By Tracee Orman
I remember my very first parent/teacher conferences. I was so nervous. All of the high school teachers were lined up in the cafeteria at lunch tables and parents rotated from teacher to teacher in 10-minute intervals. I had 167 students that year and one was my superintendent's son. 😅 While it was nerve-racking and overwhelming, I survived and learned many lessons from the experience that I'd love to share with you.
Here are some essential tips, I believe, for running a successful parent/teacher conference:
1. Be Over-Prepared
Don't just be prepared, be over-prepared! Have access to the following before conferences start:
• Students' grades: Have either online access or preferably a print-out with a breakdown of each assignment score that the parent can take with them. Parents want to see that their child is making progress. It also gives them an opportunity to ask questions about individual scores and missing assignments, if any. If a student has not turned in an assignment or it's late, it's a perfect opportunity to point it out and go over your late work policy (if you have one).
• Writing samples: I prefer to have shorter writing responses to share with parents because there isn't much time for them to read more lengthy essays.
One of my absolute favorite writing samples I love to assign students right before conferences is a letter home. In their letter, they should tell their parent(s)/guardian(s) how they are doing, what their favorite things about school and our class specifically, and how they are doing in class. It puts the responsibility and ownership for their current grade on THEM. If they have any incompletes, zeroes, or less-than-stellar grades in the gradebook, now is their time to explain to their parents/guardians WHY. I have found when students do this, they do actually come to a self-realization about their performance in class. I've even had students confess that they talk too much and maybe they shouldn't sit next to their best friend. I allow the parent/guardian to keep the letter. If you wish to see how I structured this, download this assignment here FREE:
Other writing samples I like to include for parents to browse are journal entry responses or responses to many other writing prompts. The point is to have a variety of responses so the parent can not only learn something about their child, but also see how they write.
• Reading diagnostic and/or benchmark score: If you haven't given your students a reading diagnostic test yet, now is the time. You'll want to be able to share with parents where they fall, the areas they need to improve, and the steps you're going to take to get there. I have packs for each grade level and the answer sheets show which areas students need to improve based on their incorrect answers.
• Reading fluency score: If your school has an RTI program, chances are the facilitator will have reading fluency scores for each student. If not, it's not a bad idea to have this data for both yourself and parents. I have pre-made reading fluency assessments and rubrics you can find here. You can repeat the fluency assessment periodically throughout the year to track improvement.
• List of books, plays, short stories, poems, and non-fiction materials: Have a list of every single thing your students will read this year available. This is to protect yourself from any challenges, but also to be 100% transparent with parents/guardians. Also let them know that that list is subject to change as you try to incorporate relevant materials you think your students would like. This is a perfect time to explain why you read and teach certain materials and give them the opportunity to ask questions about it. I have found when I was teaching The Hunger Games and had some parents ask about the violence in it, I took that opportunity to explain that it's very similar to how Shakespeare used violence in The Tragedy of Julius Caesar and even Romeo and Juliet to convey how wrong it is.
• Copy of your syllabus: Whether it is online or in print, it's a great idea to have a copy of this available for parents so they know your unit/plan outline, your grading/attendance/behavior policies, and your contact information.
• Other examples of student work: Daily work, bell ringers, homework; these can all be used to show a student's progress.
2. Be Organized
One of the biggest mistakes I made in my first PT conference was not having all the student samples organized alphabetically and grouped together. I spent half my time searching for each student's work and with over 100 parents coming though, it was a nightmare. Here are some ways you can get organized before conferences:
• Organize student work by name and class period: It will be much easier to find a student when your stack is organized alphabetically. Better yet, if you know ahead of time what order parents are coming (i.e. if they schedule a set time), have everything organized in order of appointment.
• Have a clean desk area and classroom: If you have conferences in your classroom, make sure your desk area is cleaned/clear and any surrounding area is uncluttered. Believe me, I am a type B teacher, and this is always a struggle for me. I have a tendency to have stacks upon stacks. But for conferences, I always try to have my area presentable. Just don't open a cupboard or the closet doors! 😆
• Have a desk clock or watch handy so you can stay on track: Even going over time in one conference make you get off track the rest of the day/night. Apologize to the parents, but let them know when time is almost up and then when time is up. Tell them you are more than happy to schedule another meeting after school, if needed.
• Have a sign-in sheet for parents: You will want to have a record of your meetings for future reference, so use a sign-in sheet when they arrive. It can simply include the student's name (since names do not always match), parent/guardian's name(s), and the date and time of meeting. This is helpful especially if you have walk-in appointments who did not sign-up in advance. Also, keep it in a file so you can go back and see who you met with. If you need a free printable, you can download one here:
3. Be Positive
Parents/Guardians love to hear something positive about their child. Make sure to compliment the student, preferably at the beginning of the conference. Begin with telling the parent/guardian you enjoy having their student in class. Then be more specific. I know in secondary when we have multiple sections and see 100+ students per day, it is hard to get to know everyone by the time conferences roll around. But if you know in advance which parents are coming in, make an effort to have a positive affirmation about that student. It can be as simple as the following:
• "I appreciate how [student's name] is willing to speak up in class and answer questions."
• "I'm impressed with [student's name] love for reading/writing/public speaking/etc."
• "[Student's name] has a great work ethic and always turns his/her work in on time."
• "[Student's name] gets along with his/her classmates and works well in groups."
• "I appreciate how prepared [student's name] is for class every day."
The more specific you can be, the better. This is why getting to know your students at the beginning of the year is essential. If you haven't been able to, it's never too late to do some getting-to-know-you activities. They aren't just for the beginning of the year.
4. Ask Questions
Don't feel like YOU have to do all the talking. You can ask parents questions, especially if you are struggling to make a connection with a student or you feel like the student is struggling in class. Some questions you can ask:
• "Does he/she seem to like school or my class? Does he/she ever talk about it at home?"
• "What can I do to help him/her feel more comfortable in class?"
• "What strategies have worked in the past to encourage positive behavior?"
• "What kind of books does he/she like to read?"
• "What topics is he/she interested in?"
5. Have a Plan for Struggling Students
Offer up opportunities for tutoring, intervention, help with make-up work, etc. You can also direct parents to online resources that may be available to your district. Try to offer positive encouragement and a plan for parents so they leave the meeting feeling encouraged.
6. Take Care of Yourself
Make sure to stay hydrated with water both leading up to and during conferences. Get up and stretch in between meetings, if possible. If you have a short break, try to take a quick walk around the building (or outside if it's nice outside to get some fresh air). It's easy to stay seated the entire time but so important to keep your blood flowing with movement. Hopefully your administration builds in meal times and bathroom breaks for you, but if not, do not feel badly if you have to excuse yourself. Most people will understand if you need a short break.
I hope these tips help you have the best experience with parent/teacher conferences. Feel free to check out our Instagram posts and share your thoughts with us!
