Sandburg/ DCS

School Play 2026

Chaperone Overview

Welcome Everyone

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Jaclyn Senekerimyan (Rehearsal/ Chaperone Committee)

• 559-970-4904
• jaclynefird@Hotmail.com
• You might see this email too: jsenekerimyan@gmail.com and it’s me

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Elyssa Saini (Producer)

schoolplay@sandburgdcsptsa.org

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Play Website: Wizard of Oz 2025

https://sites.google.com/view/springplay2026/home

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Quick Timeline:

Quick timeline:

3:10 - Chaperones arrive & pickup yellow folder and attendance sheet

3:15 - School bell rings & students head to check-in in gym

3:25 - John/David start rehearsal; chaperones check on absences

- Chaperones help watch kids during rehearsal and help them keep quiet if they are not actively in a scene

- Chaperones watch for early pickups or late arrivals/returns

5:25 - Chaperones sign-out walkers and pickups

*** Pickups please be on time, so chaperones do not have to stay late. Chaperones must stay until all students are signed out “

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• Read more if you want a detailed outline of what happens and what you need to do!

Step 1: Yellow Binder= Everything you need

Step 2: Location of the Yellow Binder

• The yellow binder is found on top of the grayish information file cabinet in the entryway of the front office.

Step 3: Volunteer Sign-in

• Sign-in at the front the office
• Put on a Volunteer sticker

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Step 4: Get Attendance Summary from the office (they typically have it printed)

Step 5: How to read the Attendance Summary

• If the right column is blank the student was at school.
• If the right column has a letter in it, the student was absent from school.
• Shred the Attendance Summary after you are finished with it.

Step 6: Go to the Gym & take attendance

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Take attendance

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X or check= present

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AB= Absence, Conflict or Not Called to be at rehearsal

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0 or blank= Not present (need to find out why)

Step 7: Check/ Compare Attendance Summary with the Sign-In sheet (& conflicts).

1. Check Attendance Summary
2. Check conflict sheet
3. If child is at school and no conflict, call parents on the school phone

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Step 8: Locating Lost Cast Members

• Cast members who are not at rehearsal (play practices)
• But who attended school
• But did not have a conflict (Check sign-in sheet or conflict sheet)
• Call their parents from the school office phone (parent contact list is in the binder)
• Parents will answer the school phone vs a random cell #
• Leave a message: why you are calling and your cell # (your cell because you will be in rehearsals)
• Depending on the situation: Mark the student absent or find the child somewhere on campus.

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Conflict Document Example

• Orange = Pick up early
• Red = Conflict all day
• Green= Coming late

Step 9: Future Conflicts

• We are tracking future conflicts and schedule changes.
• Send your future conflicts to the Chaperone/Rehearsal coordinators (Jaclyn) asap. This allows Jaclyn to update the
• Conflict Calendar and allows:
• Every Thursday, directors will begin preparing the schedule for the upcoming week.
• On Fridays, Chaperone/Rehearsal coordinator(s) (Jaclyn) will create the sign-out sheet for the week ahead.
• Saturday, Chaperone/Rehearsal coordinator(s) (Jaclyn) will send out the schedule information for the upcoming week.
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• If your child needs to leave early, parents can pick up their child directly from the gym or music room door (if needed contact a chaperone volunteering that day). Please be as discreet as possible.

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• If a walker is getting picked up early, the parent must come sign them out.

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• Rehearsal Conflict Information for directors and Jaclyn (we need):
• The Date
• The Time (picking up or dropping off)
• Whether your child will miss the entire rehearsal
• If it's a recurring conflict (appointment/activity)

Step 9: Last Minute Conflicts

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Last Minute Schedule Conflicts (sick, doctor appointments, emergencies):

• Due to complexity, the chaperone coordinators will not communicate last-minute schedule changes to the chaperones at practice.
• A parent needs to report a last-minute conflict to the chaperone(s) to the chaperone at rehearsal.
• If the student left during school hours, the conflict will be recorded on the Attendance Summary. Chaperones can view on the Attendance Summary and see the last-minute conflict (sick, leaving early, absents).
• If your child’s conflict gets canceled, they can attend the rehearsal.
• In case of emergencies or an important situation, please contact the volunteer chaperones present at the practice.
• The chaperone’s contact information is available on the Chaperone Master Calendar or my weekly emails.

