Administrative​ ​Procedure​ ​361.1 PARENT​ ​TEACHER​ ​CONFERENCES Background The​ ​relationship​ ​between​ ​home​ ​and​ ​school​ ​is​ ​paramount​ ​in​ ​the​ ​success​ ​of​ ​students.​ ​Alberta Education​ ​emphasizes​ ​the​ ​role​ ​of​ ​parents/legal​ ​guardians​ ​as​ ​primary​ ​educators.​ ​As​ ​stated​ ​in www.learnalberta.ca/content/mychildslearning/​,​ ​“…parents​ ​play​ ​an​ ​important​ ​role​ ​in​ ​shaping​ ​the way​ ​their​ ​children​ ​view​ ​learning.”​ ​Alberta​ ​Education​ ​then​ ​continues​ ​by​ ​stating​ ​that​ ​parents/legal guardians​ ​understand​ ​more​ ​than​ ​anyone​ ​else​ ​how​ ​their​ ​child​ ​learns​ ​and​ ​processes​ ​information. Parent​ ​teacher​ ​conferences​ ​are​ ​just​ ​one​ ​way​ ​of​ ​effective​ ​communication​ ​between​ ​home​ ​and school.​ ​Schools​ ​need​ ​to​ ​ensure​ ​that​ ​parents/legal​ ​guardians​ ​are​ ​aware​ ​that​ ​they​ ​have​ ​access​ ​to teachers​ ​at​ ​any​ ​time​ ​throughout​ ​the​ ​school​ ​year,​ ​not​ ​limited​ ​to​ ​parent​ ​teacher​ ​conferences. Information​ ​sharing​ ​can​ ​include​ ​digital​ ​or​ ​other​ ​forms​ ​of​ ​communication,​ ​such​ ​as​ ​Brightspace (D2L),​ ​student​ ​agendas,​ ​digital​ ​portfolios,​ ​blogs,​ ​apps,​ ​and​ ​the​ ​sharing​ ​of​ ​student​ ​assignments brought​ ​home​ ​for​ ​parent/legal​ ​guardian​ ​review.​ ​However,​ ​the​ ​importance​ ​of​ ​direct communication​ ​between​ ​home​ ​and​ ​the​ ​teacher​ ​must​ ​be​ ​understood​ ​and​ ​encouraged​ ​by​ ​the school. A​ ​digital​ ​platform​ ​(Brightspace)​ ​has​ ​been​ ​mandated​ ​for​ ​use​ ​by​ ​teachers​ ​in​ ​both​ ​junior​ ​and​ ​senior high,​ ​in​ ​order​ ​to​ ​communicate​ ​assessment​ ​with​ ​parents/legal​ ​guardians​ ​and​ ​students.​ ​It​ ​is therefore​ ​expected​ ​that​ ​teachers​ ​are​ ​consistent​ ​in​ ​updating​ ​this​ ​information​ ​on​ ​an​ ​ongoing basis.​ ​The​ ​use​ ​of​ ​such​ ​tools,​ ​however,​ ​does​ ​not​ ​preclude​ ​the​ ​need​ ​for​ ​parent​ ​teacher conferences,​ ​or​ ​regular​ ​contact​ ​between​ ​home​ ​and​ ​school,​ ​where​ ​further​ ​discussion​ ​regarding student​ ​achievement​ ​and​ ​progress​ ​can​ ​occur. Consistent​ ​with​ ​Alberta​ ​Education’s​ ​mandate,​ ​the​ ​reporting​ ​process​ ​requires​ ​teachers​ ​to​ ​ensure that​ ​they​ ​effectively​ ​communicate​ ​to​ ​parents/legal​ ​guardians​ ​about​ ​what​ ​the​ ​child​ ​progress​ ​in relation​ ​to​ ​the​ ​provincial​ ​programs​ ​of​ ​study.​ ​Scheduling​ ​of​ ​parent​ ​teacher​ ​conferences throughout​ ​the​ ​school​ ​year​ ​also​ ​facilitates​ ​in-person​ ​communication​ ​and​ ​deeper​ ​conversations about​ ​student​ ​learning​ ​between​ ​home​ ​and​ ​school. Procedures 1. Kindergarten​ ​to​ ​Grade​ ​9​ ​Conferences 1.1 September​ ​Parent​ ​Teacher​ ​Conferences: 1.1.1

