• Respond to email/phone requests as received throughout the year.

• PTSA Council Meetings: Attend the Council meetings which are typically on the 2nd Thursday of the month from September thru June from 9:15-11:30am. If the Parent Ed Chair is unable to attend this meeting they can ask a Parent Ed Rep to attend to represent the team or to ask the PTSA Council to report for them.

• Safe and Drug Free Advisory Committee: Attend the monthly meeting. Dates and times vary year to year on the Committee. The PTSA Parent Ed Chair is a member of the committee, which hosts parent ed seminars. We help influence what topic and type of seminars are offered. This committee meeting can be assigned to a Parent Ed Rep as long as it is a consistent person at the meetings.

Update Parent Ed Listing on PTSA Council Website: The webmaster will automatically update the website list and ISD Communication Dept List (this one once a month) when you send them word about a seminar. It is IMPORTANT that you review what they have put in for accuracy and to request removal seminars that have occurred from the Web list. Remember to ASK the webmaster to help you keep a list that will show all the seminars listed over the year for your historical records. Perhaps if they send you the PDF they send the District you can use that to create the end of the year total list of seminars publicized.

Preparation and Getting Set Up: Familiarize yourself with the notebook, CD and any emails you have received for this position.

         See Getting Set Up section for details

Email: This position is highly dependent on email. Be sure to read about it in Getting Set Up. The following will help make

PTSA Council Board Retreat: The board meets to develop the goals and mission for the upcoming year and to discuss status on the different areas. Parent Ed Chair participates as a board member and gives an update on Parent Ed.

• Complete the current years Parent Ed Rep listing by verifying with PTSA Presidents and listed Reps that the information is accurate. Add missing information. For schools without a Parent Ed Rep volunteer ask the PTSA President for a contact for their school who is their “acting” rep for Parent Ed information. Place that person on the list with “acting” next to their name.

• Special Service Reps: This list includes the PTSA Special Service Reps that are a subset of the Parent Ed Rep team. They have a special focus and separate mission statement and goals. They report to and coordinate through the Council Parent Ed Chair. Not all the schools have a special service rep position on their PTSA. The Parent Ed programs they hear about or host are treated like regular Parent Ed seminars. More about this group is under Special Service Rep Program

• Distribute the completed listing to all the Parent Ed Reps, Special Service Reps, PTSA Council Board and PTSA Presidents via email. Include a promo to encourage getting the word out about Parent Ed Seminars at the various schools and ISD.

Email addresses and Distribution Group Listings:

• Update email and update/create Email group distribution listings to facilitate your communication activities. Note: it is easiest to maintain if you have a program such as MS Outlook where in each address file you can state the Business name as the School’s name and the title with the contacts position title (i.e. Parent Ed Rep, ISD Counselor, etc.) Then when you update changes simply change the name and email for that school’s position. This will help you avoid missing someone or recreating from scratch.

• For the list of who you should have emails established for see the Contacts and Resource listing.

• Individual Email addresses to verify/update: See the Parent Ed Contacts and Resources List.

1. Parent Ed and Special Service Rep for each school
2. PTSA Council Board and PTSA Presidents each school
3. District contacts (See Resources and Contacts listing)
4. State WA PTSA Direction, Web, Communication contacts
5. ISD SEABOARD- Parent Ed contact
6. Issaquah Press –School Calendar contact
7. Friends of Youth
8. Youth Eastside Services
9. Youth Suicide Prevention Program (YSPP)

• Group Distribution listings:

1. Parent Ed Rep listing incl. Council Web master
2. Special Services Reps incl. Council Web master
3. Parent Ed and Special Service Rep combined (simple show 2 group’s lists)
4. PTSA Council Board List
5. PTSA Presidents list
6. Region 2 – parent ed contacts (Council Parent Ed contacts for other school districts in Region 2)
7. ISD-Counselor’s list
8. ISD principals list (elem and secondary)
9. Parent Ed Distribution list
( includes groups 1-8 above as well as ISD Director of Communication and assistant, Jim Talbot, State PTSA Director and communications, and anyone else requesting to be on this list.)

Parent Ed Rep Welcome E-Mail:

• This email should welcome all new reps and returning reps. Introduce yourself, how to contact you and encourage asking if they need any help. Review any general information they need to start the year. Remind them their biggest impact is getting the word out about seminars and include any plans that may have been started for this year at the end of last year.

• Request attendance at the First Parent Ed Rep meeting giving date time and location. Ask for RSVP so you will know how many to expect and can make copies as needed. Details about this meeting are listed under Parent Ed Rep Team Meetings.

NOTE: The Parent Ed and Special Service Rep meetings can be combined if you have space for them to break into groups during their specialized portions of topics.

