Message to Volunteers for the Parent-Teacher Meeting (PTC)

Dear Volunteers,
As we gear up for the upcoming Parent-Teacher Meeting (PTC), here's a comprehensive guide
to ensure everything runs smoothly:

🕘 Arrival and Attendance:

● Please arrive promptly at 9:00 AM
● Use ONLY Gate 1 for entry.
● Gather in Bab Ul Ilm Ground Floor for attendance and submit SIGNED consent slips to
either Maheer (Vice Head Girl) or Maryam (Head Girl).

🔄 Duty Assignments:
● Check the duty roster for your assigned area.
● Your shift will be from 9:30 AM to 2:30 PM.

🍴 Break and Lunch:

● Break is from 1:00 PM to 1:30 PM
● Use this time for prayers and lunch; Albaik will be provided.
● It's your responsibility to stop parents at 1:00 PM and inform teachers.
● Resume duties punctually at 1:30 PM. Please ensure you're back on time to resume.

📝 Duties During the Meeting:

● Sit outside the allocated rooms.
● Record each teacher's name on a separate sheet.
● Collect relevant information from visiting parents on the sheet.
● Hold onto the sheets during your break (1:00 PM to 1:30 PM), and bring them back
safely.
● It’s your responsibility to maintain good records and keep the sheets safe.
● Ensure all sheets are submitted before leaving at 2:30 PM, to the relevant student body
members:
○ Maheer, Vice Head Girl (If your allocation is in Rising Pakistan).
○ Maryam, Head Girl (If your allocation is in Bab Ul Ilm).

🤝 Communication with Teachers:

● Between 9:00 AM and 9:30 AM, have a quick chat with each teacher about their
communication preferences.
● Decide on either knocking on the door or signalling from the door window to inform them
discreetly about the time limit (of 5 to 7 minutes) during parent visits.
● This approach helps avoid any misunderstandings or discomfort during the PTC.
👔 Professional Conduct:
● Wear your regular uniform with a blazer.
● Maintain formal and professional behavior.
● Guide and assist parents with respect.
● Keep the volunteer desk clean and tidy (no personal items on the desk – only the sheets
and a pen).
● Tuck away personal items inside the desk and refrain from eating at the desk.
● Keep that friendly smile intact!

🔚 End of Duty:
● The PTC ends at 2:30 PM.
● Ensure parents are stopped by this time.
● Be prepared to stay an extra 5 to 10 minutes if needed.

By adhering to these instructions, we'll ensure a seamless and productive PTC for all involved.
Your dedication and cooperation are greatly appreciated!

Thank you for your commitment to making this event a success.

Best regards,
Head and Vice Head Girl
Duty Roster