Room Parent Job Descriptions
(***please note that 11th &12th grade room parents are only responsible for attending US Team Parent Meetings, scheduling faculty lunches, and sending out class emails. All other tasks are delegated among grade parents.)
12th Grade Room Parent Duties
The responsibilities are numerous and they have been split into several "jobs" so that the workload can be shared:
1. Two parents to be the "head" room parents--they attend the monthly US meetings with Brian Yager and the US VPs; these two parents will be listed in the directory as the official 12th Grade Room Parents, and they will keep track of the parents who sign up for jobs #2 through #7, coordinate with those parents to remind them of their jobs in a timely fashion, maintain the 12th grade parent email list, send timely emails to parents about all 12th grade activities, and oversee the class budget to determine the funds available for each of the jobs below;
2. One parent to organize the back-to-school get-together;
3. Two parents to organize the Senior Prom (with the expectation that many other 12th grade parents will help);
4. Two parents to organize the Senior/Parent Dinner prior to the Prom;
5. Two parents to hire someone to create the Senior Video and to organize the Video Preview and Potluck (one day before the awards ceremony);
6. One parent to work with Andy, Brian and a committee of seniors, to guide the students in selecting the Class Gift to the School and the Class Gift to the Community;
7. Parents historically have organized a senior party after graduation although this does not fall under the auspices of the PA or the school.
11th Grade room parents
US Team Parent Meeting
Faculty Lunch schedule
Delegated to committees:
Award ceremony
Delegated to one or two parents:
Parent Social Meetings
Back-to-School Class Party
All 11th grade parents: Graduation – lilacs, decorate gym, food
10th Grade room parents
Winter Formal
US Team Parent Meeting
Faculty Lunch schedule
Back-to-School Class Party
Parent Social Meeting
9th Grade room parents
US Team Parent Meeting
Faculty Lunch schedule
Back-to-School Class Party
Parent Social Meeting
Concessions at indoor athletic events (shared among all parents, team parent organized)
Middle School Team Parent Duties throughout the school year:
--Coordinate Beginning of the Year Party for each class (include MS director, teachers, and advisors for the class).
--Be the laison between the school/faculty/VP's and the parents in the class.
--Attend meetings once a month with MS director and MS VP's, and then communicate important info to parents.
--Attend PA meetings.
--Coordinate Faculty Treats.
--Coordinate Roundtables with MS director (approx. 3 times a year).
--Coordinate MS Dances(each class plans one during the school year).
--Coordinate End of Year Party for each class (optional, but nice).
--Find a replacement for your position for the following school year.
--8th grade team parents plan 8th grade Graduation (current budget: $1000).
--Meet with teachers early in the school year to determine their goals and expectations.
--Use class budget ($400 currently) for various class events.
Elementary School Room Parent Duties
Send out a letter to parents after conferring with the teachers; the letter details the upcoming events for the school year and how the parents can participate; then send follow up email reminders throughout the school year.
Call any new families in your class in advance of the beginning of the school year in order to welcome them to the class and make a special point of inviting them to the back-to-school event.
Organize and send reminders for Friday teacher treats and assigns dates to parents; send reminders one week before parents’ specific assigned date.
Organize and facilitate school parties outside of school and during school including: the summer back-to-school event, a year-end class party and, as appropriate, in-class parties (Halloween, Christmas/Holiday, Valentines, teacher birthday, etc); confirm with teacher, first, his/her interest in class parties for upcoming holidays and events.
Organize parent volunteers for in-class projects as needed and as requested by teacher.
Coordinate optional group gifts for teachers i.e., Christmas/Holiday, birthday, end of school, and solicit voluntary contributions from parents.
Serve as liaison between Parents Association and class parents for any required communication/information.
K only: Organize Parent-Child Craft Projects.
4th only: Coordinate 4th Grade's assistance with the 5th Grade Moving Up Ceremony and post-ceremony event; discuss plans with 5th Grade room parents to determine assignments.
5th only: Organize parents to help with set preparations prior to performances.
Organize Moving Up Ceremony and post-ceremony event.
Brainstorm a fund raiser to help fund class gift to the school.
