Mega Parent Teachers Meeting Agenda, Schedule, Guidelines, Action Plan, Activities

AP Mega Parent Teachers Meeting Action Plans, Agenda, Guidelines

AP Mega Parent Teachers Meeting : AP State Govt. is very keen to implement various activities at school level. For this, Department of School Education is planning Mega Parent Teachers Meetings 2024 on 14th November 2024 at school level. Detailed agenda, guidelines, schedule, action plan, activities to be done during meeting, model invitation at school level are given below.

A step towards to school for the future of their kids AP School Education Department seeking cooperation from parents of students and requesting to presence during Mega Parent Teachers Meeting which will be conducted on 14th Nov, 2024.

AP Mega Parent Teachers Meeting Agenda, Schedule, Guidelines

Action Plan for Mega PTM at School & Programme Schedule

Here, we provide detail hour wise schedule which include Agenda Item, Action Plan. Headmaster of concerned school, who is going to conduct Mega Parent Teacher Meetings(PTM) at school should follow the schedule as stated in the following table.

Time	Agenda Item	Action Plan
9.30- 10.00	Welcome	The PET/PD/one female teacher shall identify the active Girl students (equal number of selected guests to the dais) to honour the guests with flower/Paper made bouquets. The School head shall provide the flowers for preparing the Bouquets. The PET/PD shall identify the active Girl students/Active mothers for performing the Prayer song. The PET/PD and class teacher shall identify interested students to perform the welcome dance or folk dance. One female teacher shall be designated to oversee the cultural event for students. The designated teacher shall compile a list of interested parents who wish to perform in the cultural event, allowing for one or two participants only.
12.15 to 12.30	Objectives of the Meeting and School progress	The school head shall compile a list of guests to be seated on the dais. The school head shall identify one active mother, SMC Chairperson, or Vice Chairperson (female) to serve as the anchor for the event. The identified anchor shall invite guests onto the dais with the support of a designated teacher or the school head. The school head shall designate an active teacher to assist the anchor by preparing well-structured notes. The school head shall also be available to provide additional support as needed. The PET/PD and one female teacher shall identify active girl students to honor the guests with flowers or paper-made bouquets, matching the number of selected guests. The school head shall supply the flowers needed for creating the bouquets The school head shall select an active mother from the SMC or parent group to present the objectives of the meeting and share updates on school progress. An active teacher shall be nominated to assist her in the presentation. The school head or the nominated teacher shall prepare the notes for the mother’s presentation. The School Head shall identify One active mother to speak on cyber awareness. One teacher supported the Speaker by preparing notes on cyber awareness. In all high schools, an active mother should anchor the program. In primary schools, if no active mother is available, the SMC Chairperson, Vice Chairperson, or school head shall take on the anchoring role.
12.30 to 12.45	Guest Speeches	The school head shall identify speakers from various groups, including philanthropists, donors, old students, NGOs, public representatives, and knowledgeable parents, who are well-versed in the suggested topics.
12.45 to 12.50	Feed back and suggestions	The school head shall provide a suggestion box, along with pens and paper slips, for parents and other invitees to share their feedback and suggestions.
12.50 to 1.00	Pledge & Concluding remarks	The school head shall identify the person from the SMC Chairperson/ Vice Chairperson / peoples representative /Active mother.
1.00 onwards	Subhadin Bhojanam	The school head shall identify the donor for providing extra food items like sweet, fruit, vegetable fried rice in addition to the Dokka Seethama Madhyahnna Badi Bhojanam in coordination with the SMC and donors/volunteers from Vidyanjali programme.

Detailed Guidelines for Headmaster for Conducting the Mega PTM:

Mega PTM: A Key Event to Strengthen School-Parent Relationships

The Mega Parent-Teacher Meeting (PTM) is a crucial event designed to foster strong connections between parents, teachers, and the school. Follow these detailed guidelines for a successful execution.

