Selection Process for Classroom Volunteers/Chaperones

Purpose of Tonight’s Meeting: Select parents/guardians to be chaperones for field trips and volunteers for classroom parties and other school events. 

You MUST be a paid PTA Member to sign up for parties and trips for school. You can easily do this online by following the link below: https://southamptonschools.givebacks.com/shop/items/22967

1. Find the table labeled with the name of the teacher(s) your child has this school year. For parents/guardians with multiple children, you will need to locate EACH table for EACH of your children. Once you’ve located the tables DO THE FOLLOWING: 

   1. 1st: Fill out your contact information as NEATLY as possible (especially the email address!) on the Sign In Sheet. 

   2. 2nd: Write YOUR CHILD’S NAME on a slip of paper and place it in the brown paper bag. (If you have twins in the same class, please be sure to write EACH student’s name and place in bag) 

*REPEAT for each of your children if you have more than one. For example, if you have 3 children, you are going to three different tables and filling out your contact info and slip of paper with Child’s name at ALL of those tables.

2. Read about the selection process below. The PTA will be going through this process out loud later in the evening but if you are new to this, it would be helpful to read the steps listed below. 

   1. At the conclusion of the General Membership Meeting, each table will be given a form that lists all of the available activities. Names will be drawn from the brown bag to indicate whose turn it is to choose a slot. 

   2. Round ONE-All names should be in the bag, except for the child of the Head Room Parent. The Head Room Parent will choose the first slot and will NOT place their name in the bag until the first round of choosing is complete. The Head Room Parent will pick a name and give the parent/guardian a chance to fill in a slot on the Party/Trip/Event Sheet. 

IMPORTANT!!! - Parents/guardians with multiple children may not be at the table when you draw their name. DO NOT SKIP THEM! You must wait for them to get back to the table. You can flag them down or make sure someone at the table has their cell number so you can text/call them to let them know it’s their turn. 

3. You’ve completed Round One when all names in the bag have been pulled. Some classes might only have 5–6 parents, while other classes will have many! The classes with a big parent turn out may only need one round to fill in the slots. If there are fewer parents/guardians, you’ll need to move to Round TWO, THREE, etc. 

4. Round TWO (if necessary): Put all the names back in the bag. The picking order for Round Two, Three, etc. will NOT be the same since you’re putting the names back in the bag at the end of each round. 

5. Continue until ALL THE SPOTS ARE FILLED. This includes ALTERNATES!!! Sometimes a Head Room Parent will have to go through several alternates to fill a spot when the original parent/guardian is unable to attend so it’s important to fill in these spaces with names.

Frequently Asked Questions

1.Q: Will child care be provided at the meeting so that I can bring my children? 

A: Yes. Child care will be provided by staff and students who are members of the National Honor society. 

2.Q: Can anyone be a member of the PTA and attend classroom parties and trips? 

A: Anyone in the community can be a paid member of the PTA. This includes parents, guardians, relatives, teachers and other community members. However, ONLY PAID PARENT/GUARDIANS may attend a class party, field trip, or field day. Grandparents or other relatives who are not legal guardians cannot attend class parties, trips, or field day. They can, however, represent you at the meeting if you’re not able to attend. 

3.Q: Due to extenuating circumstances, I cannot make it to the First Parent Meeting/Selection Meeting. Can I have a friend represent me? 

A: Yes. You may have a friend, relative, neighbor, etc. stand in for you. 

4.Q: Due to extenuating circumstances, I cannot make it to the meeting and I don’t know anyone who could stand in for me on my behalf. What should I do? 

A: Contact Beth Bianchi, Room Parent Chair (roomparents@stpta.org) at least one day ahead of the meeting (sooner if possible). We will do our best to try and help you.