In General:
At the beginning of the school year, the ES VP's will advise you of your budget for the year that is set by the PA; use your budgeted amount wisely to last you the entire school year, and don't go overboard with parties, kids are easy to please.
The ES VPs meet regularly with the ES Director, and room parents can and should speak with the VPs when necessary in order to facilitate communication between the parents and the ES parents and Director; in this way, the room parent is part of the chain of communication between the class parents and the school administration.
It’s important to respect the teacher's wishes: not all teachers are alike in their needs.
Be as organized as possible at the beginning of the year and follow through with commitments parents have made to help.
Send out letters and frequent e-mail reminders.
E-mail or post volunteer opportunities early so you can get an early commitment from parents.
The PA relies heavily on the participation of parents at each PA fundraiser: encourage your parents to participate and set the example by participating yourself.
Executive Committee.
The persons filling the offices of the PA shall constitute the Executive Committee.The term of office for positions which are jointly held (Co-Presidents, Division VPs, and Co-Treasurers)shall be two years and shall be staggered annually in order that there be a senior and junior officer for each office. The term of office for Secretary shall be two years. The term of office for VP of Fundraising shall be one year.
Co-Presidents:
The senior Co-President will be deemed to be the head of the PA.
The duties of the office of Co-President shall be shared between the two Co-Presidents and shall
be to:
a. act as a liaison between the Headmaster, the PA and the Board.
b. keep the Executive Committee informed and current on all PA business.
c. set dates and agenda, and preside at all meetings of the PA and of the Executive
Committee.
d. call special meetings of the PA and of the Executive Committee if necessary.
e. perform such duties as may be assigned by the Executive Committee or prescribed by
these Standard Operating Procedures.
f. determine the need for temporary task forces and designate the chairperson thereof
with approval of the Executive Committee.
g. ensure all PA positions are filled in the event of a vacancy.
h. with assistance from the Executive Committee, handle all business that comes before
the PA.
i. review all written contracts and other contracts, on behalf of the PA, and submit
those in excess of $1000 to either the Business Office or a member of the Board Finance
Committee for approval and signature.
j. with assistance from the Executive Committee Liaisons, oversee all PA committees.
k. at the beginning of every year, with assistance from the Executive Committee, review
duties and determine committee objectives with their respective chairs.
l. attend the meetings of the Board as an Ex-Officio member, and prepare the PA report
required for Board meetings.
m. represent the PA at school functions.
n. submit articles for school publications.o. review with Executive Committee these Standard Operating Procedures and the Annual Budget at the first Executive Committee meeting of the year.
p. collect notebooks (see Section 10) from each Executive Committee officer.
q. produce a year-end report and submit it to the Secretary, a copy of which will be given
to the incoming Executive Committee, as well as to the Head and the Board.
Fundraising Vice-President.
There will be one Vice-President, whose duties will be to:
a. oversee and coordinate all fundraising activities of the PA.
b. act as a liaison between the fundraising committee chairs (eg: Garage Sale, Dinners,
Auction, Book Fair, etc) and the Executive Committee.
c. be available to assist fundraising committee chairs for coordinating volunteers.
d. be responsible for communicating to parent body about anything pertaining to
fundraising.
e. present a fundraising event proposal and pre-event estimated budget for approval to the
Executive Committee prior to each fundraiser; subsequent approval by the Board will be required.
f. review post-event reports and present them to the Executive Committee.
g. collect updated notebooks (see Section 10) from each fundraising committee chair
once a post-event report has been added.
h. produce a year-end report and submit it to the Secretary, a copy of which will be given
to the incoming Executive Committee.