1. Planning Stage (5-7 Days Before PTM)

Discussion and Planning with SMC & Teachers

Organize a meeting with the School Management Committee (SMC) and staff to discuss all activities as outlined in the state-mandated Minute-to-Minute Program. Strictly adhere to the plan.

Committee Formation

Establish various committees, assigning clear roles to SMC members, staff, and students. Key committees include:
- Invitation & Reception
- Budget & Purchase
- School Beautification
- Environmental Safety
- Student Progress Reports
- Stage & Audio-Visual Setup
- Seating Arrangement
- Cultural & Sports
- Food & Water
- Discipline & Parking
- Press & Media
- Medical Support (New)

Roles and Responsibilities

Each committee must have a lead and conduct regular coordination meetings to ensure smooth functioning.

2. Preparatory Stage (4-1 Days Before PTM)

Invitation & Reception Committee

Invitation Preparation: Students will create personalized invitation cards for their parents and special guests, guided by their class teachers. Provide necessary materials in advance.
Invitation Distribution: Ensure all parents, SMC members, donors, and alumni receive their invitations, both manually and digitally. The School Head will update invitee details in the PTM online module and send SMS reminders.

Digital Invitations & Announcements

Download and share digital copies of the Mega PTM program via WhatsApp. Regularly remind students about the event during school assemblies.

Budget & Purchases

Prepare a comprehensive budget from the School Composite Grant and exclusive PTM funds. Keep detailed records of all expenditures for transparency.

3. Campus Beautification

Pathways and Entrances

Decorate the campus with flower arrangements, banners, and traditional elements like toranaalu. Ensure clear signage and a welcoming environment from the entrance to key event areas.

Greenery and Maintenance

Coordinate with staff and students to plant and maintain greenery around the campus. Touch up any dull-looking areas with fresh paint, focusing on high-visibility spots.

Classroom Decoration

Teachers and students will clean and decorate classrooms with motivational quotes, student artwork, and vibrant posters. The best-decorated classroom will receive special recognition.

4. Welcome Arrangements

Welcome Desk

Set up a welcoming desk with floral arrangements. Senior students will guide parents and guests to their seats.

School Progress Reports

Ensure student progress reports are accurately prepared and signed by the headmaster.

Donor Engagement

Approach potential donors to contribute materials like chairs, tables, prizes, or food items. Ensure transparency and proper acknowledgment of their contributions.

5. Event Logistics

Seating Arrangements

Neatly arrange seating areas with clear directional signage for parents and dignitaries. Volunteers will assist guests to their seats.

Stage & Audio-Visual Setup

Set up the stage with a public address system and test all AV equipment. Decorate the stage with banners and flowers.

6. Cultural Activities & Parent Competitions

Cultural Events

Select students and parents for performances like songs or dances. Ensure sufficient practice time.

Competitions

Organize class-wise Rangoli competitions for mothers and a Tug of War for fathers, ensuring designated areas and necessary materials are ready.

7. Subhadin Bhojan & Water Arrangements

Food Preparation

Ensure hygienic food preparation with the help of mid-day meal workers. Use eco-friendly materials like paper plates and glasses for serving meals.

Water Supply

Set up water stations in every classroom and common area, with student volunteers assisting parents and guests.

8. Discipline & Parking

Discipline

Train student volunteers on proper behavior and use the services of NCC, Scouts, and Guides (if available) to help monitor the event.

Parking

Designate specific areas for guest parking with clear directional signage to maintain order.

9. Press & Media Coverage

Invite local media to cover the event. Prepare press releases highlighting the school’s achievements and event details. Promote the event on social media for broader visibility.

10. Medical Support

Ensure an Auxiliary Nurse Midwife (ANM) is present with a first aid kit for emergency situations.

Post-PTM Activities

Feedback Collection

Set up a suggestion box to collect feedback from parents and guests.

Cleanup and Debrief

Ensure thorough cleanup of all event areas. Organize a debrief session with all committees to discuss feedback and areas of improvement.

By following these steps, your Mega PTM will be a resounding success, helping to foster a stronger bond between parents, teachers, and the broader school community.