1. Lyn Steed University of West Georgia

2.  Send a personal letter to each parent to confirm the day, time, and place of the conference.  Give parents plenty of notice of the conference.  Plan carefully and be prepared with examples of student work.  Invite both parents. Find out ahead of time if the biological parents, a relative, a guardian, a foster parent, or step-parent is coming to the conference. Check and double check names!  Allow enough time for the meeting (20-30 min).  Be prepared to answer specific questions: ability level, specific subjects, problem areas, behavior issues, strengths and weakness, and social skills.

3.  Get your papers ready in advance: grade book, test papers, sample of student’s work, attendance records, behavior referrals.  Fill out a pre-conference form to organize your thoughts on each student. Use the form as an agenda for the meeting.  Prepare materials ahead of time that parents can take home to help support their child at home.  Make parents feel comfortable: have adult size seating, pen and paper, table to spread out student’s work.

4.  Greet the parents at the door and be sure to get their names correct.  Start the conference on time and by showing the parents that you care and know something positive about their child.  Use “active” or reflective listening. “I hear you saying ______, is that correct?”  Be specific in your comments and provide parents with concrete examples.  Offer a suggested course of action and ask for parents input.

5.  Use body language: nod, make eye contact, smile, and lean slightly forward.  Stress collaboration- to work together with the parents in the best interest of their child… a partnership.  Listen to the parents’ concerns.  Focus on solutions rather than the problems.  Summarize the conference before it ends.  End on a positive note.  Offer to make parents a copy of the conference.  Meet again if you need more time.  Keep a record of the conference and have it signed by all who attended.  Always thank the parents for attending the conference.

6.  Finish any notes you need to on the form.  Record your observations, perceptions, and suggestions on a separate piece of paper.  Decompress between conferences. You need time to gather your thoughts, to regroup, and get ready for the next conference.  Follow up as necessary with phone calls, notes, messages. If the child has improved, say so. Act on the your part of the plan.  Send home letters to parents who did not show and request another day and time.  File folders back in their place for the next conference and out of the children's reach.  Do not sugar-coat the situation, be truthful

7.  Be careful of conversational traps!  Avoid comparing one child with another  Do not focus on family problems  Do not psychoanalyze a child, suggest therapy, or to seek medical help.  Do not talk about other teachers.  Do not argue with a parent.  Do not use educational jargon or acronyms.

8.  Avoid getting emotional.  Do not point fingers or place blame.  Do not put the parent on the defensive.  Do not compare siblings.  Do not dwell on attributes that are unlikely to change.  If you are threaten, notify the administration immediately.