Room Rep Orientation

Sept 24 , 2024

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 fun events throughout the year for your class
• 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 with your classroom teacher about party date/times well in advance (2-3 weeks)
4. Communicate with your classroom parents .
5. Collect and share class photos from events in a shared drive
1. Towards the end of the year, Room Reps will be responsible for selecting 5-6 key photos for your class yearbook page
2. Other photos for the yearbook may be selected from your shared drive

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. Food must meet the nutrition guidelines per the CUSD Wellness Policy. School-wide, there is a “no food” practice for birthday celebrations.

The rule of thumb is that there should be only one treat and the rest should be healthy snacks and a drink or have students use their water bottles.

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: In the parent questionnaire there is a section to ask for student allergies in your class. Please keep allergies and food restrictions in mind when planning your snacks in order to keep all children safe and included.

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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

Mark your calendars!

*NEW for 2024-25!*

Room Rep Communication through WhatsApp

• Individual Room Reps will create a WhatsApp group for their classrooms and invite all class parents to the 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.
• Handy for all Room Reps to also collect parent emails via the Questionnaire
• Room Rep Coordinators will create a separate WhatsApp group just for Room Reps

Resources

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

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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/ Fundraiser, Sept 16-Oct 25 (great source for Halloween shopping! More information HERE; be sure to enter the promo code STOCKFUN before you check out)

• 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 need to be cleared volunteers
• All attendees must submit their names to you beforehand and be on the special sign-up sheet on the morning of the party
• The volunteer clearance process takes time, so get cleared early!

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

Questions?