Student Parent Meeting

STATEMENT

CHECK ONE

YES NO

SUGGESTIONS FOR CHANGE

1. The meeting takes place in the administrator’s office.

2. The meeting is held in connection with parent schedule.

3. The meeting is held in a conference room or a room which lends itself to conducting an effective meeting.

4. The size of the room is adequate for the number of people in attendance.

5. The lighting is good.

6. The temperature is comfortable.

7. The chairs are comfortable.

8. The acoustics are such that all can hear.

9. There is privacy.

10. The formality of the setup is appropriate for the meeting.

11. Members are seated so each person can be seen by every other person

12. The person in charge minimizes his/her status by not always sitting at the head of the table or the center location.

13. Tables are provided to enable group members to write notes. Notepads/scratch paper and pencils are available.

14. Chalkboards or chart pads are available for use, along with ink, felt pens, chalk, erasers, etc.

15. Audio-visual aids such as overhead projectors, etc. are ready for use in case they are needed.

STATEMENT

CHECK ONE

YES NO

SUGGESTIONS FOR CHANGE

1. There is a formal agenda with specific items and a short description of each agenda item.

2. The type of agenda items are appropriate to most of the members in that:

· They are items most likely to require input or data from all group members, or

· The actions/solutions may affect all of the members of the group, or

· Results have to be implemented by all members of the group.

3. Agenda items are at the level of importance for the group.

4. Agenda items which require staff study or preliminary data-gathering are identified so staff will come with the information necessary for adequate solution at the meeting.

5. Agenda items are outside the area of authority of the group.

6. During the meeting, if members felt an item was inappropriate for the total group, they discussed the particular problems.

7. The agenda allows members to move in and out of a meeting when items relevant to them are discussed

8. Routine announcements and information items are kept to a minimum. The leader uses other methods of written communication to disseminate such information.

9. Although some agenda items may be merely information items, most require some problem solving or action to be taken.

10. The various types of items (information, problem solving, decision making, etc.) are so labeled on the agenda.

11. The items are sequenced so that most important items are taken first.

12. Controversial items are in the middle of the agenda and the final items are ones in which there is a high consensus and positive feelings.

13. There is a definite time for discussion of general problems of the group.

14. There is a place in the agenda built in for a short “gripe” session.

15. There are procedures for staff to put items on the agenda.

16. Members assume responsibility for submitting agenda items.

17. Even when there is an agenda prepared ahead of time, the leader prepares for the group to use a procedure to solicit additional agenda items in case new problems have arisen after the formal agenda was prepared. Some items may be removed, combined, reordered, or amended.

20. New items are written on the chalkboard or chart pad to make sure everybody has them and they are a part of the total agenda.

21. At the beginning of the meeting, the priorities are reviewed and each group member assumes responsibility for informing the group of the degree of importance of any agenda items he/she put on in relationship to other items.

22. The group agrees upon the priorities of the agenda, so the important or crucial items can be taken up first.

23. There is a time allocation established for each agenda item.

24. The facilitator changes the time aspect during the meeting if more time is needed. In doing so, other items are dropped so that members understand the consequences of spending more than allocated time on one item.

25. During the meeting, the least important items are eliminated if time restrictions demand.

26. The agenda is distributed prior to the meeting with sufficient time to allow staff preparation on an issue, readings, etc.

27. Members come to the meeting knowing what is to be presented or discussed.

28. Members bring all materials that are needed.

29. Each member who has submitted an agenda item assumes responsibility for, and is fully prepared with, documents or data that might be required to help the group with the problem. The individual makes his/her recommendation, if he/she has one, to the total group.

30. If a member is absent, a method exists for assuming a check to see that the individual assumes responsibility for obtaining information and giving his/her input.

31. Guidance Counselor was present for the meeting.

32. Guidance Counselor actively participated in the meeting.

STATEMENT

CHECK ONE

YES NO

SUGGESTIONS FOR CHANGE

A. THE BEGINNING OF THE MEETING

1. The meeting started on time.

2. There was a friendly, personal atmosphere.

3. There was a review of the agenda and setting of priorities.

4. It was easy for a member to get an additional item on the agenda.

5. The topics were suitable for discussion.

6. At the start of the meeting, the leader stated the specific purposes for the meeting. The topics were related to the interests/responsibilities of the group.

7. For each agenda item, the person who submitted the item told the group exactly what was needed from the group.

8. The group began the discussion immediately after the introduction of the item.

9. The group members brought up extraneous or irrelevant matters. The discussion addressed itself to the purpose. Comments were on task and relevant to the item.

