AP Mega Parent-Teachers Meeting 2024 Agenda, Schedule, Guidelines

AP Mega Parent-Teachers Meeting 2024 Agenda, Schedule, Guidelines, Action Plan, Activities, Pledge, Holistic Progress Card, Budget MEGA PARENT TEACHERS MEETING (PTM) Programme Schedule Conducting AP Schools Mega Parent Teachers Meeting on 14th November 2024 Instructions Mega PT Meeting 2024-25 Invitation తల్లిదండుులు ఉపాధ్యయయుల సమావేశాలకి ఆహ్వానము.

AP Mega Parent-Teachers Meeting 2024 Agenda, Schedule, Guidelines, Action Plan, Activities, Budget బడి వైపు ఒక అడుగు తల్లితండ్రులతో ముచ్చట్లు మీ పిలిల భవిష్యతతు కోసం, మీ సహకారం అవసరం తల్లిదండుులు ఉపాధ్యయయుల సమావేశాలకి ఆహ్వానము.

SL No.	PTM Concept details	Implementing State
1	Mothers Involvement in Parent –Teachers Meetings	Punjab Model
2	Mega-PTMs- same day across all schools in state	Delhi Model , Odisha Model and Punjab
3	Cyber Awareness discussions during PTMs	Odisha Model
4	Deeper Involvement of parents in PTMs	Tamil Nadu Model .Nagaland & Jammu and Kashmir Model
5	Virtual PTMs in case of Emergency	Maharashtra Model
6	Additional PTMs may be arranged as per need and specific situation	West Bengal Model
7	Inclusive involvement of Key Stakeholder in PTMs	Kerela Model
8	Participation of Public Representative in PTMs	Chhattisgarh Model
9	Budget Proposals for PTM	Delhi Model
10	Conducting Cultural and Sports day for Parents	Andhra Pradesh
11	Conducting Games for CWsN children	Andhra Pradesh
12	PTMs for Child’s holistic development	Andhra Pradesh
12	Vidyanjali-A school Volunteer Program	Government of India
13	Subhadin Bhojan	Government of India
14	PTMs are for Children	Telangana Model

Action Plan for Mega PTM at School: MEGA PARENT TEACHERS MEETING (PTM) Programme Schedule:

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 to 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 School Heads for Conducting the Mega PTM:

The Mega PTM is an essential event to strengthen relationships between parents, teachers, and the school. Please follow these detailed instructions carefully to ensure successful and effective execution

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

Discussion and Planning:

Conduct a meeting with School Management Committee (SMC) members and staff to discuss and finalize the implementation of all activities outlined in the state- Minute to Minute Model Program. No deviations from the plan are permitted.

Formation of Committees:

Constitute the following committees with clear roles and responsibilities assigned to SMC members, staff, and students:
Invitation & Reception Committee
Budget & Purchase Committee School Beautification Committee
Environmental Safety Committee mittee (New) Student Progress Reports Committee
Stage & Audio-Visual Arrangement Committee Seating Arrangement Committee (for classrooms and common meeting areas)
Cultural & Sports Committee Food & Water Arrangernent Committee
Discipline & Parking Committee
Press & Media Coverage Committee
Medical Support Committee (New)

Committee Responsibilities:

Each committee must have a designated lead to support members. Assign roles clearly and conduct frequent coordination meetings.

Preparatory Stage (4-1 Days Before the PTM)

Invitation & Reception Committee:

Invitation Preparation:

Students should prepare personalized invitation cards for their parents and key invitees. Ensure that necessary materials such as cards, paints, colour pencils, sketch pens, etc., are provided to students in advance.
Class teachers are responsible for guiding and supporting students in preparing the invitations.

Invitation Distribution:

Ensure all parents. School Management Committee (SMC) members, identified donors, Vidyanjali volunteers and alumni receive their invitations.
Invitations can shall be given personally to guests if available locally
One of best achiever from the old students is to be identified and invited for giving speech which highlights the support his school also
The School Head must update the invitee details in the PTM online module within the School Attendance App.
Upload photos in the APP

Digital Invitations & SMS:

In addition to manual invitations, the School Head should download the digital copy (PDF) of the Mega PTM (MPTM)
program, which is attached to the PTM online module in the School Attendance App.
Share the digital invitation with all parents, staff, and SMC members via WhatsApp.
The School Head is also responsible for sending PTM invitation SMS messages to parents mobile phones through the App.