Early​ ​in​ ​the​ ​school​ ​year,​ ​it​ ​is​ ​important​ ​to​ ​initiate​ ​a​ ​meaningful​ ​interaction​ ​between teachers​ ​and​ ​parents/legal​ ​guardians.​ ​ ​Every​ ​parent/legal​ ​guardian​ ​should​ ​have​ ​the opportunity​ ​to​ ​meet​ ​the​ ​classroom​ ​teacher,​ ​to​ ​see​ ​the​ ​classroom​ ​and​ ​to​ ​have individual​ ​time​ ​for​ ​a​ ​conversation​ ​about​ ​their​ ​child.​ ​ ​To​ ​facilitate​ ​this​ ​communication, a​ ​Parent​ ​Teacher​ ​Conference​ ​is​ ​scheduled​ ​in​ ​September,​ ​with​ ​one​ ​evening​ ​and​ ​one day​ ​of​ ​conference​ ​times​ ​available.

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

February​ ​2017 Page​ ​1​ ​of​ ​4

1.1.2

Often,​ ​the​ ​evening​ ​conference​ ​time​ ​is​ ​the​ ​most​ ​convenient​ ​for​ ​parent/legal​ ​guardian attendance.​ ​It​ ​is​ ​therefore​ ​important​ ​for​ ​principals​ ​to​ ​be​ ​realistic​ ​about​ ​the​ ​allocation of​ ​time​ ​for​ ​the​ ​evening​ ​conference,​ ​to​ ​ensure​ ​individual​ ​conference​ ​times​ ​that support​ ​the​ ​sharing​ ​of​ ​student​ ​information​ ​by​ ​the​ ​parents/legal​ ​guardians​ ​with​ ​the teacher​ ​early​ ​in​ ​the​ ​year.​ ​ ​As​ ​a​ ​result,​ ​the​ ​scheduling​ ​of​ ​other​ ​events​ ​during​ ​the parent​ ​teacher​ ​conference​ ​evening​ ​should​ ​be​ ​avoided​ ​(e.g.​ ​opening​ ​barbeque,​ ​meet the​ ​teacher​ ​night,​ ​curriculum​ ​overview​ ​night).​ ​ ​These​ ​other​ ​events​ ​should​ ​occur​ ​on​ ​a different​ ​night,​ ​and​ ​possibly​ ​in​ ​coordination​ ​with​ ​the​ ​School​ ​Council​ ​meeting​ ​in September.

1.1.3

To​ ​avoid​ ​misunderstandings​ ​by​ ​parents/legal​ ​guardians​ ​that​ ​September​ ​conferences are​ ​the​ ​same​ ​as​ ​traditional​ ​progress​ ​report​ ​conferences​ ​where​ ​teachers​ ​are prepared​ ​to​ ​report​ ​on​ ​student​ ​achievement,​ ​schools​ ​should​ ​clearly​ ​articulate​ ​the purpose​ ​of​ ​September​ ​conferences​ ​not​ ​only​ ​to​ ​parents/legal​ ​guardians​ ​but​ ​to​ ​staff, by​ ​providing​ ​guidelines,​ ​focused​ ​questions​ ​and​ ​suggestions​ ​related​ ​to​ ​appropriate topics.​ ​The​ ​conversation​ ​could​ ​include​ ​information​ ​about​ ​home​ ​reading​ ​programs, best​ ​ways​ ​to​ ​communicate​ ​throughout​ ​the​ ​year,​ ​special​ ​events​ ​planned​ ​for​ ​the​ ​year, strengths​ ​and​ ​needs​ ​of​ ​the​ ​student,​ ​and​ ​areas​ ​of​ ​concern​ ​for​ ​parents/legal​ ​guardians from​ ​previous​ ​years.​ ​The​ ​early​ ​timing​ ​of​ ​the​ ​conferences​ ​means​ ​it​ ​is​ ​premature​ ​for the​ ​teacher​ ​to​ ​have​ ​collected​ ​data​ ​upon​ ​which​ ​to​ ​base​ ​a​ ​formal​ ​assessment.​ ​Any deviation​ ​from​ ​the​ ​format​ ​of​ ​the​ ​September​ ​conference​ ​should​ ​be​ ​proposed​ ​by​ ​the principal​ ​and​ ​approved​ ​by​ ​the​ ​Area​ ​Superintendent​ ​or​ ​Director​ ​before​ ​any​ ​planning with​ ​staff​ ​or​ ​communication​ ​with​ ​parents/legal​ ​guardians​ ​occurs.

