Parent-Teacher Conferences

A parent-teacher conference is a face-to-face meeting between one teacher and the parent(s) or guardian(s) of a student. Some schools elect to have students present as part of a student-led conference. It provides an opportunity to discuss a student's academic development and social conduct. Most schools schedule conferences after the first and third quarters; however, feel free to meet with parents and students as needed. The parent-teacher conference is a wonderful chance to extend the lines of communication, keep parents informed, and develop cooperative strategies that will help the student.

While the thought of a parent-teacher conference may make you nervous, it is important to remember that most parents are as nervous as you. So, your first goal should be to help them feel comfortable, by providing refreshments and small gifts. It is also important to remember that parents will view children's successes and challenges as reflections of themselves. Consider phrasing your comments in a way that focuses on the student's observable behavior and achievement.

Productive and successful conferences require careful planning. You should consider these three stages: before, during, and after the conference.

Parent-Teacher Conference Tips

Keep these tips in mind when scheduling the parent-teacher conference:

• Send notices to the parents reminding them of available conference dates and times.
• Many resources can assist with scheduling.
• Schedule 20 minutes per conference with a 10-minute transition time between conferences.
• Send a personal letter to each parent that informs them of the purpose of the conference and confirms the day, time, and place. Encourage parents to bring a list of questions, issues, or concerns to the meeting.
• Send a reminder note home the day before the conference.
• Be willing to make other arrangements or schedule another time if the parent cannot come on the parent-teacher conference date.
• One-teacher schools should consider having another adult in the building.

Before the Conference

When preparing for the conference remember the following:

• Conduct the meeting at a table that allows you to easily share information with parents. Ensure that adult-sized chairs are available for all participants. This will enhance the conversation and comfort of the parents. Remember to avoid any barrier that may create a perceived power difference between you and the parent or guardian.
• Collect work samples to share with the parents. These should display a broad range of the student's skills and provide concrete examples of the student's progress.
• Make notes to help you remember what needs to be discussed. Ensure that you include positive comments.
• Dress professionally.
• Make sure the classroom is attractive, clean, and uncluttered.
• Be organized and ready for each conference.

During the Conference

• Remember the following ideas during the conference:
• Greet the parents in a positive manner with a smile and a handshake.
• Begin with prayer.
• Do not discuss other students, parents, teachers, the pastor, or conference officials. This is prohibited by federal law through the Family Education Rights and Privacy Act (FERPA) in the United States and Personal Information Protection and Electronic Document Act (PIPEDA) in Canada.
• Keep all communication confidential.
• Listen to and take criticism graciously; don't take it personally. At times a parent just needs to be heard. Avoid arguments, expressions of disapproval, or anger. Keep the lines of communication open.
• Focus on the following:
  • Provide factual academic information.
  • Ask for and obtain added information from the parent.
• Use active listening skills. Be mindful to keep looking up and engage in eye contact even while taking notes.
• Combine your insights and observations into a practical plan of action. Invite parents to be part of the solution; don't tell them what to do. Present concrete and specific suggestions in the form of an invitation.
• Remember to show rather than tell. Give specific illustrations rather than labels or adjectives, use growth mindset language with concrete examples, not broad generalizations.
• Begin and end with the positive. Sandwich negative information between positive information.
• Look for common solutions.
• Be mindful to keep looking up and engage in eye contact even while taking notes.
• Summarize some of the major points and clarify any future actions to be taken.
• End the conference on a positive note and with prayer. Stand up with the parents and personally escort them to the door with a smile, a handshake, and a thank you.
• Keep to the schedule. Make another appointment if more time is needed.
• Document all parent-teacher conferences including noting parents who did not attend.

After the Conference

Tips on what to do after a parent-teacher conference concludes are:

• Review and make any additional notes.
• Decompress. Gather your thoughts, regroup, and get ready for the next conference. Remember to take the 10-minute break that you scheduled.
• Follow up with every parent, those who attended as well as those who did not. Immediate feedback will help ensure parent cooperation and participation in any shared solutions.

Student-Led Conferences

Student-led conferences allows students to talk with their parents or guardians about their grades, why they are doing well, where they need extra help, why they may be having difficulties and what to do to improve. The teacher encourages and clarifies, but allows the student to present most of the information. The goal is to assist students in taking responsibility for their own school progress.

Before the conference:

• Give the student a narrative form to complete that will help the student know what to talk about as they lead the conference.
• Student-led Conference Sample
• Show the student their current grades. This will be needed to complete the narrative form.
• Discuss with the student the information they have put on the narrative form.

During the conference:

• Listen and support the student as they review the report card with the parents or guardians, using the narrative form as a guide.
• Let the student explain progress and challenges and why they are doing well in some areas and having trouble in others to the parent or guardian.
• Help the student set realistic goals for improvement in one or two areas.
• Clarify the goals with the student and parents or guardians.

After the conference:

• Remind the students to review their goals.
• Point out improvements to students.
• Continue to communicate with parents or guardians about their child's progress.