Special Service Rep Welcome E-Mail:

• This email should welcome all new reps and returning reps. Introduce yourself, how to contact you and encourage asking if they need any help. Review any general information they need to start the year. Remind them their biggest impact is helping gather information on available parent seminars in the community and helping to get the word out about seminars to parents. Include any plans that may have been started for this year at the end of last year.

• Request attendance at the First Special Service Rep meeting giving date time and location. Ask for RSVP so you will know how many to expect and can make copies as needed. Details about this meeting are given under Special Service Rep Team Meetings.

NOTE: The Parent Ed and Special Service Rep meetings can be combined if you have space for them to break into groups during their specialized portions of topics.

Current Years Parent Ed Plans:

• Review plans and dates for this years programs established at the end of last year. Follow-up via email or phone with any assigned Parent Ed Rep/school/other who is planning to host a program. You want to connect with them and check the status and their plans (they may have changed or they may need help getting started). REMEMBER to encourage them to get the flyer to you ASAP with a goal of 1-2 months prior to the event. (Other Groups to check in with are ISD Counselors, ISD Curriculum group, ISD Special Services, ISD Safe and Drug Free Advisory Committee, and Friends of Youth)

• Review Parent Ed Mission Statement and Goals: The parent Ed rep team may want to make alterations to these which you would discuss with them at the first team meeting. They should reflect the over all PTSA Council goals and the goals for continuing to strengthen the Parent Ed program. Send an email to Parent Ed Reps ask them to review the mission statement and goals prior to the first meeting.

• Review the Council Parent Ed Budget: for details on what this budget pays for see the section called Council Parent Ed Budget.

• Transition Seminars: Assign host parent ed reps/schools so they can begin to prepare for the Transition seminars (5th grade transition, kindergarten transition, to be developed- are Transitioning into 9th grade/high school and transitioning out of school). Be sure to rotate the locations of these seminars year from year when possible. YOU may want to ask first for volunteers from the group or you could call and ask the school/rep you would like to act as host asking if they would take this on. Then send via email the how to file folders and/or send the assigned host to Council’s Website-Parent Ed section to review what they should do for these seminars and when. Details about these seminars are given in their own Transition file folders. NOTE: they should reserve the chosen Dates/rooms by the end of October)

• Council Programs: Decide (with in put from Council, Parent Ed Team) if you the Council Parent Ed Chair will host a large special Parent Ed Seminar and what topic(s) that might cover. DO NOT worry if you do not have a plan for this at this point. Often a Council Parent Ed Chair will not plan a seminar but waits and a hot topic or a great parent seminar opportunity will rise up during the year that the Chair then jumps into. You do not have to do all the work alone, but can ask your team of Parent Ed Reps to help with portions of the work. You would use the Council Parent Ed budget to pay for this.

• Print out ISD Staff Directory: You will want the current year’s staff directory handy to help you make contacts and connections at the district. It will also help you uncover if their have been any group re-alignments.

• Send/Resend email notices with Flyers (if available) for any seminars scheduled for Sept-Nov. Check Parent Ed Listing for any input previously, ask via email from team and ISD contacts for their seminars.

• Connect with Community Resources: MAP, Friends of Youth, Overlake Hospital etc. gather information on their seminars and add to the Parent Ed listing and notify team. For Overlake check their website, also for MAP. Also recommend to be placed on the mailing lists. Friends of Youth will have a specific contact.

• Connect with ISD Contacts this can be done via phone, email or face to face.

• Face to face is recommended, especially when first taking on this position and establishing a relationship.

• For those contacts shown as a group of people ask to attend a group meeting between Sept and Nov. to speak for 10-15 minutes and share Parent Ed plans for the year and gather their input and plans. The goal is to coordinate efforts and encourage cooperation and communication between Parent Ed and district and out to parents. Note: you may ask Parent Ed Reps to help make these connections.

• Hold your first team meeting. Details of the team meeting are under Parent Ed Rep Team Meetings.

Note: the Parent Ed and Special Service Rep team meetings can be combined if you have enough space for the two groups to break apart when discussing specific topics and or how/to training. If you have many new reps this could be difficult for you to train both groups so be sure you have a second trainer.

Special Service Rep Team Meeting:

• Hold your first team meeting. Details of the team meeting are under Special Service Rep Team Meetings.

Note: the Parent Ed and Special Service Rep team meetings can be combined if you have enough space for the two groups to break apart when discussing specific topics and or how/to training. If you have many new reps this could be difficult for you to train both groups so be sure you have a second trainer.

Transition Seminars dates/rooms should be scheduled in October to ensure good dates. Be sure to check for conflicts - see folder for what to look for.

