebration to be planned and what activities, games,
etc., they would like.
Advance notification is very important for families with food allergic
children so that they can be prepared to oversee their children in
food selections. Please be extremely careful and considerate of any
food allergies in your classroom.
● Helping with correspondence throughout the school year: The Room Parent Program relies on volunteers to staff every activity it runs throughout the school year. There is always a need for volunteers - any amount of time is greatly appreciated!
● Optional Responsibilities: The following are optional and fun duties we would love you to partake in; however, there is no obligation required.
○ Organizing gifts for teachers for Teacher Appreciation/Celebrations/Other Special Occasions: Please communicate with the parents of your classroom to consider these events.
Teacher’s gifts: If you ask parents to donate money towards a group gift for a teacher, please make sure that parents clearly understand that such contributions are an optional donation and never a requirement. It is also important to only suggest a donation amount (for example, “suggested gift amount is $5, but please feel free to send a different amount of your
choosing.”) If you request money, you should request it to be
sent in a sealed envelope with your name on it. Please let the
parents know what you will be using the money for (i.e. gift certificate).
○ Teacher Appreciation Week: Teacher Appreciation Week is typically scheduled for the first week in May (you will be notified of the exact date through school communications). This includes all teachers and staff. The school board has given the Room Parents money sponsoring a breakfast or luncheon for all staff each year. The gifts have been bought by the Room Parents each year.
○ School Wide Events: Throughout the school year there are many events that are held and volunteers are always appreciated and needed. Assisting in recruiting parents to volunteer at these events is always appreciated. Room Parents often have a better relationship with those parents in their classrooms and therefore are able to encourage and support their involvement.
Movie Night Committee
● Plans and organizes Movie Nights throughout the school year.
● Does required paperwork to reserve facilities and to obtain needed funds.
● Recruits volunteers to work the event.
● Develops and distributes flyer to advertise event.
Staff Appreciation Committee
● Works to plan and organize yearly Staff Appreciation Event held in May.