Room Parent Survival Kit

Some parents think a Room Parent Survival Kit looks something like this...

...and some days they're not wrong.

To avoid sugar overload and a possible stomach ache, though, check out Signup’s Survival Kit first. Our Survival Kit will help make your first – or fifth – year of volunteering as a Room Parent a breeze!

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 teacher gifts 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 on SignUp.com.
• Communicating about and assisting with school-wide events (e.g., helping organize carnival booths, school auction baskets, and Teacher-Appreciation Week activities)

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 and print!

PRINTABLE CHECKLIST

And 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 to learn about your teacher's 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 examples to prepare you for your meeting:

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. 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.)

1. Room Parent Welcome Letter

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 Sharteble Invitation Link to your Class’ Signup.com Group Page or Volunteer Schedule!)

This process makes it easy for you to choose a spot and sends automated confirmation and reminder messages, which most parents appreciate. You don't need to register for an account on SignUp.com – 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

2. Room Parent Class Party Invitation

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

We’re using SignUp.com, an online calendar signup tool, to coordinate parent volunteers for the class. Please click the link below and enter your email address to sign up. 

https://SignUp.com/go/PartyURL

This process makes it easy for you to choose a Spot and sends automated confirmation and reminder messages, which most parents appreciate. You don't need to register for an account on SignUp.com – 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. 

Thanks for helping throw a memorable and fun celebration!

Your Name

Room Parent

Mr./Mrs./Ms. ________’s Class

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?

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.com online volunteer calendar to coordinate parents?

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)

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.

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?

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 help with party stations and to bring supplies. Also see Signup’s Class Party Planning Center.

Class Calendar

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

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)

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.com [https://signup.com], or cash box?

Parent-Teacher Conference Scheduling

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

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 on SignUp.com to ask for donations of materials and supplies.

Don't forget to use SignUp to coordinate parent volunteers, class parties, teacher gifts, and more! 

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!