Communication

Brianna Beaupre, Colton Duffy, Jennifer

Rodriguez

Reasons to Contact Parents

Positive: to convey achievement or improvement
Preventative: to identify issues that are likely to become
problems
Reactionary: to address current problems and identify areas
which need immediate improvement

Reasons to Contact Parents

-Make parent contact positive, productive, and professional
-Remember, it is about helping the student become more
successful, not about placing blame.
-Always be courteous and in control

Phrases to build a conversation - Generic

-I want to help your child
-How may I help?
-I am concerned with...
-(Students name) is not progressing...
-(Students name) would benefit from...

Phrases to build a conversation - Improvement/Disruption

-(Students name) needs to follow directions in class
-(Students name) creates a class distraction by
-(Students name) has shown significant improvement
-(Students name) has been showing more self-confidence

Phrases to build a conversation - Doing well/Absences

-(Students name) is a pleasure to have in class.
-(Students name) is very cooperative.
-(Students name) works very well with others.
-(Students name) is consistently late to class and this is
limiting their progress and that of their section and the
ensemble.

Reminder
-Be sure to prepare before having the conversation
-Be sure to review the students record and all previous
contact regarding the student, parents and administrators

Making a phone call

-Greet, state your name, position, and school where you
teach
-Ask for the students parent by either their last name or,
by asking for a parent of the student
-If someone else answers the phone initially, reintroduce
yourself once the parent picks up, even if you hear the
first person say who is on the phone

Making a phone call

-Start the conversation in a positive manner
-Present the situation and the students specific behavior
-Explain how the behavior impedes his progress in class
-Explain what is expected of all students
-Wait and let the parent respond without interruption,
except when the parent goes off task. In this case, politely
interrupt in order to get the conversation back on track.

Making a phone call

-Restate or paraphrase what the parent has said. This shows
that you have been listening and engaged in the conversation
-Discuss solutions: Offer a concrete suggestion first and
listen to the parents suggestions as well
-Ask the parent what they think you could do to help the
student in class

Making a phone call

-Offer a way to contact you if the parent has any future
questions or concerns
-End the conversation

Meeting With Parents in Person

-Parents will want to meet face-to-face regarding a childs
progress, grade, behavior, seating assignment, etc.
-Make the parent feel welcomed and provide a non-threatening
atmosphere
-Sitting behind a desk implies a confrontational situation.
Move the chair near the parent to provide a connection
-Make eye contact and let the parent finish before replying.
Always remain calm and in control.

Avoid the following when speaking to a parent

-Accusing the parent
-lecturing the parent
-Using phrase such as Your child and You
-Losing composure/acting disrespectfully
-Becoming defensive
-Unnecessarily interrupting the parent

Miscommunication
-If appropriate, admit any wrongdoing
-Explain to the parent that you only have the child's best
interest in mind
-You want to help the student become successful

Diffusing a situation
-Just as you have no right to disrespect parents, they have
no right to disrespect you
-If the situation is out of control, politely and firmly end
the conversation and request that the parent make an
appointment with the schools principal
-Contact your schools principal as soon as possible and
explain exactly what transpired
-An administrator will be more likely to support you if they
receive the facts before the parent calls

Scenarios

Mother is angry about her child, Sarah, not being Drum

Major in the Marching Band (they are chosen by the
teacher).
Parent wants their child, Bob, to go on vacation during a
concert/competition.
Student (Jimmy) has recently been forgetting his trumpet
frequently in the past two weeks and the teacher is
concerned.

Email Etiquette
Things to include:

a salutation

establish formality

a Sign-off/signature

establish formality

if back-and-forth and omit full signature if emailing another teacher

or close colleague

a subject heading

concise

Email Etiquette
Things to not use:

all-caps
emoticons
slang
colored fonts
hard-to-read fonts
background patterns or pictures

Email Etiquette

Always Proofread!
Be courteous and polite
Avoid emailing about non class-related items
Only use your school email account when emailing parents
and students

Incorrect Email
Class,

were presenting tomorrow and i hope to see u there. thanks.

CD

Incorrect Email
Hey Guys!
I am sooooo pumped for our group presentations tomorrow!!!! I know they will
be fabulous! Be prepared to interact lots and lots with our group tomorrow. :D
IT WILL BE GREAT!
Thanksss,
Brianna ;)

Correct Email
Dear Classmates of MUSE375,
This is Jennifer Rodriguez, one of your fellow music education majors. I am writing to inform you that Brianna Colton and I will be
presenting our Powerpoint in class tomorrow.
Please let me know if you have any questions, and I look forward to seeing you tomorrow.
Sincerely,
Jennifer Rodriguez
Ball State Undergraduate
Music Education Major
Flutist

Keeping A Log

It is important to keep a record of every conversation

with students, parents, and administrators regarding
discipline and behavior.
A log helps to insure systematic and consistent
communication. It can also help to solve any disputes or
discrepancies.
It can be lead to administrative support in the face of
conflicting information from an unhappy parent.
They can be kept on a computer or note cards.

Sample Student Log

Frankie Markowitz-Junior-Oboe

Studies privately with Sarah Connor

Soccer team, loves math & videogames, active in Key Club
Sarah & Irving, (h) 341-55-1212, markowitzg@acme.com

9/14: 8pm-Spoke to Mr. Markowitz to comment on Frankies

improvement over the summer
9/23: Verbally warned Frankie during class about disruptions
and spoke to him after class to remind him of class rules;
he mentioned not getting much sleep but would try harder

Communication with Parents En Masse

Email (Use sparingly: Concert reminders/ Newsletters)

Letters/ Newsletters
Phone trees
Websites

calendars
newsletters

networking (private lessons/ music stores/ instrument

recommendations)
class schedule and assignments
student recognition
curriculum blogging

Communication with Parents En Masse

Carmel High School Band Website
Fishers High School Band Website

Student Handbooks
Information to Include:

Mission and philosophy statement

classroom rules and procedures
grading/ attendance policy
course description
concert attire
home practice requirements/ personal instrument care
calendar events
home practice requirements

Student Handbooks
Parent and Student Contract Form:

Practice records
Private lesson information
audition requirements for honor ensembles
fundraising announcements
uniform/ travel guidelines (and fees)
locker/ instrument storage information
school-owned instruments
scheduling information

Student Handbooks:
Allen High School Band: Texas Music Educators Association
Avon High School Band Department