Dear Room Representatives:
Thank you for volunteering your time and talent. Your efforts are truly appreciated not only by the school and teachers but will be obvious by the smiles and hugs you receive from your child and their classmates. Many of the school and PTA activities are only possible because of your commitment and hard work.
As the Room Representative, you are the link between the school, PTA, classroom, community and parents. Please make sure you are a member of the PTA. The membership fee is only $5. There will be big push this year for Room Reps to encourage PTA memberships within your class. There will be grade level and class incentives to try to reach our PTA goal of 100% participation. We will have a popcorn party for each class that gets 100% membership and the teachers will be rewarded with a duty free (aka kid free) lunch as extra incentive.
Also, please utilize as many parents as possible. Do not try to do everything yourself! You will burn out quickly if you do not ask for help. If asked, most parents are happy to assist or send in items needed. This is a great way for parents who work full time or may not otherwise be able to participate to feel like they too are contributing to the classroom.
Good luck and have a great year at Taylor. Have fun and enjoy the rewards of the smiles you bring to your class and teacher. If you have any questions, or if we may help in any way, please feel free to contact us at any time.
Room Representative Committee Co-Chair
The first thing you will need to get started on is to have your teacher complete a Teacher Survey. We have attached samples of surveys used in previous years or you may create one of your own. There are also examples that can be found on the PTA website. www.ketaylorpta.org (under Get Involved, Room Representative).
At the start of the school year, Room Representatives should send out an introduction letter as well as request students phone numbers, parents’ names and contact information to create a class roster. Ask parents if they prefer any of the information to be shared with the room representatives exclusively. You must have written permission from each parent for their child’s information be placed on a class roster for distribution. Once you receive the information, make a class roster and distribute. Please use the information provided to you for classroom activities only. There is a sample request on the PTA website www.ketaylorpta.org (under Get Involved, Room Representative).
Activities and Events:
The room representatives and their parent volunteer team are responsible for coordinating the following activities.
DATE EVENT ACTIVITY
Oct. 24th Sweet treat/snack for teachers on early release
Oct. 20th Fall Circus 4-6 PM, followed by Glow Run
Oct. 31st Fall “Drop and Go” Snack
Nov. 16st Kindergarten – Thanksgiving Taste Test
Dec. 17th Winter parties for K-1st grades
Dec. 18th Winter parties for 2rd – 3rd grades
Dec 19st Winter parties for 4th – 5th grades
Jan. 25st Literacy Door Decorating Contest
Feb. 14th Valentine “Drop and Go” Snack
Feb. 21st Sweet treat/snack for teachers on early release
Mar. 1st Read Across America Day
May 10th Kindergarten Field Day (PM)
May TBDth 1st Grade Field Day (PM)
May TBDth 2nd Grade Field Day (AM)
May TBDth 3rd Grade Field Day (PM)
May TBDth 4th Grade Field Day (AM)
May TBDth 5th Grade Field Day (Collins Hill HS)
May 6-10th National Teacher Appreciation Week
May 20st End of the year parties Kindergarten & 1st
May 21st End of the year parties 2nd, 3rd & 4th
May 22nd 5th Grade Events Day
You may also want to make a class volunteer list for yourself. This will make it easier when the time comes to contact volunteers. There is a sample request on the PTA website is www.ketaylorpta.org (under Get Involved, Room Representative).
Parties and Snacks:
Two class parties have been planned, the Winter Party and the End of the Year Party. The Winter Parties are scheduled for December 17 -19th (your teacher will provide the date/time specifics for their class). The End of the Year Parties are scheduled for May 20-22. Parties vary from class to class. Please communicate with the teacher as they will set the time and length of each party.
Fall and Valentine’s Day and decided these two events are snacks, NOT party days. Both of these snack days will be considered “drop and go snacks.” The Drop-and-Go snacks must be delivered to the classroom prior to the tardy bell at 8:45. If delivery is made after that time, items must be left on a cart in the front office. Room Representatives will not be allowed to deliver or “set up” items in the classroom after 8:45.
Room representatives and the party volunteers should arrive 15 minutes early to set up and allow 15 minutes after the party for clean-up. Typically, parents are invited to the 2 class parties (not snacks). During set-up/clean-up time try your best not to disturb classroom time. You should inform all parents of the date and time of the Winter Party and End of the Year Party. It makes the children feel special when their parents attend. Also, do not limit your parent volunteers to the same ones each time, contact all parents. Parents who were not able to help out for one activity may be available for another.
Any craft, favor or activity should be dry by dismissal and able to fit in the child’s book bag. Other important factors:
- Keep parties simple. Make sure activities are grade level appropriate.
- Remember to bring your own ice, utensils, cups, plates, etc.
- For drinks, only water or Capri Sun (or other clear juices) are allowed in the classroom.
- Always find out if your teacher has any particulars they would like or would not like for the parties.
- The children also enjoy playing a game or two during the Winter & End of the Year Parties.
Read Across America Day is Wednesday, March 1st. Please help to get volunteers to read to classrooms on this day.
Testing will be performed throughout the school year. Please check with your teacher to see if they would like to schedule healthy snacks and water during this time. Assure the teacher that snacks will be provided before the school day starts as to not disrupt testing or class time.
