Instructions to Timekeepers - 2007

Parent/Teacher Conferences 7-9pm
Wednesday 10/10/07 &
Thursday 10/18/07

1. Please bring with you:
   
   • A watch set to accurate time and, a timer (nothing loud, please) for keeping track of the 2-minute conferences.
     
   • A pen
     
   • This instruction sheet


2. Check in at tables in the Brewster Road lobby between 6:15-6:30 pm.
   • Many parents arrive early and each teacher must have a timekeeper outside the classroom in order for the conferences to begin.
   • Sign-in sheets will be given to you when you check in. The sign-in sheets contain both appointments made online and open slots for onsite sign up. Note that an appointment should be made in the student's name.


3. Go to your classroom as soon as you are assigned.
   • Introduce yourself to the teacher and agree on a signal for a warning at 11/2 minutes, and for the end of the 2-minute conference.
   • Take a classroom desk and chair for yourself to the hallway.
   • You may want to put several additional chairs in the hallway for waiting parents.


4. Take control of the conference schedule:
   • Provide the sign-in sheet for parents who need to sign in for conferences onsite.
   • For parents who have signed up online, your time sheet is to be considered the Official Schedule, which supersedes any schedule that a parent may bring from home.


5. Show parents into the classroom as their turn comes.
• Introduce parents to the teacher: "Miss Jones, this is Mr. and Mrs. Smith, parents of Ann."
• Leave the room and try to ensure privacy for the conference.
• Clock the interview (you may want to jot down the starting time next to the name on the sign-in sheet).
• Alert the next parents on your list that their turn is next. The sign-up sheet has times written on it, not just numbers. These times are approximate. If a teacher is running early and the next person is not available, another parent can slip in and have a conference, if there is a space of at least 2 minutes. In this case, you need to record this conference by noting both the time and the student's name on the schedule, as well as making this parent's slot available to others if he/she has a reservation for a later appointment. Parents do not lose their space if they arrive at their appointed time and the teacher is running early. However, if parents are not present at their appointed time and the teacher is ready for them, they do lose their space. In this case, you simply cross out the student's name. When the parents come to the classroom later, they need to sign-up for a new conference time.
• Should you encounter any problems, please send the complainant to Mr. Hamm, who will be available all evening to troubleshoot.
• Signal a warning at 11/2 minutes and at the end of 2 minutes to both teacher and parents.
• Repeat step 5 until all who have signed up for conferences have spoken with the teacher.


6. Limit additional names at 8:45 pm.
   • After 8:45 pm, do not sign up more parents than can be accommodated with 2-minute conferences by 9:00 pm.
   • If parents arrive after that time at the first parent/teacher conference night and there is insufficient time for them to be seen that night, tell them that they may come back on the second scheduled night and schedule a conference onsite. Late parents on the last conference night may schedule a meeting with the teacher by calling the general office. The closing bell will ring at 9:00 pm.


7. Leave your sign-in sheet with the teacher.
   • Please complete the evaluation form in your folder and return it with the folder to the volunteers in the Brewster Road lobby as you leave.