10. The meeting degenerated into a session where everyone felt a need to speak.

11. Members analyzed the issues (e.g., asked why the problem existed, what the causes were, etc).

12. Each problem was thoroughly explored until everyone understood what the problem was.

13. All members of the group participated, as needed.

14. There was maximum interaction and communication. Few people remained silent.

16. Experience and knowledge of the group members were utilized fully by the leader and other group members.

17. Emphasis was on variety of opinions so that many courses of action could be considered. The group discussed the pros and cons of several alternative solutions to each problem.

18. There were some very creative solutions proposed by the group.

19. The group decisions were made in the allocated time; however, the leader was sensitive to changing allocations if the topic required.

20. There was allocated time given to each agenda item.

21. The discussion was adequate for achieving the task of the specific agenda items.

22. Members of the meeting worked toward consensus at all times. There were no splits or deadlocks between factions or subgroups.

23. Solutions and decisions reflected the point of view of members, and were in accord with the chairperson’s or leader’s point of view.

24. Someone summarized progress from time to time.

B. DISPENSATION, SUMMARIZATION AND ASSESSMENT OF AGENDA ITEMS.

1. Each agenda item was dispensed by: (1) a solution reached, (2) the problem delegated for further study outside the group, (3) the problem delegated to an individual or subgroup for a recommendation, (4) if an information item, the information was fully understood.

2. When a decision was made, it was clear who should implement it and when the implementation would occur.

3. There were satisfactory indications from the group with the decisions reached.

4. At the end of each agenda item, the leader or a delegated person summarized the item and the decision that was made.

5. Members corrected any misinterpretations in the summary, as it was given.

6. The agenda items were substantive, challenging, and stimulating to everyone in the room.

7. The focus of the agenda was on the group as a whole. Time was not wasted on discussion of individual problems.

8. The same problems seemed to be repeated from previous meetings.

C. GROUP LEADER FACILITATION

1. The group leader was able to facilitate the group, using a democratic style of leadership.

2. In some cases, the leader asked other members to take on specific leadership roles to facilitate the group meeting (e.g., gatekeeper, timekeeper).

3. The leader gave direction to discussion.

4. The leader clarified meanings by requesting additional information, paraphrasing, or elaborating. The leader targeted and kept the group on the subject. The leader did not allow members to explore new topics before completing the established agenda item.

5. The leader acted as the “gatekeeper” by assuring that all group members were heard.

6. The leader tested for consensus, monitoring group feelings, analyzed sources of disagreement, reconciled differences of opinion, and proposed compromises.

7. The leader summarized throughout the discussion and the end of each item.

8. The leader dealt with negative viewpoints in a positive way.

9. All problems appeared to get discussed.

10. The leader permitted statements of a derogatory nature concerning a fellow staff member to be made.

11. The leader recognized pertinent contributions of staff members and maintains impartiality.

12. The leader helped the group inspect their feelings by describing reactions of the group to ideas or solutions.

13. The leader used rules of order, if needed.

14. The leader concluded the meeting by summarizing and announcing the next meeting.

D. RESPONSIBILITY OF GROUP MEMBERS DURING MEETING

1. Each member assumed responsibility for making content contributions.

2. Each member assumed responsibility for making process contributions, suggestions, and observations for improving the effectiveness of the group’s problem solving procedures.

3. Members focused on each agenda item.

4. Members participated actively, listened attentively to others, and clarified what others were saying when appropriate.

5. Group members asked for clarification when they did not understand.

6. Group members seemed to be aware of the need to focus on the “here and now” and to keep their actions precise.

7. Each group member felt a responsibility for contributing to the group’s functioning more effectively. Snide remarks, sarcasm, digs, diversions, asides, etc. were avoided.

8. The group worked on the problem at hand rather than an “under table” issue.

9. There did not appear to be problems that did not get discussed.

10. Group members were very active in clarifying objectives, providing information, offering alternative solutions, evaluation alternative solutions, observing limits, providing clarifying communications, summarizing.

E. CLOSING THE MEETING

1. The meeting had a specific beginning time and ending time.

2. The agenda was organized appropriately so items scheduled at the end could be left uncompleted, if necessary.

3. The group leader determined if there were any final questions before adjourning.

4. At the end of the meeting, the group leader restated the original purpose of the meeting, related the final conclusions, and summarized important points to show how much progress was made in the session.

5. The meeting ended on a positive note.