Encourage parents to attend Chick-fil-A night, skate, or jumpzone night, etc. These events provide a great opportunity to meet and chat with one another. Chick-fil-A, social nights are also fundraisers. Chick-fil-a gives an award to the classroom with the highest attendance. The school also receives a portion of the sales for that evening. Please communicate this information to your parents. They can be found on the KE Taylor PTA website at www.ketaylorpta.org under the Fundraising page, Spirit Nights tab.
Chick-fil-A (1st Thursday of every month) – Winners = coupons for a free meal and the teacher gets a free teacher gift pack.
There will be an International Festival on 10/26/17. Each classroom is being asked to donate one $10 gift card to a place of their choosing such as Target, restaurants, entertainment, and iTunes. Gift cards are due to the front office by October 16th. Please be sure to put them into an envelope with your teacher’s name on them.
Field day is a big event for the children and teachers. Please ask your teacher if he/she would like help on this day or would like a special snack for the students on this day. The classrooms generally wear similar t-shirts decorated according to a theme that will be decided upon as we get closer to the event. The PTA will be once again utilizing the large coolers and providing cold water for the students on these days. Please make sure you have your child’s classroom bring their own water bottles to refill at these stations. The PTA will NOT be providing cups!!!
Teacher Appreciation Day
We will honor our teachers on Tuesday, May 1st . The PTA will provide a smoothie bar in the morning for breakfast before school for the teachers on that day. This day is designated to show every teacher how much they are appreciated. Your creativity and talent of the parent volunteers from your class should be used to determine the activities for this event. Each child can do something individually or you may want to collect small gifts for a basket and/or collect money for a larger gift or gift card. You should get the parents opinions on this event and use the teacher survey you had them fill out at the beginning of the year.
Teacher Birthdays and Special Events
This is a good time to show your teacher they are appreciated but parties are not allowed. Please keep it simple and do not disrupt the class. Recognition is encouraged; if you need ideas for gifts please check your teacher survey for items your teacher said they might like. Some parents will prefer to do something from their child; others may want to contribute toward a “class” gift. Please communicate with the parents in your classroom.
Some teachers like help coordinating classroom activities for their class. Please ask your teacher if you can be of any assistance to them in this area.
If you are interested in assisting in the VIP work room either Tuesdays or Thursdays from 9-11 there is an informational meeting 8/31/16 (after this one). If you are interested or have further questions please contact Marian Richards email@example.com.
Fall fundraiser kick off will be Friday, August 25th. Packets will be sent home through the students Friday folder. This year we have Otis Spunkmeyer cookies, Home Store, and Cherrydale for sale.
There will be one pizza party awarded to each class (per grade level) with the highest sales.
The PTA will also have prizes for the individual students based on sales. We hope everyone will participate. The fundraiser will last for two weeks, so we will need a lot of help with the order processing. Each teacher will receive 5% of their classrom’s sales to be used to buy items for their classroom.
Also, Original Works is our Art based fundraiser. That usually occurs in January with sample art work going home for orders. This fundraiser helps support the Arts in Education programs that we have in February and March. Each grade level has a chance to experience the arts that they might not get the opportunity to otherwise.
You can read more about all of the fundraising opportunities below at the PTA Website www.ketaylorpta.org on the Fundraising Tab.
Ten (10) Box Tops are collected the last Friday of each month starting in September and going until April. Look for the fun fill up sheet in your child’s Friday folder.
Publix Partners Card – Have the cashier swipe your Publix Partners card every time you shop at Publix and earn money for our school. If you don’t have one or need more for friends and family please email Ormelia Walcott firstname.lastname@example.org for more information.
Kroger- Go online to www.kroger.com and register your Kroger Plus point account to help the school earn money just by doing your normal shopping and scanning your Kroger Plus card
The room representative reimbursement will be $25.00 per classroom for the 2017-18 school year. This reimbursement will be made per classroom not per room representative. Therefore, if you are co-room reps. with others there is only one reimbursement per classroom. Please submit a reimbursement form and receipts to the PTA Treasurer by May 1st. If you do not turn in your receipts by the deadline you will not receive reimbursement.
Funds should be used wisely. The money may be used at your discretion. It is always helpful to have parent volunteers send in items related to the party and/or special snack themes. Parents are willing to help and you are not expected to pay for everything yourself.
PLEASE REMEMBER – All receipts must be saved and submitted to the PTA Treasurer. Please provide the following:
- Completed Check Request Form (copy attached)
- Individual receipts for each expense up to $25.00 max. per school year.
Submit in a sealed envelope labeled PTA Treasurer. You may either send it in to your child’s teacher or put it in the PTA mailbox in the front office.
Attached you will find a Procedures for Reimbursements document that will cover this topic should you have additional questions. This is also found on the PTA website www.ketaylorpta.org (under Get Involved tab, Room Representative).
Additional details can be found in the handout as well.
Room Representatives may be asked to help with other activities outside of the classroom as well. This is typically a request to secure volunteers to staff PTA events or school related functions such as dances, Santa Breakfast, Bingo night, etc.