Room Rep Orientation

Sept 18 , 2025

Agenda

1. Volunteer Requirements
2. Room Rep Role /Responsibilities
3. Class Parties
4. Room Rep Communication
5. Resources
6. Q/A

Stocklmeir Special Programs Coordinator: Joan Aoki

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• Processes all the volunteer clearances
• Will send email if all three steps (2024-25 Volunteer form / Fingerprinting / valid TB test) have been cleared and confirmed
• Yay ! You are now cleared to volunteer on campus

*Please remember to always sign in and out at the office before and after volunteering on campus. Make a visitor name tag and wear it the entire time you are in school.

Email: aoki_joan@cusdk8.org

Tip: For fastest results, it is best to see Joan in-person!

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Who is a “Room Representative” ??

• Liaison between the PTA, teacher and classroom parents
• Coordinate classroom parties throughout the year
• Coordinate Teacher Appreciation Week in May
• Help communicate PTA key events
• Build a community with other parents

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Responsibilities of a Room Representative

1. Create a WhatsApp group for your class and distribute the QR code via the Panda Folder .
2. Organize classroom celebrations (parties) in your classroom !
3. Communicate and plan with your classroom teacher about party date/times well in advance (2-3 weeks)
4. Communicate with your classroom parents .
5. Collect and select photos for the yearbook to add to a shared yearbook Drive
• Select 5-6 key photos for your class yearbook page
• Curate a selection of ~30 photos for class “My Pages” (Personalized Yearbook option)

Mark your calendars!

What to communicate to your classroom parents

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What does the Room Rep do for a party?

Sample Party-Halloween

1. Prep the craft before arriving at the class
1. or have another parent do this if they are not a cleared volunteer
2. Explain the party plan to the class
• example: craft, then activity/games, then snacks
3. Demonstrate the craft steps or show a sample
4. When it is time to do your activity, get the class attention and review the plan
• Examples: “We will split up into teams to wrap a mummy with toilet paper and see who has the scariest one. Here are the rules..”
• Freeze dancing
• Problem solving games or interactive games, puzzles or anything fun!
5. Go to the Stocklmeir Room Rep Pinterest pages or Youtube to find ideas! Share your ideas or ask questions of fellow room reps on the chat group.

Examples - Party Sign up sheets

Halloween

Winter Party

Valentines Day

Breakfast & a Book

Food at Parties

Class parties, birthday celebrations, treats or refreshments should be arranged with the classroom teacher. School-wide, there is a “no food” practice for birthday celebrations.

Please review your plan for food with your classroom teacher so they can be sure it is appropriate for the class.

Food may be homemade or store bought. They do not need to be individually packaged.

Allergies: Please keep allergies and food restrictions in mind when planning your snacks in order to keep all children safe and included. Consult with your teacher or ask your parents about any allergies or food restrictions.

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Budget

1. Please keep track of the expenses you spend on each party.
1. It is possible that an audit might be requested of you
2. Sample Room Rep Expense sheet
2. Depending on the amount that you collect, divide it up per party.
• Save about $100-$125 for your Teacher Appreciation Week
• Book and a breakfast doesn’t require too much, only snacks for the breakfast part : )
3. If you don’t have enough for any of your parties, you can request more support from parents at the end of the year
• For instance if you don’t have enough funds for Teacher Appreciation

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Room Rep Communication through WhatsApp

• The Room Rep Coordinator will create a WhatsApp group for all Room Reps
• Individual Room Reps will create a WhatsApp group for their classrooms and invite all class parents to the group.
• Room Reps will share information sent on the Room Rep WhatsApp group to their individual classrooms’ group.
• Room Reps will serve as moderators for their WhatsApp class group; if there are conversations that are more appropriate to be discussed outside the channel or with admin, please act as needed.

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Resources

Stocklmeir Pinterest Website: https://www.pinterest.com/stocklmeirpta1/

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Room Rep Website - https://roomreps.stocklmeirpta.org/home

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A Reminder and party ideas will be emailed to you 3 weeks before the event.

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Teachers: Talk with your teacher and ask them if there are games/activities/crafts that they have found to work well in the past that you might be able to incorporate into the party. Ask them what time and how long they would like their party to be.

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Other Room Reps: Talk to other Room Reps for ideas or coordinate purchase to cut down on cost or eliminate shipping costs, chat on WhatsApp!

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Other Online Websites: for games, craft materials, prizes etc.

• Oriental Trading Company http://www.orientaltrading.com/

• Party City http://www.partycity.com/

• Amazon

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Stores for Supplies and Party Items:

Dollar Store, Party City, Michaels, Goodwill -has a crafts section

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Tips from the Volunteer Coordinator

• Some parents don’t want to plan the parties, but just want to help on that day. That’s great! Just remind them:
• All visitors attending class parties must be cleared volunteers
• All attendees must submit their names to you beforehand, checked for clearance and be on the special sign-in sheet on the morning of the party
• The volunteer clearance process takes time, so get cleared early!

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• Share this CUSD Volunteer requirements and PTA Volunteer Interest Form with anyone interested in volunteering.

Questions?