Organizing Back-to-School Parent Information

I was asked last week if I had an article about “back-to-school” parent information. She also asked how and what to present at “Back-to-School” night. I was sorry I didn’t have one available at the time for this brand new nervous teacher. So I am going to tackle this topic today.

Organizing “Back-to-School” Parent Information

I decided to divide this information into two sections; things you would hand out to the parents at “Back-to-School” night. And also what you would place in a presentation to the parents (such as Power Point or other slides).

I don’t want to forget to tell you, if this is your first year as a teacher, don’t tell parents and students that it’s your first year unless you are specifically asked. It’s best to get through the first year without students thinking they can take advantage of you (if possible).

Before I forget, a really important thing to do for the parent packet of handouts is to write the Students’ names on the packet. This way you can send the packet home with students whose parents did not attend the presentation night. Also, have about 10 extra packets on hand in case you have divorced parents. Or possibly some other situation where a family needs another copy.

Most of the items I am listing here for the packets are also items you should discuss in the “Back-to-School” night presentation (which I will discuss later).

Items to include in a packet for parents.

• Daily Schedule
• Homework Format & Expectations
• Rules & Procedures
• Parent Communication Process
• Special Events in the year (field trips, performances)
• Specific Grade Level Learning
• Tests & grading
• Special Classes (PE, computer lab, art, music)

Some Details on the list above

The Daily Schedule, Rules/Procedures and Tests/Grading should each be typed up on its own separate sheet.

The rest of the items listed can all be typed on one document (which may be a few pages) with simple paragraphs with details about each. Below I will tell you what I listed for some of these.

Parent Communication Process – I used to send weekly check sheets (1/4 of a page each). On these I would check off behavior and work habits with a place to write a specific note if needed. These were created to be easy to crank out, so as not to add to your burden of tasks.

I also sent a monthly class newsletter. I had templates for these saved on the computer. It was quite easy to fill in the information for the upcoming month and highlights from the month that just ended.

Let the parents know how to reach you and when you are/aren’t able to talk to them. For example, I would not conduct a private discussion with a parent at morning drop off. I would kindly remind them to email me to make an appointment. Or, if I was available that afternoon invite them to come talk then (or have a phone conference).

More Information for Back-to-School Parent Information

Specific Grade Level Information – An example of this was when I taught third grade I told the parents the students would be learning multiplication facts, the multiplication and division processes, cursive handwriting, and about their local community. The purpose of this is NOT to go into detail on each subject area, but a brief, general overview of what is new for that grade level. You could also hand out the state academic standards for that grade level.

Special Events & Special Classes – I usually just listed these out with an added note telling parents that dates for the events would be determined later in the year.

Before I discuss the presentation night, I want to offer you a FREE downloadable list of 101 Teacher Tips. Lots of information is presented and I will send it right over to you when you fill in your email address below.

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The Back-to-School Night Presentation

The first thing I want to discuss is the set up for the night. First have the handout pages stapled together with a “Welcome Letter” on the top. Be sure to list each student’s name (as mentioned above). I recommend having the packets on each students’ desk and that you ask the parents to sit at their child’s desk after they have signed in.

Have a sign in Sheet on a table near the door. Make sure the list has a space for the child’s name and another for the parents’ signatures. I also recommend a second sign-up sheet available for any parent who wants to schedule a conference with you. On this conference sheet, have a place for them to indicate if a phone conference would work or if they prefer an in person meeting (many will select phone conference which saves you time.)

The reason for this conference sign-up sheet is so that parents don’t try to get you to discuss their child that night. That’s not the purpose of this night and the time can get away from you if you begin speaking to parents separately upon their arrival.

Presentation Specifics

The key to this presentation is to find out ahead of time – how much time you have with the parents. Some schools have a few time slots – for example you present twice at 5:30 and again at 5:50. Often there is just 15 minutes or less to present. If you teach middle or high school this time period may be even shorter.

With your allotted time in mind, create about 10 Power Point slides (or so). These slides are to review the information from the handouts. You must decide what is the most crucial for the time given. And then remind parents that much of the information is on the handout.

I highly suggest you cover the parent contact information, the homework and the grading information. These are the three that parents REALLY NEED TO KNOW ABOUT! And, from my experience are the three that parents say; “I never knew about this” when they have a problem.

Also, if you are friends with some teachers in your grade level ask them what information they present. One of them might even be willing to share one of her handouts with you which will save you lots of time.

Of course, you can also create a parent portal on your online platform where you keep access to these forms for parents at all times (if your school has set something like this up).

My final suggestion at the end of the evening, is to GENTLY ask them to please bring any concerns to you before going to the principal with them. Play it by ear on if you say this or not – take a note of the audience and if you feel safe saying this. If not, then don’t.

Here is an another article I wrote about being organized. You can read it here:

Organizing Tips; 12 Steps to an Organized Elementary Classroom.

That’s everything I can think of. Good Luck, have a great “Back-to-School” night.

Until Next Time,