Liasons at the OPRF PTO
Frequently Asked Questions
1. About the Program 2. Meeting Attendance & Commitment 3. Initial Contact Procedures 4. Feedback Basics 5. Troubleshooting
1. About the Liaison Program
What is the overall objective of the program?
The overall objective of the program is to improve communication and enhance relationships between the PTO and groups relating to the high school. Improving communications leads to greater awareness, better understanding, and more effective partnerships, which means greater alignment among individuals and groups that share a common interest in helping OPRFHS. Additional objectives are to assist departments and groups in realizing ideas or programs that they might not have the manpower or finances to accomplish alone and to facilitate the connection of the volunteer pool with the needs of the various groups.
What have been the program’s accomplishments so far?
- See the Liaison Program Initiatives 2003-2006 for specific projects resulting from liaison efforts over the last few years.
- See the PTO / Booster Combined Appropriations 2006-2007 for results of over
$100,000 in gifting from the two clubs. Liaisons served an important role in the
allocations process by improving communication and clarifying requests.
- Increased and varied opportunity for meaningful parental involvement.
What are the goals for the program this year?
- At least one or two liaisons assigned to every division and committee.
- Enhancement and increased support of liaison relationships.
- Better awareness of the program to families prior to entering the OPRFHS.
What resources do liaisons have to offer to their liaison groups?
As a l iaison you have quite a lot to offer those who you work with, whether it’s an in-school or external group. The PTO represents a way to communicate to parents and get parent volunteers to work on specific projects. Every summer the PTO sends out a survey asking for parent volunteer support in a variety of activities. If your liaison group has a specific request, it can be added to this survey. Or you can provide your group a list of volunteers specific to their needs. The PTO may take on the development of an idea over the course of the year. The PTO funds the requests of high school departments and groups that have not been funded through the regular budget process. As a liaison, you can help your group submit allocation requests. And simplest of all, you can provide insight as a parent and representative of other parents, which is often more valuable than you would imagine. Your liaison group may have ideas, but need a sounding board to know whether it is worth pursuing.
What does the PTO do with all the information gathered from the liaisons?
The committee uses various communications tools to get the information out — periodic reports featuring liaison news, articles in both the PTO and high school newsletters, stories on the PTO website and ongoing e-mails. News is passed along to appropriate committee chairs and discussed at PTO meetings. In addition to the PTO membership and parents, this communication goes to the high school leadership, division heads and teachers.
Why is it important for the PTO to have a presence in the community?
The PTO is the premiere organization that bridges home and school, keeps parents informed, and raises funds to provide items to enrich our children’s high school experiences.
What is the role of a liaison during the allocations process?
Liaisons can help answer questions from division heads and teachers about the application process, and be able to respond to PTO questions about specific departmental requests.
2. Meeting Attendance & Time Commitment
How much time is involved in being a liaison?
The time commitment will vary depending on the type of activities with which you get
involved. Your basic time commitment involves meeting with your liaison group every couple of months, submitting feedback reports to the PTO, and attending PTO meetings as regularly as possible. Your co-liaison can help share these responsibilities. See the Liaison Job Description page included in this packet for more detailed information. We hope you can commit to at least two to three hours per month between now and the end of the school year.
Do I have to attend PTO meetings?
Attendance at PTO meetings provides a useful source of information to be an effective liaison. Liaisons will be expected to attend as many PTO meetings as possible.
The PTO meets on the third or fourth Tuesday of the month at 7:30 p.m. in the OPRFHSFaculty Dining Room on the second floor.
PTO Meetings at-a-glance:
Nov. 27, no Dec. meeting, Jan. 22, Feb. 19, Mar. 18, April 22, May 27.
7:30 p.m. Faculty Dining Room
3. Initial Contact Procedures
How soon should I call my liaison group contact?
Please call your contact person within a week or so of the liaison kick-off meeting to make arrangements for getting together for a one-on-one visit or attending a meeting. If there is not an identified contact person for your community group or organization meeting, you don’t have to call in advance. You may want to show up a few minutes prior to the meeting to introduce yourself to the members. At the end of the meeting you may want to ask if you can make a short PTO presentation during a future meeting.
Should I first meet one-on-one with my liaison group contact, before attending a
scheduled meeting?
Do whatever feels most comfortable. If you would like to have coffee with your liaison group contact before attending a scheduled community group meeting, go ahead and make arrangements. If you are attending an OPRFHS division meeting, you will need to first make arrangements with the division head.
What should I cover in a meeting?
- Introduction of yourself and your co-liaison along with providing contact information
- A brief description of the program
- Intent to bring PTO insights on a regular basis to the group, share relevant information about the group with the PTO, and answer questions.
- Desire to listen and provide whatever PTO assistance possible to support their efforts
5. Feedback Basics
What type of information is important to pass along to the PTO?
Here are some examples:
- The Liaison Group may be starting a new program or service that parents and the PTO should know about.
- A teacher may need parent volunteers for a special classroom project.
- A community group may have changed a policy or created new guidelines that affect students and parents.
- Teachers may have questions about the PTO allocation process.
- Key high school issues presented at a monthly school board meeting.
After any substantive meeting, whether in person or by phone or e-mail, please fill out and submit the the feedback form or send a couple of sentences by email to either of the program co-chairs; Michelle Newman at msquare2222@sbcglobal.net or Barbara Amos at amosbarb@aol.com . For urgent matters, please call Michelle 708-860-1376 or Barbara 708-650-9038 immediately.
How soon after my meeting should I complete the feedback form?
If possible, complete the form within one to seven days of your meeting. It should only take 5 to 10 minutes to do. The longer you wait, the greater the chance that you will forget to include something. Always call your Liaison Program co-chair about items that require prompt attention by the PTO.
6. Troubleshooting
What if I lose my paperwork?
Check the PTO website at http://www.oprfhs-pto.org. Click on the link for the Liaison
Program. The packet materials will be available online soon after the kick-off meeting.
What if a conflict of interest develops?
Notify your Liaison Program co-chair so she can work with you to develop an ethical solution.
What if I need to drop out of the program?
We understand that things may change in your life so that you cannot do your volunteer job. Please let your Liaison Program Co-chair know as soon as possible so that she can locate a replacement.
