Room Parent Survival Kit

1. Room Parent Duties

What is a Room Parent Responsible for? Room Parents serve as the critical (magical) liaison between the teacher and class parents. Depending on your school policies and teacher preferences your duties may include:

• Coordinating classroom readers and volunteer schedules
• Planning class parties and events such as holiday performances and talent shows
  • Make your next class party easier to plan and more fun for your students with these awesome free resources, downloadables, and best practices. We help you plan perfect classroom events from Valentine's Day to Halloween and every class celebration in between. SignUp.com will save you time organizing, boost parent participation and make your class party more successful. Get started planning with our festive ideas, snacks, and activities for your next class party!
• Organizing class teacher appreciation initiatives throughout the year
  • Celebrate the tireless contributions of your children's teachers and coaches with a group gift that’s just for them. We make collecting money from any group of parents easy peasy. Use the funds to assemble a thoughtful group gift and/or a generous gift card. Check out these creative basket ideas that everyone can contribute to and deliver a warm thank you. 
  • Pro Tip: It’s easy to organize donations of cash and basket items with SignUp.
• Communicating about and assisting with school-wide events (e.g., helping organize carnival booths, school auction baskets, Teacher-Appreciation Week activities, etc.)

That may seem like a lot – but have no fear! You don’t need to do it all yourself!

The trick to being a Room Parent is to DELEGATE and get lots of help! Most parents WANT to help in their child’s class – even busy parents. Just ASK! 

Make it easy for parents to pitch in by breaking up big jobs into small tasks and using online signup sheets so parents can choose where and when to help – on the go.

2. Room Parent Checklist

Use Signup's free, downloadable checklist so you don’t forget to cover the main points – simply click the image below to download or print. Be sure to check out our Room Parent Idea Center for more awesome tips!

3. Teacher Meeting

Now that you know what a Room Parent may be asked to do, it’s time to schedule a meeting with the teacher to learn about their needs, preferences, and expectations. This lays the groundwork for planning out a fun and exciting year with the teacher (as well as nailing down exactly what to expect when it comes to your Room Parent duties). Here are some great tips to prepare you for your meeting – save time with our free downloadable Teacher Meeting checklist + pages for note-taking during your meeting:

1. Class Parent Communication

Creation and/or distribution of class roster/contact list following school communication policies. 

• Is there a class web page, online group or Facebook page? Who keeps it up to date? 
• What are the policies/expectations for ongoing communication with parents?
• Is the teacher familiar with SignUp.com and how free online SignUps work to enlist parent helpers?

Below are some sample Room Parent Letters to class parents for you to copy and customize.

Sample Room Parent Letters to Class Parents (Copy/paste the text below and use it in your own class communication, or print SignUp's template below.)

Room Parent Welcome Letter: Example Messaging

Welcome back to school and to Mr./Mrs./Ms. ___________’s class!  I'm ___________, one of your Room Parents, which means I get to help coordinate parents and parties so Mr./Mrs./Ms. ___________ and our kids have the best possible year. I can't wait to meet you and am happy to answer any questions you have about the class.

Here are some important details and dates:

• Teacher name and contact information
• Names and contact information for all Room Parents)
• Schedule of class parties, events and field trips
• School fundraising and class gift opportunities the year (e.g., auction baskets, winter holiday teacher gift collections, end of the year teacher gifts, etc.)
• The kind of help the teacher needs (classroom readers, art station helpers, recess monitors, etc.)
• How to signup to help: (Add a Shareable Invitation Link to your Class’ Signup.com Group Page or Volunteer Schedule!)
  • SignUp makes it easy for you to choose a spot and sends automated confirmation and reminder messages. You don't need to register for a SignUp account – the site will remember you by your email address.

If you have trouble accessing the site or prefer not to enter your email address, please email me and I can sign you up manually.

Thank you and I look forward to meeting you! Together, we're going to have a great year!

Your Name

Room Parent

Mr./Mrs./Ms. ________’s Class

Pro Tip: Save time with Signup's free, fillable and downloadable welcome letter – just click and print! 

Room Parent Class Party Invitations: Example Messaging for Your SignUps

The class holiday party is coming up on DATE and we could use your help! We need party chaperones and food/party supplies donations! 

Please sign up here to pitch in. 

Thanks for helping throw a memorable and fun celebration!

Your Name

Room Parent

Mr./Mrs./Ms. ________’s Class

3. Contact Information

• How does the teacher prefer to be contacted by you and by the other class parents? 
• What are the school’s policies for gathering and releasing parent contact information? 
• Does your teacher use Remind or another service to reach out to students and families?

4. Ongoing Volunteer Support Needs

• What volunteer jobs repeat week to week? (e.g., table-time helpers, weekly readers, science lab & materials prep, recess supervisors, copy/folder helpers) 
• Would the teacher like to set up a full-semester SignUp online volunteer calendar to coordinate parents?

5. Classroom Activity Dates and Support Needs

When are larger activities and events happening and will your teacher need parent support? (e.g., field trips, career day, open-house, assemblies)

6. Forms or Waivers

• Do parents need to sign any waivers for certain volunteer jobs like driving on field trips? 
• Where do you get the waivers and how do these need to be turned in?

Pro Tip: Ask parents to sign up to help at the start of the year for ongoing support and class events throughout the year. It’s much easier to make commitments in September than it is to recruit parent helpers in May when parent schedules are extra busy.

7. School Activity Dates and Support Needs

Are there holiday performances, fundraisers, and other school-wide events in which your teacher will need classroom participation from parents?

8. Classroom Party Dates and Plans

Get all the details on class parties so you can spend more time planning FUN celebrations and less time scrambling last-minute.

• How many class parties will you have this year and when? Who plans (teacher or parents)?
• Food requirements (healthy or sweets)?
• Food allergy considerations?
• Timing and activities/games/crafts?

Pro Tip: Don’t sweat class parties. Use an online signup sheet to ask parents to bring supplies and to help with party stations and cleanup. Also see Signup’s Class Party Planning Center.

9. Class Calendar

Create a paper and online calendar of all events and volunteer needs for the year to share with all class parents.

10. Student Birthdays

• Are parents allowed to bring in food like cupcakes? 
• What is the plan for celebrating? (e.g., the birthday child gets a balloon attached to their chair and gets to lead the class line anywhere they go that day, or the birthday boy or girl gets to lead the class in a game)

11. Money Collection

Does school policy allow the Room Parent to collect money from class parents? (e.g., to cover the costs of all parties, teachers gifts, etc.) If so, how are you allowed to collect money - with SignUp or cash box?

12. Parent-Teacher Conference Scheduling

Find out if the teacher schedules conferences herself or would like your help and when they will happen.

13. School Supplies

• What does the teacher need that (s)he would have to pay for out-of-pocket? 
• Can parents help? (e.g., tissues, antibacterial wipes, art supplies, dry-erase markers, glue)

Pro Tip: Create a no-date online SignUp sheet to ask for donations of materials and supplies.

Save time with Signup's free, downloadable Teacher Meeting Checklist – just click and print!

4. Teacher Survey

Kick the year off right by getting to know your child’s teacher a little better. Check out this super cute and very helpful downloadable teacher survey. Ask the teacher to answer the questions and return the sheet to you. Then, print it (or scan it/save our trees!) and share with the other Room Parents.

This Room Parent Teacher Survey covers birthdays, favorite foods, things to do, school supplies, dietary restrictions and more so you can share this info with class parents. Just click and print below!