• Request Parent Ed Rep and PTSA Presidents at the Middle Schools work with assigned Parent Ed Rep to find the panel for the seminar. Remind All the goal is to have the panel determined by January.

• Seminar Facilitator assigned and trained?

• Hold your Second team meeting. Details of the team meeting are under Parent Ed Rep Team Meetings.

Note: the Parent Ed and Special Service Rep team meetings can be combined if you have enough space for the two groups to break apart when discussing specific topics and or how/to training.

Special Service Rep Team Meeting: (optional)

• Hold your second team meeting. Details of the team meeting are under Special Service Rep Team Meetings.

Note: the Parent Ed and Special Service Rep team meetings can be combined if you have enough space for the two groups to break apart when discussing specific topics and or how/to training.

5Th Grade Transition Seminar (see folder)

• Seminar Panel finalized

• Send informational and thank you email to panel (in folder)

• Plan for/acquire thank you notes & gifts.

• Handouts finalized, copied?

• Double check with assigned Parent Ed Rep to verify final details etc.

• Hold two seminars one on the Plateau and one off.

• Submit expenses to council treasurer to reimburse as needed.

Kindergarten Transition Seminars

• Flyer to all Elementary schools for their Kindergarten Roundups- be sure and explain to Parent Ed Rep, PTSA Presidents, and principals why so important get these out. Ask them to hang them near the office as well.

• Send flyer and information to Issaquah press and local preschools

Begin finding panel for 5th Grade Transition Seminar Selection:

• Request Parent Ed Rep and PTSA Presidents at the Middle Schools work with assigned Parent Ed Rep to find the panel for the seminar. Remind All the goal is to have the panel determined by January.

• Seminar Facilitator assigned and trained?

• Seminar Panel finalized

• Send informational and thank you email to panel (in folder)

• Plan/Acquire thank you notes & gifts.

• Handouts finalized, copied?

• Double check with assigned Parent Ed Rep to verify final details etc.

Council Parent Ed Chair Position

If you are not returning to this position it is time to find a replacement. Your goal would be to announce your replacement at the Council Luncheon in May.

Golden Acorn (verify actual date Month may vary slightly)

• It is important for the PTSA Council Board to attend Golden Acorn Awards.

• Think about any Rep from your team that you may want to nominate for an award.

Is there an ISD employee or other that could be nominated for Golden Acorn or other award?

• Hold two seminars one on the Plateau and one off.

• Submit expenses to council treasurer to reimburse as needed.

Parent Ed Rep Team Meeting:

• Hold your third team meeting. Details of the team meeting are under Parent Ed Rep Team Meetings.-Planning Meeting
Note: the Parent Ed and Special Service Rep team meetings can be combined if you have enough space for the two groups to break apart when discussing specific topics and or how/to training.

Special Service Rep Team Meeting:

• Hold your second team meeting. Details of the team meeting are under Special Service Rep Team or third Meetings.- Planning meeting

Note: the Parent Ed and Special Service Rep team meetings can be combined if you have enough space for the two groups to break apart when discussing specific topics and or how/to training.

• Time to clean up your files and email.

• Begin gathering and creating the next years Parent Ed/Special Service Rep listing (see Sept above) to reflect any known changes. Ask Reps and PTSA Presidents for new names and verify information.

• Begin creating or finalizing the year to date Parent Ed listing (list that includes all the seminars shown on the Council website Parent Ed listing) you should have been gathering the information all year long from the Webmaster.

• if not returning to the position it is time to begin training the new person and to prepare to hand over your files and notebook. Please remember to also give them the Parent Ed Chair CD. Please send them via email or on a CD the email lists created to handle all the communication. This includes all those listed in September above.

Be sure your replacement is present so they can observe the training and be introduced.

Announce next years Council Parent Ed Chair

(note: this can be part of thank you email below.)

• If returning let them know and re-verify your contact information.

• If not returning announce your replacement including their contact information.

Send information out via email to your different distribution lists. Be sure that you send a separate announcement to your team of reps that is especially positive and confident.

Thank You Emails:

• Send thank you email to Parent Ed Distribution List for everyone’s help throughout the year with Parent Education Seminars. Be sure to celebrate successes and acknowledge any special efforts.

• Send thank you email or note to the Parent Ed Reps for the job they have done all year long. Include celebration of successes and recognition for special efforts.

Turn Over Council Parent Ed Chair Position : (end of month)

• Meet with your replacement and handover all notebooks, CDs and information.

• Finish any remaining training, answer Q&A

• Officially end your tenure as the Parent Ed Chair.

• It is good to offer to answer questions or mentor in the following year as needed, but remember it is hard to work in someone else’s shadow so allow the other person to come to you. Let them run the show.