Announcements:

Make daily announcements about the Mega PTM during the school assembly, reminding students to inform their parents

Budget & Purchases

Expenditure can be met from School Composite Grant Exclusive Budget given to Mega PTM
Collect material and fund requirements from all other committees involved in organizing the Mega PTM (MPTM). necessary expenditures for conducting the MPTM.
Based on these inputs, prepare a comprehensive budget plan that covers all
Keep a detailed record of all expenses incurred, including purchases and contributions, in appropriate registers for future reference.
Regularly update expenditure logs to maintain accurate and transparent financial documentation.
Identify the donors for contributions

Beautification of the campus

Pathways and Entrances:

Mark and decorate pathways from the main gate to the school building entrance.
Use chalk or paint for clear pathway markings.
Welcome arch shall be made at the school gate with locally available Mamaidi thoranaalu, Arati bodelu and colour papers
Line the pathways with flower pots or floral arrangements to create a welcoming environment

Greenery and Plants:

If there is time, coordinate with the staff and students to plant small shrubs, flowering plants, or trees around the campus.
Ensure that Kitchen gardens maintained with fencing Name the trees of the campus with botanical names
Water the existing plants regularly and prune them to ensure they look fresh and maintained on the day of the meeting.
Review the condition of the school building's paint. If wallis appear dull or uncle coordinate with the School Head and budget committee to touch up the exterior and interior walls with fresh paint.
Focus on high-visibility areas such as the school gate, entrance, classrooms, and the area where the common meeting will be held Mark either side of path way with white cement/Sunnam Ensure that appropriate direction signage s are placed from the main gate to guideparents and guests to the classrooms and event area.. Wash rooms

Welcome March

Welcome march shall be organized with NCC and Scouts cadets. Otherwise PD can Guide group of students for welcome March
Arranging red or green carpet on the steps of the school.
Ensure that carpets are securely fixed to avoid any accidents or tripping hazards.
Parents and guests can be welcomed with school band if available
Philanthropists/Old students/peoples representatives can be seated in the School head room/ Library. A nominated senior teacher shall be allotted duty to engage guests

Classroom and Common Area Decoration:

Clean and arrange all classrooms and common areas in a neat, organized manner.
Class teacher with the help of students can decorate the class rooms with colour papers
Welcome note is to be written notice boards and green boards by class teacher with the help of students
Display motivational quotes, and student artwork on classroom walls
Decorate the class room entrance and corridors with educational posters, streamers, and balloons. Along with toranalu
Best decorated class room students shall be acknowledged or appreciated.
One table and three chairs must be arranged outside of each class room in warandah for one on one student interaction
Class pupil leader and Girls representative will manage the discipline of the class.
Class teacher will address the parents on general attendance, class room challenges and need of parental involvement
and goal setting Class pupil leader will see that parents will be called one by one for one on one interactions as per the roll in attendance register
Class teacher has to note down the feedback and suggestions given by the parents in one on one interaction and submit the same to the school head
After one on one interactions parents will again go and sit in the class room.

Welcome Desk Preparations:

The committee must procure flower arrangements, paper crafts, or other materials required for the welcome desk a day in advance.
School and PD must select 4 senior girls to stay near Welcome desk
Four more senior girls shall accompany parents up to the class room so as to make the seated comfortably
The School head must ensure all materials for invitation cards, welcome desk arrangements, and other related items are available and provided in a timely manner

School progress reports;

Ensure the timely preparation of student progress reports.
These reports must be signed by the headmaster and free from errors.
Names and other details of the students are to be verified thoroughly

Donor Engagement:

Identify and approach potential donors to contribute towards the MPTM in the form of materials such as chairs, tables, public address systems, prizes, carpets, food items, and other essential resources.
Ensure transparency in donor contributions and provide proper acknowledgments.

Waste Management:

Ensure that dustbins are placed at key locations across the campus to maintain cleanliness during and after the event.
Encourage the use of eco-friendly materials like paper plates and glasses decorations and avoid single-use plastics.

Seating Arrangements:

Ensure that chairs and seating areas for guests are arranged neatly with decorative elements like tablecloths or simple flower arrangements.
Directional signage boards are to be placed for specific seating for Mothers. Fathers, Guests and invitees
Make sure there is proper spacing for parents and dignitaries to comfortably attend the event.
Student volunteers shall help the parents for comfortable seating.
Stage & Audio-Visual Arrangement Committee:
Stage is to decorated with good visible banner and local flowers available
Tables and chairs as per the number guests on the dais
Water bottles made available on the dais
Podium shall be arranged if available
Set up the stage with a public address system, microphone, chairs for guests, and a podium for speeches.
Test and ensure the functioning of audio-visual equipment, including IFP panels to display welcome messages and state achievements videos.