Division Vice-Presidents
There will be six Vice-Presidents, two each
representing the Elementary (“ES”), Middle (“MS) and Upper School (“US”) divisions. The
duties of the Vice-Presidents shall be to:
a. preside at the meetings in the absence of both Co-Presidents (by order of seniority,
beginning with US Senior VP, MS Senior VP, ES Senior VP, US Junior VP, MS Junior VP, ES
Junior VP).
b. serve as liaison between the Division Head and Room Parents of their respective
divisions and the Executive Committee.
c. oversee and hold regular meetings, within each division, between Room Parents and
Division Heads.
d. give a report on activities in their respective divisions at PA meetings as requested.
e. coordinate with Room Parents special events particular to their division within the
mandates of the Annual Budget.
f. attend the New Parent Welcome Reception.
g. collect updated notebooks (see section 10; one per grade) from Room Parents at the
end of the year.
h. act as the Nominating Committee (one VP from each division).
i. produce a year-end report (one per division) and submit it to the Secretary, a copy of
which will be added to the notebook (see Section 10) and given to the incoming Executive
Committee.
j. acknowledge that the following duties apply to specific division VPs:
Elementary School VPs shall:
I. communicate with 4th grade Room Parents about the ES Moving Up Ceremony.
II. coordinate weekly faculty treats for ES staff and faculty.
III. give welcome address at Back To School Night (introduce VPs and Room Parents,
and explain their roles).
II. coordinate weekly faculty treats for ES staff and faculty.
III. give welcome address at Back To School Night (introduce VPs and Room Parents,
and explain their roles).
IV. represent the PA at the ES Open House.
V. coordinate any PA business, special functions (eg, retirements) specific to the ES.
VI. coordinate ES specialist birthday cards and gifts.
VII. hold year-end meeting with outgoing and incoming room parents and incoming ES VP.
Middle School VPs shall:
I. coordinate weekly faculty treats for MS staff and faculty.
II. give welcome address at Back To School Night (introduce VPs and Room Parents, and
explain their roles).
III. represent the PA at the MS Open House.
IV. coordinate any PA business, special functions (eg, retirements) specific to the MS.
V. in conjunction with coaches, Room Parents and Division Head, arrange MS Sports
Banquets.
VI. coordinate with Division Head and Room Parents for all MS dances.
VII. communicate with 8th grade Room Parents about the MS Moving Up Ceremony.
VIII. oversee and coordinate with 8th grade Room Parents the US Back To School Day lunch.
IX. hold year-end meeting with outgoing and incoming room parents and incoming
MS VP.
Upper School VPs shall:
I. write US Team Meeting Minutes and distribute via email to US parents.
II. communicate with 11th grade Room Parents about the Graduation Ceremony.
III. communicate with 11th grade Room Parents about the US Prom.
IV. coordinate weekly faculty treats for US staff and faculty.
V. coordinate any PA business, special functions (eg, retirements) specific to the US.
VI. in conjunction with coaches, Athletic Dept, team captains’ parents and the Division
Head, arrange all US Sports Banquets.
VII. act as liaison between PA Executive and Student Senate.
VIII. coordinate the production of the Senior Class Video.
IX. hold year-end meeting with outgoing and incoming room parents and incoming US VP.
Co-Treasurers.
The duties of the Co-Treasurers shall be to:
a. monitor and adhere to the Annual Budget, as approved at the Annual Meeting the
preceding spring.
b. keep a record on a monthly basis of all receipts and expenditures of all PA financial
activities and to make available reports at Executive Committee and PA meetings; financial
reports should include a comparison of the Annual Budget to the actual expenditures to date, cash
on hand, and a total of bills outstanding.
c. receive all bills and make all payments that are allowed within the current approved
budget and any others approved by the Executive Committee; the signature of either a Co-
Treasurer or a Co-President shall appear on all checks; any check over $1000 will require a Co-
President’s signature as well as a signature from the Business Office or member of the Board
Finance Committee.
d. outline accounting procedures to each fundraising event committee.
e. be responsible for the timely deposit of all PA monies.
f. with the assistance of the Executive Committee, determine the PA’s annual financial
commitment to TCS.
g. develop, with the assistance of the Executive Committee, a budget of projected
annual revenues and expenses.
h. secure approval of this budget from the Executive Committee.
i. submit this budget to the Board Finance Committee for review, approval, and
recommendation for approval by the Board of Directors.
j. present the approved budget to the PA annually at a scheduled PA Meeting, for
approval by majority vote.
k. produce a year-end report and submit it to the Secretary, a copy of which will be added
to the notebook (see Section 10) and given to the incoming Executive Committee.
l. submit an annual financial statement to the business office and the Treasurer of the
Board of Directors at the end of June.