Parent-Teacher Conference Checklist
Plan accessible scheduling, prepare data and work samples, lead strengths-based conversations, and follow up on next steps.
Checklist preview
Scheduling & Logistics
- Offer a range of conference times, including options for working families.
- Offer in-person, phone, or video options when possible.
- Send invitations and reminders in families' preferred languages.
- Arrange an interpreter in advance when needed.
- Build a schedule with buffer time between conferences.
Preparation
- Gather work samples that show growth and current skills.
- Summarize assessment data in family-friendly language.
- Note each student's strengths, interests, and progress.
- Identify one or two clear next steps for each student.
- Prepare questions that help you learn from families about their child.
- Invite students to help prepare or lead the conference when appropriate.
Welcoming Space
- Set up adult-sized seating side by side at a table rather than across a desk.
- Create a waiting area with a welcome sign and student work to view.
- Keep other students' information out of view.
During the Conference
- Begin with the student's strengths.
- Share specific examples instead of general labels.
- Listen to family insights and concerns.
- Agree on goals and how school and home will support them.
- Avoid educational jargon or explain terms clearly.
- Keep to the scheduled time and offer a follow-up meeting if needed.
Follow-Up
- Record notes and agreed follow-ups for each conference.
- Send a thank-you or summary note to each family.
- Complete your commitments within the agreed timeframe.
- Contact families who could not attend to offer another time.
- Store conference notes securely.