Room Parent Hub | Role & Responsibilities | Room Parent Sign-Up Form | Classroom Fund Donation Form

Room Parent Role & Responsibilities – 2025–2026

Thank you for your interest in being a Room Parent at Overland Trail Elementary! Room Parents play a vital role in helping build classroom community, supporting teachers, and coordinating celebration logistics. Below is an outline of the expectations for Room Parents for the 2025–2026 school year:

🆕 What’s New This Year

To make the Room Parent experience easier, more consistent, and equitable, we’ve made the following updates for 2025–2026:

  • Streamlined Donations: All funds for classroom celebrations will be collected through the PTO website at the grade level, not by individual Room Parents.

  • No More Money Handling: Room Parents will no longer be responsible for collecting or managing classroom funds. This change increases transparency, provides receipts, and removes any discomfort for families around sending money to personal accounts.

  • Consistent Celebrations: The PTO will pre-plan and provide consistent snacks and activities for each grade-level celebration. All materials and food will be purchased in bulk and distributed to classrooms—no need for Room Parents to plan or purchase supplies.

  • Simplified Sign-Up Process: Room Parent sign-ups will go live on the PTO website on Friday, August 22 at 12:00 PM CST and will be first-come, first-served. This replaces the previous classroom-based process and ensures a more organized, equitable selection.

These updates are designed to simplify the role and ensure that every classroom has a fun, inclusive celebration experience.

🎉 Classroom Celebrations

  • Coordinate with your grade-level Room Parents and the PTO to support three school-wide celebrations: Halloween, Winter, and Valentine’s Day.

  • Assist with distributing pre-planned snacks and activities (provided by PTO) to your class.

  • Facilitate the celebration in the classroom, with the help of other approved volunteers.

  • Recruit and communicate with classroom volunteers for each celebration using provided sign-up templates (volunteer sign-ups will be shared closer to each party date).

  • Ensure all district and school guidelines for classroom visitors are followed.

💌 Teacher Birthday Gift Coordination

  • Share a birthday gift sign-up form (based on the teacher’s Staff Favorites) with classroom families.

  • Families who sign up will purchase and deliver birthday gifts individually.

  • Room Parents do not purchase gifts or collect money.

💬 Communication

  • Serve as the liaison between the PTO and classroom families.

  • Use the S’more newsletter platform (provided by PTO) for classroom-wide communications—this allows for accessible translation options.

  • Promote PTO and school events as requested.

  • Keep your teacher informed and in the loop on celebration details and volunteer plans.

🧩 General Expectations

  • Collaborate positively with your co-Room Parent (if applicable), teacher, and grade-level Room Parents.

  • Attend the Room Parent Kickoff Meeting on Monday, September 8 at 7:00 PM (via Microsoft Teams). A recording will be available if you are unable to attend live.

  • Follow OTE and Blue Valley guidelines related to classroom access, safety, and volunteer conduct.

  • Be responsive to PTO emails and deadlines related to Room Parent duties.

We are here to support you every step of the way and will provide all the tools, templates, and information you need to be successful. Thank you for helping make OTE such a warm and welcoming place for our students, staff, and families!