Parents Evening Setup
Rhys Willis
Last Update 4 years ago
THE 3 STAGES
To ensure that parents evening bookings run smoothly, the setup and communication with staff and parents should be kept consistent across all parents evenings.
The setup process consists of 3 stages and begins exactly 3 weeks prior to the date of the event.
The 3 stages are as follows:
Setup
- Relevant HOY or key stage leader contacts IT Services with event details
- Event is created on the Parents Evening System and is open to staff
Communication
- Relevant staff are emailed the event details and informed that they now have until bookings open to parents (1 week prior to the event) to input any breaks onto their appointment sheet and to let IT Services know of any shared class arrangements
- Parents are informed of the event and that bookings will open to them exactly 1 week prior to the event
Booking
- Exactly 1 week prior to the event, bookings will open to parents
IMPORTANT INFORMATION
Please note the following information regarding what to include in your communications to IT Services, staff, and parents.
Contacting IT Services
Information provided to IT Services should include:
- Type of event (parents evening or IAG day)
- Date and time of event
- Appointment length
- Time gap between appointments to allow for travel or preparation for the next appointment
- Whether appointments will be in person or over video chat
The parents evening event will be created on the Parents Evening System as soon as IT Services have the details listed above.
Contacting Staff
After liaising with IT Services, the email to all relevant staff should be sent as soon as possible.
Staff have a few options regarding shared class arrangements:
1. One teacher can take all appointments for the class
2. Both teachers can sit in on all appointments together
3. Both teachers can take appointments for the same class separately, effectively running them parallel to each other
It's important for staff to understand that they must set their breaks and must contact IT Services about shared class arrangements before bookings open to parents. If they fail to do so, any changes made after parents can book can result in the teacher needing to manually cancel and re-add bookings, potentially in new time slots, which can cause clashes and confusion for parents. The teacher would also need to send messages to each parent apologising and explaining what has happened.
Contacting Parents
It can be helpful for some parents to know what time bookings open and close.
Bookings open at 6am.
Bookings close at 23:55pm the day before the event.