1.2 Timing​ ​of​ ​Conferences: 1.2.1

Conferences​ ​will​ ​be​ ​comprised​ ​of​ ​one​ ​evening​ ​and​ ​one​ ​full​ ​day,​ ​three​ ​times​ ​per year.​ ​The​ ​full​ ​day​ ​conferences​ ​are​ ​determined​ ​at​ ​the​ ​district​ ​level​ ​and​ ​displayed​ ​in the​ ​district​ ​calendar​ ​to​ ​ensure​ ​consistency​ ​among​ ​all​ ​schools.​ ​The​ ​evening conference​ ​is​ ​scheduled​ ​at​ ​the​ ​school’s​ ​discretion,​ ​and​ ​often​ ​near​ ​the​ ​same​ ​time​ ​as the​ ​full​ ​day​ ​conference,​ ​such​ ​as​ ​the​ ​evening​ ​prior.

1.2.2

The​ ​times​ ​of​ ​the​ ​conferences​ ​must​ ​be​ ​organized​ ​in​ ​a​ ​way​ ​that​ ​is​ ​responsive​ ​to parent/legal​ ​guardian​ ​needs,​ ​including​ ​intentionally​ ​matching​ ​the​ ​schedule​ ​to​ ​the time​ ​the​ ​majority​ ​of​ ​the​ ​parents/legal​ ​guardians​ ​are​ ​available​ ​(cognizant​ ​of parent/legal​ ​guardian​ ​work​ ​hours,​ ​driving​ ​distance,​ ​typical​ ​hours​ ​of​ ​work​ ​such where​ ​parents/legal​ ​guardians​ ​begin​ ​work​ ​in​ ​the​ ​late​ ​afternoon​ ​or​ ​early​ ​evening, etc.).

1.2.3

Although​ ​day​ ​time​ ​conferences​ ​are​ ​most​ ​convenient​ ​for​ ​school​ ​staff,​ ​it​ ​is​ ​not​ ​always possible​ ​for​ ​parents/legal​ ​guardians,​ ​especially​ ​for​ ​those​ ​who​ ​work.​ ​ ​To​ ​best accommodate​ ​parents/legal​ ​guardians,​ ​schools​ ​must​ ​schedule​ ​a​ ​minimum​ ​of​ ​3 hours​ ​for​ ​evening​ ​parent​ ​teacher​ ​conferences,​ ​with​ ​the​ ​earliest​ ​end​ ​time​ ​being​ ​7:00 pm.​ ​ ​For​ ​September​ ​conferences,​ ​this​ ​time​ ​can​ ​also​ ​include​ ​a​ ​brief​ ​welcome​ ​and introduction​ ​in​ ​the​ ​gym​ ​followed​ ​by​ ​individual​ ​conferences​ ​and​ ​classroom orientations​ ​given​ ​by​ ​the​ ​teacher​ ​which​ ​highlight​ ​curriculum​ ​and​ ​classroom