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Step 10: All Rehearsals are Closed

• Rehearsal Attendance Policy: Only Directors, Cast Members, and Chaperones who are scheduled to volunteer for that specific rehearsal day are allowed to attend.
• If a cast member shows up for a rehearsal when they are not scheduled, they are allowed to stay, but we must contact the parent to inform them of the situation.

Step 11a: During Rehearsals Cast Member (Kids) Responsibilities

• Rehearsal starts at: M-T-TH 3:25-5:25 W 1:55-3:55
• Cast Members (Kids) will meet in the Gym
• Cast Members are required to check in with a Chaperone.
• Backpacks will stay in the Gym
• Snack will be in the Gym
• Cast Member will need to check out with a chaperone at the end of practice. Walker must check out with the cast members as well.

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Step 11b: During Rehearsals Chaperones

Rehearsal Guidelines:

1. Directing and Assisting:
• David and John are in charge of directing the cast and activities.
• If the kids need help, feel free to assist, but remember to stay quiet and be non-distracting during rehearsals.
2. Cell Phones or Devices:
• No cell phones or devices should be used during rehearsals. (Yes, chaperones can check their phones but please keep it discreet).
3. Handling Illness/Injury/Incidents:
• If a child becomes sick, injured, or faces any incident, handle the situation calmly and inform the parent as soon as possible.
4. Post-Rehearsal Clean-Up:
• Before leaving, make sure that the kids:
• Have their scripts.
• Clean up their mess (dispose of trash properly).
• Put away any items (e.g., costumes, props, etc.) and make sure everything is back in their backpacks.

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Step 12: Dismissal

• Parents will pick-up their cast members at the backdoor of the gym. Next to the outdoor basketball courts.
• Please wait outside.

Step 13: Every Child Needs a Signature

Walkers and Carpool

Carpool and Walker Forms:

• The carpool (walker) forms need to be filled out and returned if you want your kids to walk or carpool. **Forms must be returned to the yellow binder by April 2nd (Yes, carpool info can be updated but I need to know if your child is a walker/biker.
• Ensure that all necessary information is captured on these forms, such as student names, carpooling peeps, and signatures.

Parent Signature for Early Departures:

• Parents must sign-out students if they are leaving early.
• If a walker is going home early, the parent must come sign them out for.

Accessing Information Easily:

• A document has been created with a list of students who are permitted to walk home or carpool. This helps avoid sifting through all the signature forms and gives quick access to the approved lists.

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Step: 14 At the ended of rehearsal, put the Yellow Binder Back in the office

Forms in the Yellow Binder

Rehearsal

Chaperone Sign-ups

• Sign-up for:
• 2 chaperone days
• 1 back-up chaperone day
• The 1st and 2nd week should be returning parents (if possible).
• Please sign up by: 3/30/2026
• After this date we will use the Chaperone Calendar.
• Do not use the sign-up genius to make changes after 3/30/2026, contact the Chaperone Chair

https://www.signupgenius.com/go/4090E49A9AF22A0F49-62768687-chaperones#/

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Chaperone

Example of the Chaperone Calendar

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Weekly Schedules

Weekly Casting Schedule

Weekly Schedule Information:

• Chaperone Committee will send out the weekly schedule on Saturdays, or earlier if possible.
• The schedule will be posted on the website.
• Password will be sent the weekly email
• “All Cast” Members means: All students are scheduled to attend rehearsal.
• Name Listed Under the Date: If your name is listed under a particular date, that means they are scheduled to attend rehearsal on that day.
• No Name Listed: If your name is not listed, you do not need to attend practice.

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Example: Week ? Rehearsal Schedule

• Week 2

Parents Suggestions

We suggest one chaperone directs kids to the gym and one stands at the gym door and checks kids in.

· They need to bring their backpacks with them to the gym

· One chaperon check-out the walkers and the other starts getting signatures from the parents.

· Ask kids to memorize their number to help with check-in process.

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2026 Play- Important Links

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• Play Website:

https://sites.google.com/view/springplay2026/home

• Audition Sign-Up: https://www.signupgenius.com/go/4090E49A9AF22A0F49-62763153-auditions#/
• Chaperone Sign-up: https://www.signupgenius.com/go/4090E49A9AF22A0F49-62768687-chaperones#/
• Committee Sign-up: https://www.signupgenius.com/go/4090E49A9AF22A0F49-62771845-committees#/
• Chaperone Calendar: Will be Created Soon
• Chaperone Contact List: Will be Created Soon

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Clear as Mud?

Any questions?