WHAT DO ROOM REPS DO?

 

Room Reps are crucial to helping the teachers organize special class events and recruit parent volunteers to help. This includes volunteering for and recruiting parents for workroom shifts, planning and recruiting parents for the Winter Party, Valentine's Party, and End of Year Party. 

 

 

Please read below for the Room Rep Guidelines. 

  

 

Room Representative Guidelines and Responsibilities

 

Duties include but are not limited to:

 

  • Volunteer and coordinate class parents to volunteer for weekly grade-level workroom shifts.
  • Communicate between teachers and parents for classroom events.
  • Organize the classroom parties held during the year and recruit volunteers if needed.
  • Assist teacher in recruiting volunteers to help in the classroom for various projects.
  • Communicate with grade level coordinator on parties, workroom schedule, etc. 

 

Each grade level will be allotted party funds per class by the PTA.  Dollar amount is contingent on budget approval by general membership in September.

 

  • Money must be used only for the designated parties.
  • Money may only be spent on food, drinks, decoration, party favors or craft materials.
  • All reimbursement documentation should be completed and submitted to the Room Rep Coordinator.
  • The file for the Room Rep Coordinator can be found in the PTA file located in the office.
  • Request for reimbursement must be submitted to the Volunteer Coordinator as soon a possible, but no later than 2 weeks after the designated party. Tax Exempt: PTA cannot reimburse for tax.
  • Unused funds will be redistributed to other activities to be determined by the board. Parties must be completely funded with the designated amount of PTA money. 

 

Party Planning

 

  • Five (5) weeks prior to party, lead teacher and grade level coordinator will establish what teachers expect for the party and the theme. Grade level coordinator should communicate this information to the other classroom reps.
  • Four (4) weeks prior to the party, grade level Room Reps should brainstorm ideas and projects. Create a list of materials, volunteers and actions required to accomplish party goals.
  • Three (3) weeks prior to the party, lead teacher (or designee) and grade level coordinator should review party plans. Teacher approval is required and should be obtained prior to purchasing items for the party.
  • **Timeline may be adapted by lead teacher and grade level coordinator.

 

Party Refreshments

 

  • CHECK FOR FOOD ALLERGIES. All teachers should be aware of children in their classroom with food allergies. Protocols must be followed when allergies exist.
  • All snacks/beverages must have the nutritional labels sent to the school nurse at least 2 weeks in advance so that parents of children with allergies/medical conditions can be notified.
  • Healthy treats are appreciated, examples: grapes, goldfish, pretzels, etc.
  • No red beverages, please. 

 

Party Volunteers

 

  • It is all about the kids. Please leave younger siblings at home!
  • Teacher’s classroom rules should be observed at all times. Please refrain from texting!
  • Three or four volunteers are needed per classroom.
  • All volunteers should be involved and focused on their designated duties throughout the party.
  • If your duties are complete prior to the party’s completion, feel free to check in with the teacher and then depart or quietly observe the party.
  • Continued focus on the children and activities will make the party enjoyable for the students.

 

TEACHER APPRECIATION

 

PTA cannot request any donations for teacher gifts from parents. The teachers complete a “List of Favorites” that are available on the PTA website and in the main office. Parents can use this for gift giving should they choose to.

 

 

COMMUNICATIONS

 

  • All correspondence to parents (including e-mail) must be approved by the teacher and possibly the campus principal.
  • If principal approval is required: Please send the office manager (Susan Shackelford- sshackelford@mckinneyisd.net) a draft copy of your correspondence for approval at least one week prior to the time that you wish to send the correspondence home.
  • Flyers or correspondence pertaining to the grade level should be initiated by the grade level coordinator.
  • The Room Rep will be the central means of requesting additional volunteers for grade level activities such as Field Day, Carnival or additional classroom volunteering opportunities.
  • The Room Rep should check in with their teacher every month to see if they have any additional needs (such as replenishment of supplies) or if there are parents of new students that would like to be added to the class distribution list.