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

February​ ​2017 Page​ ​2​ ​of​ ​4

routines. 1.2.4

Schools​ ​should​ ​set​ ​length​ ​of​ ​individual​ ​conference​ ​times​ ​to​ ​best​ ​accommodate​ ​the school​ ​community​ ​(10​ ​or​ ​15​ ​minutes).​ ​ ​Schools​ ​that​ ​have​ ​the​ ​majority​ ​of parents/legal​ ​guardians​ ​attending​ ​in​ ​the​ ​evening​ ​should​ ​consider​ ​the​ ​shorter​ ​time to​ ​maximize​ ​the​ ​number​ ​of​ ​available​ ​time​ ​slots​ ​for​ ​parents/legal​ ​guardians​ ​to​ ​meet with​ ​the​ ​teacher.​ ​ ​Parents/legal​ ​guardians​ ​with​ ​students​ ​on​ ​a​ ​learner​ ​support​ ​plan (LSP)​ ​or​ ​with​ ​other​ ​unique​ ​learning​ ​needs,​ ​are​ ​encouraged​ ​to​ ​discuss​ ​with​ ​the school​ ​the​ ​possibility​ ​of​ ​booking​ ​longer​ ​times​ ​during​ ​the​ ​conference,​ ​or​ ​a​ ​different day,​ ​in​ ​order​ ​to​ ​review​ ​the​ ​documentation,​ ​set​ ​goals,​ ​and​ ​discuss​ ​student​ ​needs.

1.2.5

The​ ​hours​ ​for​ ​the​ ​full​ ​day​ ​parent​ ​conferences​ ​must​ ​be​ ​at​ ​a​ ​minimum​ ​the​ ​regular instructional​ ​hours​ ​for​ ​that​ ​day​ ​of​ ​the​ ​week​ ​on​ ​which​ ​it​ ​is​ ​scheduled​ ​by​ ​the​ ​district. Schools​ ​cannot​ ​dismiss​ ​staff​ ​at​ ​noon​ ​or​ ​plan​ ​PD​ ​on​ ​this​ ​day.

1.2.6

Despite​ ​best​ ​efforts​ ​to​ ​accommodate​ ​the​ ​majority​ ​of​ ​the​ ​parents’/legal​ ​guardians’ schedules,​ ​the​ ​date​ ​and​ ​time​ ​for​ ​conferences​ ​may​ ​not​ ​be​ ​possible​ ​nor​ ​convenient for​ ​all​ ​parents/legal​ ​guardians.​ ​Therefore,​ ​schools​ ​must​ ​clearly​ ​communicate​ ​to parents/legal​ ​guardians​ ​and​ ​staff​ ​that​ ​other​ ​arrangements​ ​can​ ​be​ ​made​ ​to​ ​facilitate a​ ​conference​ ​at​ ​an​ ​alternative​ ​time.​ ​ ​It​ ​is​ ​important​ ​as​ ​well​ ​that​ ​parents/legal guardians​ ​be​ ​aware​ ​that​ ​scheduling​ ​a​ ​meeting​ ​is​ ​encouraged​ ​and​ ​possible throughout​ ​any​ ​time​ ​of​ ​the​ ​year​ ​(especially​ ​for​ ​emergent​ ​issues).​ ​They​ ​do​ ​not​ ​need to​ ​wait​ ​for​ ​the​ ​school​ ​wide​ ​conference​ ​times.

1.2.7

All​ ​teachers,​ ​even​ ​those​ ​who​ ​do​ ​not​ ​have​ ​a​ ​homeroom​ ​and​ ​may​ ​tend​ ​to​ ​have​ ​fewer requests​ ​for​ ​a​ ​formal​ ​conferences,​ ​are​ ​expected​ ​to​ ​attend​ ​the​ ​same​ ​amount​ ​of​ ​time during​ ​scheduled​ ​parent/teacher​ ​conference​ ​times.​ ​This​ ​includes​ ​diverse​ ​learning teachers,​ ​counsellors​ ​and​ ​school​ ​administration.

