PTC walk-ins

Discussion in 'Elementary Education' started by Backroads, Feb 5, 2018.

  1. Backroads

    Backroads Aficionado

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    Feb 5, 2018

    We're gearing up for conferences next week and all that.

    I am wanting to be a little more proactive with my "walk-ins"--we have online sign-up we promote-promote-promote, we encourage parents who struggle with the online sign-up to call us and we will be happy to arrange a time for them.

    Yet last time I still wound up with a lot of people who failed to sign up but showed up anyway. Don't get me wrong, it's very good they come to conference regardless, but I was also caught off-guard and without a plan of how to accommodate them when I have the scheduled folk as well.

    I think I am mostly looking for the right script. Or something.
     
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  3. mathmagic

    mathmagic Enthusiast

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    Can you e-mail that group of parents and ask to set a meeting time? I've always had 100% of my parents signed up: I do an initial round, and then follow up via e-mail or sending a note home to set up times for those who didn't sign up initially. In the end, I want to make sure I know when I'm meeting with who, so that I know when I can go long / when I need to be succinct, when it would be helpful to have other specialists there, etc...
     
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  4. MissScrimmage

    MissScrimmage Aficionado

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    I would send out some form of communication stating that families who show up without scheduling an appointment will be required to wait for the next available slot. If families would like to avoid waiting, they should sign up for an appointment ASAP.

    On the day of conferences, I would post my schedule outside of my door, with some empty slots available for walk ins. I would put a large sign above the schedule instructing walk-ins to sign up for an available slot. I would shut my door and carry on with the scheduled conferences, while the walk ins waited in the hall on some chairs. It is not fair to the parents who sign up to have their conference interrupted.
     
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  5. otterpop

    otterpop Phenom

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    Feb 7, 2018

    This was my thought too. For those who didn't sign up online, send home a note that says:

    We are having conferences next week! You've been scheduled for 2/15 at 2:30. Please contact Ms. A. at --- if you need to reschedule.
     
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  6. mathmagic

    mathmagic Enthusiast

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    Feb 7, 2018

    That, or even giving a list of some open times (at the time of the e-mail) / link to the sign-up again. I don't end up allowing for any "walk-ins" so that I can make sure I'm aware of the time I have for each parent, so I end up having all conferences booked carefully by a week before (starting the reminder e-mails several weeks before).
     
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  7. Backroads

    Backroads Aficionado

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    Feb 7, 2018

    I might just do this. I have sent a couple rounds of emails and notes--however, we have a community where the phone numbers and emails aren't always trustworthy to be accurate.
     
  8. Caesar753

    Caesar753 Multitudinous

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    Sometimes parents are better at texting than emails or phone calls. Is that an option for you?
     
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  9. Backroads

    Backroads Aficionado

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    Sort of... we have a system and are in the process of getting out a better one that would allow secure texts. The parents on the current system have already signed up for conferences. We have legal issues with using our own phones to text parents, so I don't currently have that option.
     
  10. Caesar753

    Caesar753 Multitudinous

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    Can you use Google Voice? It can give you a Google phone number that you can use to make and receive texts and phone calls.
     
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  11. Backroads

    Backroads Aficionado

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    Possibly. I shall check on that. That'd be handy for texts.

    Though it still is impacted by inaccurate records of phone numbers, alas.
     
  12. YoungTeacherGuy

    YoungTeacherGuy Phenom

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    Feb 7, 2018

    This is exactly what we do! AND...we schedule all siblings back-to-back (which can be a nightmare to organize).

    We allow zero walk-ins. Appointments only.
     
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  13. kpa1b2

    kpa1b2 Aficionado

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    Feb 10, 2018

    I would always send a note home telling the family what time I scheduled them for. It's understood that if you do not sign up for a time, that they will need to wait, it's not first come first served. Parents sometimes get upset about that, but if you just show up and I have the next hour booked, you will need to wait for the next available time slot.
     
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  14. vickilyn

    vickilyn Multitudinous

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    Feb 11, 2018

    I just want to go on record as saying that there are some really positive and potentially great ways to make the conference sign ups less stressful so that conferences run smoother. I understand that Backroads may not be able to use them all because of various issues, but they are excellent for all teachers to tuck away for the day that this is their problem as well. Well done! ;)
     
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  15. Backroads

    Backroads Aficionado

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    Feb 11, 2018

    Indeed. It's been a good thread of ideas.

    Monday I shall give one more reminder, via email/Bloomz/blog/paper newsletter/etc. Tuesday, I shall just assign the rest. Any empty slots remaining... my plan shall be "Hi, good to see you! I have an opening at this time if you can wait."
     
  16. otterpop

    otterpop Phenom

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    Feb 11, 2018

    You could also put up a schedule near your door with blacked out times when you have conferences. That way you can refer to that if parents show up unexpectedly.

    Overall, though, I think the secretary should be stopping people who do not have conferences. This is what we've done in previous years.
     
  17. kpa1b2

    kpa1b2 Aficionado

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    Feb 12, 2018

    How does that work in your building? Each of the buildings I work in have 500+ students, one has close to 1,000. Parents walk in and go to where the conference is being held. They don't check in. I guess, maybe if parents had to check in, I could see where that would work.

    What do you do about the parent who signed up for a time and is either early or late?
     
  18. otterpop

    otterpop Phenom

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    Feb 12, 2018

    They all have to check in. Our secretary has our meeting schedules. We have quite a few kids too!
     
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