How do you schedule parent/teacher conferences?

Discussion in 'General Education' started by srfjeld, Apr 8, 2010.

  1. srfjeld

    srfjeld Companion

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    Apr 8, 2010

    I work in a K7, soon to be k8 school and we have parent/teacher conferences twice a year. Each class sends home request forms so that parents can write in their preferred days and the the 3 times that would work for them. We conduct the conferences over a two day period. Last year we had one person who would compile everything and then work to place the families with sibs first so as to try and schedule their meetings back to back with teachers and then he would fill in the rest. I know this could not have been an easy job.

    This year, we are doing it differently for some reason. Each class is responsible for their own... which is fine but my school is scatterbrained and some teachers sent their request forms home last week so they have already scheduled theirs. Meanwhile, other teachers sent theirs out this week and now are scrambling to try and fit the sibs in on their schedules to correspond with the schedules already made and the other teachers are not budging on moving theirs around while the rest of us just screwed. There has to be a better way. How does YOUR school handle this?

    Thank you.
     
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  3. mrachelle87

    mrachelle87 Fanatic

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    Apr 8, 2010

    We each work with our own schedule. Most of us try to work with the parent, but I would understand if a teacher was scattered not wanting to rearrange everything for them. The scattered ones need to be the ones to work with the others.
     
  4. srfjeld

    srfjeld Companion

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    It's not necessarily the scattered ones' fault. The first thing that should have happened is that everyone should have communicated when they were sending their forms out. Some people didn't even receive the forms yet from the office until this week.
     
  5. GoldenPoppy

    GoldenPoppy Habitué

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    For our first and second quarter conferences, parents come to the office and schedule their own times. We have 15 minute slots and they can schedule with any of the teachers their child has. Some only want to speak with the classroom teacher, while others schedule with all the specialists too. A few days before the conferences the secretary checks to see if anyone has not signed up and then calls them. We have an entire school day each time for these conferences.

    3rd quarter conferences are parent or teacher request only. We all send home notes saying if we want to speak with a parent or not. They always have the option to schedule a conference, even if we don't think one is necessary.
     
  6. kcjo13

    kcjo13 Phenom

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    Apr 8, 2010

    We (meaning all 7 elementary teachers) pick an afternoon, sit down together, and start in the Kindergarten with the A names. We are lucky because we know siblings and also parent schedules. We put them in to a time that works, and any siblings around that. Then we move on to the B's, etc. Any singles we leave to the end and schedule them around the others. It is fast, efficient, and easy. Then we save it and just use the same schedule for second semester, unless a parent asks to change. We've tried other ways, but this is the easiest.

    We don't ask parents what works for them-sorry! We have tried that, and every parent it seems wants the same times, then they are mad that they didn't get the time they wanted. We do our best, and we always accommodate those who just can't make it. But we can't please everyone!

    I would start with sending a note home that asks for siblings' names, grades, and MAYBE times that DON'T work. Then you know when to not put them down. Of course, everyone has to be on board with this method.
     
  7. andi137

    andi137 Companion

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    Apr 8, 2010

    I work in a K-8 school. We send home sheets and the parents are supposed to pick times that work for them. Then we have a meeting and all the teachers work together to schedule siblings and then each individual teacher is responsible for the rest of his/her schedule once siblings are finished. It seems to work out fairly well for us.
     
  8. Kindergarten31

    Kindergarten31 Cohort

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    Each teacher does their own scheduling and no one worries about siblings. If the parents wants to make an arrangement to meet with more than one teacher, that is up to the parent. We've never had any complaints.
     
  9. srfjeld

    srfjeld Companion

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    Apr 8, 2010

    I saw that there are some software programs that let the parents do all the scheduling themselves by just clicking on a site. Does anyone have any experience using these programs? Our school is thinking about doing so next year.
     
  10. MrsC

    MrsC Multitudinous

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    We do formal interviews at the end of November, after first term report cards. Parents send in requests, indicating a preferred time frame, the names of all their children in the school and the teachers they wish to see. We forwrd all forms to the office and one of the wonderful secretaries co-ordinates interviews times for all of us, piggy-backing times whenever possible so that parents can move from one interview to another. I would never want to take that on, but she does a fabulous job and it runs very smoothly.
     
  11. Mrs. R.

    Mrs. R. Connoisseur

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    This year we went to online scheduling. As a parent, it was great. I went to the website, put in my kids' id numbers, my desired day, and a time frame. Poof! My conferences were scheduled.
    As a teacher, we found that more parents came for conferences because it was much easier to schedule. No forms to fill out!
     
  12. teacherheath

    teacherheath Companion

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    Apr 8, 2010

    We send home a preference sheet a couple weeks before conferences (with general times, like afternoon, not specific). Then one morning we all gather in one spot to schedule our sibling conferences first and then do the others by ourselves.
     
  13. Aliceacc

    Aliceacc Multitudinous

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    Apr 8, 2010

    Four times a year we have conferences. (after 1st and 2nd trimesters, and after progress reports mid-trimester.) Any teacher who wants to can request a conference, and of course parents who aren't requested are welcome to come.

    We each put up a sign in sheet with interveiws scheduled in 7 minute intervals typed in. Parents sign up. Some wait there, others make the rounds for other teachers.

    I normally call the name at the top of the list, regardless of time. If that person isn't there, I call the next and so on until I hit someone waiting in the hall. When that conference is over, I go back to the top of the list and try again until I hit someone standing there waiting.
     

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