Cultural activities

Select students and interested parents for one dance or song cu (e.g., singing, dance performances). Ensure practice sessions are conducted.

Parent Competitions:

Rangoli Competitions

Organize class-wise Rangoli competitions for mothers
Select suitable area for Rangoli competitions
Class wise students can support mothers

Tug of war

Tug War for fathers. Allocate clean and designated areas for these activities.
Ensure that materials (Rangoli colours, ropes, etc.) are procured and ready
Student' s volunteers can help the PD in organizing even
Pledge by SMC Chairperson or Peoples representative to all parents, Teachers and invitees
Honourable CMs recorded Message

Subha din Bhojan & Water Arrangement Committee:

Food Preparation:

Ensure proper hygiene is maintained in food preparation, and Mid-day meal workers wear gloves, head caps, and overcoats.
Coordinate the midday meal for parents, ensuring that special items can be contributed by donors like fruit, sweets, vegetable biryani.
See that eco-friendly paper plates and glasses are used
Ensure that all parents and invitees come in a line and have Subhadin bhojan
See that they are comfortably seated while taking Dokka seetamma mid day meals / subhadin bhojan

Water Supply:

Arrange water pots with lids and glasses in every classroom, common meeting area and near subhadin Bhojan Selected student volunteers along with school head, PD and teachers shall support parents and invitees During Subha din Bhojan

Discipline

Train students volunteers on proper conduct and ensure their cooperation in guiding parents.
PD shall train student volunteers and use the services of NCC, Scouts and Guides (If available) on overall monitoring in teams

Parking Arrangements:

Assign a dedicated area for guest and parent parking.
Place directional signage and ensure orderly parking.

Press & Media Coverage Committee:

Invite local press and media for coverage.
Prepare press releases with the school's achievements, highlights, and the event's agenda
Prepare social media handles for wider publicity
Collect testimonials from parents and invitees

Medical Support:

Ensure an Auxiliary Nurse Midwife (ANM) is present with a first aid kit
Arrange a table and chair for the ANM, and assign two students to assist.. Final Review:
The headmaster should review all committee arrangements in the morning and ensure that all aspects are in place

Feedback Collection:

Post-PTM Activities (After PTM)

Collect feedback from parents and guests through a suggestion box placed at a visible location, Ensure pens and paper slips are available.

Transport Facility

Transport Facility for CwSN children and parents if required

Clean-up and Debriefing:

Ensure the clean-up of all meeting areas, classrooms, and food serving areas.

One day online orientation at State level and can be conducted to all Directors, Joint Directors, Deputy Directors, RJDs, DEOs,
A district level committee shall constitute under the chairmanship of the District Collector for smooth implementation of the
District Level Orientation to be conducted by the District Educational Officer and APC to all EOs and MEOs, CRPs, PTIs, IERPs.
Mandal Level Orientation by the MEOs and Mandal Science Education Officers to the School complex HMs, CRPs, PTIs, IERPs by
School Level meeting by the HMs with all SMC members and the Public Representatives, old students,

Formation of Committees for Parent-Teacher Meetings (PTMs):-

At State, District, Mandal, Complex, School Level should be constituted for Smooth conducting of PTMs successfully.

TM Budget Basic Components:

Venue Setup- chairs, tables, Public Address system
Printed Materials- Agendas, Progress Reports.
Mementos, Prizes and Certificates for students and parents
Refreshments- Tea/Coffee/Snacks for Parents and Teachers
Miscellaneous-Contingency funds for unexpected expenses

Tentative Budget estimation Proposal

Enrolment	No of Schools	Proposed unit Cost	Budget Required
0-10	5998	1000	5998000
Nov-25	13387	1200	16064400
26-50	10897	1600	17435200
51-75	3689	2000	7378000
76-100	1960	2400	4704000
101-200	4478	3000	13434000
201-300	1859	4000	7436000
301-400	1028	5000	5140000
401-500	934	6000	5604000
501-600	331	7000	2317000
601-700	205	8000	1640000
701-800	115	9000	1035000
801-900	66	10000	660000
901-1000	47	11000	517000
1001-1500	89	12000	1068000
1501-2000	14	13000	182000
2001 and above	2	14000	28000
Total	45099		90640600