1.2.8

Although​ ​kindergarten​ ​students​ ​may​ ​begin​ ​slightly​ ​later​ ​in​ ​the​ ​school​ ​year​ ​and​ ​have organized​ ​parent​ ​conferences​ ​in​ ​early​ ​September,​ ​it​ ​is​ ​expected​ ​that​ ​kindergarten parents/legal​ ​guardians​ ​are​ ​invited​ ​to​ ​the​ ​scheduled​ ​September​ ​conference​ ​as​ ​well. This​ ​can​ ​provide​ ​an​ ​additional​ ​opportunity​ ​to​ ​discuss​ ​how​ ​well​ ​the​ ​student​ ​has adapted​ ​to​ ​kindergarten.​ ​The​ ​kindergarten​ ​teacher​ ​should​ ​therefore​ ​be​ ​present​ ​and available​ ​during​ ​the​ ​complete​ ​parent​ ​teacher​ ​conference​ ​schedule.

2. Senior​ ​High​ ​Parent​ ​Teacher​ ​Conferences 2.1 Senior​ ​high​ ​schools​ ​are​ ​to​ ​host​ ​one​ ​day​ ​and​ ​one​ ​evening​ ​parent​ ​teacher​ ​conference session​ ​per​ ​semester.​ ​The​ ​full​ ​day​ ​conference​ ​session​ ​is​ ​scheduled​ ​within​ ​the​ ​district calendar​ ​and​ ​is​ ​consistent​ ​across​ ​the​ ​district.​ ​The​ ​evening​ ​conference​ ​can​ ​be scheduled​ ​to​ ​meet​ ​the​ ​needs​ ​of​ ​the​ ​school​ ​community.​ ​For​ ​example,​ ​some​ ​high schools​ ​may​ ​choose​ ​to​ ​hold​ ​the​ ​evening​ ​conference​ ​in​ ​alignment​ ​with​ ​the​ ​end​ ​of​ ​the quarters.​ ​These​ ​evening​ ​conferences​ ​held​ ​at​ ​times​ ​that​ ​differ​ ​from​ ​the​ ​full​ ​day conference​ ​should​ ​be​ ​discussed​ ​between​ ​principal​ ​and​ ​area​ ​superintendent​ ​or director.​ ​The​ ​evening​ ​parent​ ​teacher​ ​conferences​ ​should​ ​be​ ​held​ ​no​ ​later​ ​than November​ ​and​ ​April.

