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 తల్à°²ిà°¦ంà°¡ుుà°²ు ఉపాà°§్యయయుà°² సమాà°µేà°¶ాలకి ఆహ్à°µానము.
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Conducting mega parent-teacher meeting Guidelines - Reg Memo No. 260846/Prog.II/A2/2024 Dated: 02.11.2024
The Government of Andhra Pradesh has embarked on a transformative journey in School Education to provide quality education for all children, leading to holistic outcomes across the state. To achieve this vision, the School Education Department recognizes the crucial role of community participation and the active contribution of all stakeholders in the education system. This emphasis on community involvement is further reinforced by the Right of Children to Free and Compulsory Education Act (RTE) and the National Education Policy (NEP), which both advocate for the active participation of all stakeholders in educational development.
To facilitate this collaborative effort, the Government of Andhra Pradesh intends to conduct Mega Parent-Teacher Meetings across all government schools in the state on the same day, wherein all stakeholders-including parents, teachers, donors, public representatives, partners, and alumni-participate in this festival of education. Such Mega PTMs would be conducted every quarter in all Government schools on a single day across the state. This meeting provides a platform for teachers and parents to engage in me aimful dialogue focused on improving outcomes for each child. It offers teachers the opportunity to connect with each parent, fostering a sense of harmony and alignment among all stakeholders, including teachers and parents, in addressing the needs of the child. The day is envisioned as a moment for all involved to feel a shared sense of purpose and belonging in the mission to enrich the life and education of every child.
During the Mega Parent-Teacher Meeting, teachers will provide each parent with a holistic report card detailing the child's progress. This comprehensive report will allow both parents and teachers to gain a deeper understanding of each child's strengths and areas that may need further support. Through this in-depth assessment,. teachers and parents can collaboratively identify the specific needs of each child, enabling a more personalized and effective approach to their educational journey.
In addition to individual interactions, a public meeting will be held by the Headmaster (HM), where they will address the assembled parents and other stakeholders on key topics such as the school's academic performance, the infrastructure gaps and the action plan proposed. There will be activities and games organized for parents, fostering interaction and camaraderie. Success stories of the school and students will be shared, turning this day into a joyful celebration of learning and collaboration.
As part of the health initiative, the Medical, Health and Family Welfare Department is implementing the Rashtriya Bala Suraksha Karyakram (RBSK), an initiative aimed at early identification and intervention for various child health conditions. This program conducts head-to-toe screenings for children from birth to 18 years, detecting 32 common health conditions and providing free treatment, including surgeries at tertiary levels, as necessary. Children diagnosed with health issues receive follow-up care at Primary Health Centers (PHCs) and district levels.
The Medical, Health, and Family Welfare Department proposes the above-stated Child Health Screening to be integrated with the Mega Parent-Teacher Meeting. A health booklet for each child will be provided and discussed along with the holistic report cards during the Mega PTM, allowing health data to be recorded and tracked for the next five years. This initiative will further leverage community involvement to improve health outcomes for students, ensuring that parents, teachers, and healthcare providers are aligned in supporting each child's well-being.
Detailed guidelines for the Mega PTM herewith attached (Annexure 1) should be scrupulously followed by all officials concerned.
Action Plan for Mega PTM at School: MEGA PARENT TEACHERS MEETING (PTM) Programme Schedule:
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,
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 |
Upload Event Details in Mega PTM App (Immediately after Subha Din Bojan)
Immediately following Subha Din Bojan, the School Head should record attendance details in the app, including class-wise entries for mothers/guardians, fathers/guardians, SMC members, alumni, donors, and other attendees of the Mega PTM.
The School Head should also upload the following photographs to document the event:
i. Welcoming parents into the school.
II. Parent-teacher interactions.
iii. A parent addressing the gathering from the dais.
IV. Group photos of parents, teachers, the School Head, SMC members, staff, alumni, donors, and
other attendees.
v. Photos of cultural activities, games, or prize distributions.
vi. Photos of the community lunch (Subha Din Bojan).
Ensure that all data entered in the app is accurate, reflecting the main highlights and key moments of the PTM.
MEGA PTM Holistic Progress Card Download
Mega PT Meeting 2024-25 Invitation Download
