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Parent-Teacher Meetings (PTMs) are crucial for fostering a strong school-parent partnership. To ensure a seamless and impactful Mega PTM 2.0, a detailed checklist covering planning, preparation, execution, and post-event activities is essential for headmasters and teachers.
Phase 1: Planning (4-6 days before Mega PTM 2.0)
The initial phase focuses on establishing a robust framework:
- Meeting with Stakeholders: Conduct a meeting with the School Management Committee (SMC)/Parent Teacher Association (for private schools) and staff to discuss minute-to-minute activities.
- Form various committees (e.g., Invitation, Budget, Beautification, Welcome) and assign responsibilities.
- Clearly communicate duties in writing to all committee members.
- Appoint a lead for each committee.
- Define functions and responsibilities in writing.
- Create a schedule for coordination meetings for each committee.
- Timeline and KPIs: Establish timelines and Key Performance Indicators (KPIs) for every task.
Final Review: Submit the final checklist of assigned responsibilities to the headmaster for review.
Phase 2: Preparation (1-4 days before Mega PTM 2.0)
This stage involves getting everything ready for the big day:
Invitation Committee:
- Prepare invitation cards for parents and key guests.
- Distribute invitation cards to parents, SMC/Parent Teacher Association members, and other important guests.
- Register invitee details in the PTM online module of the LEAP App.
- Send digital invitations via SMS to other guests like alumni, donors, and officials.
Budget & Purchase Committee
- Collect details of required materials and funds from all committees.
- Finalize the necessary budget plan and record expenses.
- Contact suitable donors for materials and contributions.
School Beautification:
- Decorate pathways from the school entrance to the buildings with white powder or paint markings.
- Set up a welcome arch using locally available materials (flowers, mango leaves, banana stems).
- Place flower pots along the marked pathways within the school.
- Install dustbins in key areas and use eco-friendly materials.
Environmental Safety Committee:
- Identify construction sites within the school premises for safety and accident prevention, marking them with red ribbons.
- Arrange signboards within the school premises for easy identification by guests.
Welcome Committee:
- Decorate the welcome desk with flowers and garlands (using locally available flowers to minimize costs).
- Organize a welcome march by students and ensure proper seating for chief guests.
Seating Arrangement Committee:
- Arrange a table and chairs outside each classroom for one-on-one discussions.
- Arrange specific seating with clear markings for parents, SMC/Parent Teacher Association members (for private schools), and other guests.
Phase 3: Implementation
The execution phase ensures the smooth running of the event:
School Progress Report Committee:
- Prepare and verify student progress reports.
- Facilitate one-on-one discussions between parents and class teachers.
- Submit feedback collected from parents to the headmaster.
Stage and Audio-Visual Arrangements Committee:
- Set up the stage, test audio-visual equipment, and IFP panels/TVs.
- Decorate the stage and arrange water bottles.
Cultural and Sports Committee:
- Prepare a plan for practicing cultural performances and competitions arranged for parents.
- Confirm participants for activities like Rangoli, Lemon and Spoon Race, Musical Chair, and Tug of War.
Food & Drinking Water Arrangements Committee:
- Ensure hygienic and eco-friendly practices in the preparation and serving of Dokka Seethamma Midday Meal/lunch (in private schools).
- Arrange covered water pots and glasses in all key areas of the premises.
Discipline and Parking Committee:
- Train student volunteers to follow protocol in designated parking areas.
- Place directional signboards to guide attendees.
Medical Assistance Committee:
* Arrange an ANM/Doctor with a first aid kit and ORS packets.
* Assign students as assistants to the ANM/Doctor.
Documentation Committee:
- Record the Mega PTM 2.0 event with a 30-second video and 3 photos for documentation.
- Green Passport - Ek Ped Maa Ke Naam Committee: Peeeeeeelant trees as part of the program.
Photo Booth Committee:
- Set up two to three photo booths near the entrance based on student enrollment numbers and required measurements.
Press & Media Coverage Committee:
- Invite press and media representatives.
- Prepare and release a press statement highlighting school achievements and program objectives.
Phase 4: Documentation
This phase focuses on recording the event for future reference:
- Report Generation: Prepare an event management report and assign specific teachers to record key activities.
- Testimonial Collection: Collect testimonials from parents and guests.
Phase 5: Post-Mega PTM 2.0 Activities
The final phase involves follow-up actions:
- App Registration: Register details of all attendees, including those who participated in the Dokka Seethamma Midday Meal/lunch (in private schools), in the LEAP App.Photo Uploads: Upload event photos to the LEAP App (welcoming, parent-teacher one-on-one discussions, group photos, etc.).
- Transportation for CWSN: Arrange transportation facilities for Children With Special Needs (CWSN) and their parents if required.
- Ccommittees on the success of the program and areas for improvement for future meetings.
This comprehensive checklist ensures that every aspect of the Mega PTM 2.0 is meticulously planned and executed, leading to a truly successful and impactful event for the school
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