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2.2 The​ ​procedures​ ​outlined​ ​in​ ​sections​ ​1.2.4,​ ​1.2.5,​ ​1.2.6,​ ​and​ ​1.2.7​ ​also​ ​apply​ ​to​ ​senior high​ ​parent​ ​teacher​ ​conferences. 3. Role​ ​of​ ​teachers​ ​during​ ​conferences: 3.1 All​ ​full-time​ ​teachers​ ​are​ ​expected​ ​to​ ​be​ ​present​ ​and​ ​available​ ​for​ ​conferences​ ​during both​ ​the​ ​evening​ ​and​ ​day​ ​conferences.​ ​Half​ ​time​ ​teachers​ ​are​ ​expected​ ​to​ ​attend​ ​for fifty​ ​per​ ​cent​ ​of​ ​the​ ​conference​ ​time,​ ​and​ ​these​ ​times​ ​can​ ​be​ ​determined​ ​by​ ​the principal​ ​and​ ​teacher. 3.2 Teachers​ ​who​ ​are​ ​unavoidably​ ​absent​ ​for​ ​the​ ​conference​ ​times,​ ​such​ ​as​ ​for​ ​illness​ ​or funerals,​ ​are​ ​expected​ ​to​ ​be​ ​open​ ​to​ ​meeting​ ​with​ ​parents/legal​ ​guardians​ ​at alternate​ ​times​ ​outside​ ​of​ ​the​ ​school​ ​day.​ ​Consideration​ ​of​ ​parental/legal​ ​guardian convenience​ ​should​ ​be​ ​given,​ ​as​ ​many​ ​parents/legal​ ​guardians​ ​would​ ​have​ ​arranged their​ ​work​ ​or​ ​child​ ​care​ ​schedule​ ​to​ ​attend​ ​the​ ​conferences​ ​at​ ​the​ ​scheduled​ ​time. 3.3 It​ ​is​ ​expected​ ​that​ ​teachers​ ​provide​ ​a​ ​comprehensive​ ​overview​ ​of​ ​student​ ​progress​ ​in all​ ​conferences​ ​following​ ​the​ ​September​ ​conference.​ ​This​ ​can​ ​include​ ​evidence (assessments)​ ​representing​ ​the​ ​student’s​ ​growth​ ​and​ ​their​ ​current​ ​understanding​ ​of the​ ​curriculum,​ ​including​ ​but​ ​not​ ​limited​ ​to​ ​the​ ​information​ ​shared​ ​on​ ​the​ ​students’ progress​ ​report.​ ​Teachers​ ​can​ ​also​ ​provide​ ​information​ ​regarding​ ​student​ ​behavior and​ ​work​ ​habits,​ ​as​ ​well​ ​as​ ​their​ ​social​ ​interactions​ ​and​ ​general​ ​well-being.​ ​It​ ​is important​ ​in​ ​all​ ​conferences​ ​that​ ​teachers​ ​take​ ​time​ ​to​ ​hear​ ​parental/legal​ ​guardian feedback​ ​and​ ​concerns​ ​and​ ​be​ ​open​ ​to​ ​recognizing​ ​their​ ​role​ ​as​ ​primary​ ​educators. 3.4 For​ ​students​ ​with​ ​SLAs,​ ​teachers​ ​must​ ​provide​ ​updates​ ​for​ ​parents/legal​ ​guardians regarding​ ​student​ ​progress​ ​related​ ​to​ ​goals​ ​set​ ​in​ ​the​ ​SLA​ ​document.​ ​Teachers​ ​with students​ ​who​ ​are​ ​English​ ​Language​ ​Learners​ ​should​ ​also​ ​provide​ ​parents/legal guardians​ ​with​ ​information​ ​related​ ​to​ ​student​ ​progress​ ​with​ ​respect​ ​to​ ​the​ ​English Language​ ​Learner​ ​Benchmarks.​ ​Additional​ ​time​ ​may​ ​need​ ​to​ ​be​ ​set​ ​aside​ ​for conferences​ ​of​ ​this​ ​nature. 3.5 The​ ​results​ ​of​ ​diagnostic​ ​assessments​ ​should​ ​also​ ​be​ ​shared​ ​with​ ​parents/legal guardians​ ​during​ ​conferences.​ ​This​ ​can​ ​include,​ ​but​ ​not​ ​limited​ ​to:​ ​Student​ ​Learner Assessments​ ​(SLAs),​ ​Canadian​ ​Cognitive​ ​Abilities​ ​Tests​ ​(CCATs),​ ​Fontas​ ​and Pinnell​ ​assessments,​ ​and​ ​Gates​ ​MacGinitie​ ​testing.​ ​Explanation​ ​of​ ​these​ ​tests​ ​may require​ ​the​ ​assistance​ ​of​ ​the​ ​Diverse​ ​Learning​ ​Teacher​ ​or​ ​administration,​ ​and​ ​may require​ ​additional​ ​conference​ ​time. Approval​ ​Date: Reference:

February​ ​21,​ ​2017

School​ ​Act Standards​ ​for​ ​Special​ ​Education Ministerial​ ​Order​ ​on​ ​Student​ ​Learning​ ​(#001/2013) Ministerial​ ​Order​ ​016/97​ ​–​ ​Teaching​ ​Quality​ ​Standard www.learnalberta.ca/content/mychildslearning/ Guide​ ​to​ ​Education

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

February​ ​2017 Page​ ​4​ ​of​ ​4

Parent Teacher Conferences

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