Tips for Remote Conferences

TIPS FOR VIDEO-OPTIONAL CONFERENCES

You will generally want to set up one extended meeting session per teacher (covering all the  times in PTCFast).  Then the teacher can use the "waiting room" feature to admit and dismiss parents.  This is much simpler for parents and staff than setting up a separate session and link for each parent. 

Generally you can set up the PTCFast schedule the same way you would for any new semester, and parents will use it the same way, registering and picking appointment times that work for them. 

The meeting link and the physical-meeting location would can be placed in the Location field on the Emails page.  Assuming you assign teachers the right to change the settings for their conferences (a checkbox you will find on the Notice Settings page), teachers can enter the meeting link themselves.   For example, you or the teacher might put the following in the location field: “Room 22 or  https://xyzschool.zoom.us/j/8766588776”

Then let parents know to use the Special Requests feature tp request a teleconference.  You can activate the Special Request feature on the Manage page (Manage / “Parent Special Requests”), and enter a custom note there to tell parents how to make the request. E.g., “Please type “ZOOM” if you want an online meeting.”

Additionally, you will probably want to use one or more of the options below to make sure parents understand what will be happening:

1) Consider renaming your conferences to make sure parents are fully alerted to the fact they will be having the option of a video conference, e.g.,  you might pick the name "Zoom-Optional meeting with Ms. Jones" (you specify the conference names on the Emails page).

2) Include a reference to the video option in the letters or notices you send directly to parents announcing the meetings.  E.g., you might say “If you opt for a video conference, you will find a link to use.  A few minutes before your conference is scheduled to begin, go to that link.  It will put you in the ‘waiting room’ and the teacher will admit you when the conference is begins.”

 3) If you are using the School Web Page notification option, you can create a customizable note that is shown to parents when they register—for example you might use welcoming text similar to that mentioned in item 2 above. (To do this, go to Notice Settings / “Add custom note to School Web Page”).

TIPS FOR PHONE5 CONFERENCES

Phone conferences (rather than video conferences) are a very simple and easy remote-conference option that many schools are using this year.  They are probably easier than teleconferences for parents who lack experience with online meeting tools (and sometimes lack the equipment and bandwidth required for good online meetings).

In the Location field (this field is on the Emails page), you can enter something like:
“conferences by phone this year—please enter your phone number”.
You may also find it useful to add a custom message to the School Web Page, if you are using that option.  (Do this on Notice Settings page / “Add custom note to School Web Page”).

For example, you might say “All parent conferences this year will be by phone.  Please be sure to provide the phone number you want your teacher to call.”

TIPS FOR PHONE-OPTIONAL CONFERENCES

Phone conferences (rather than video conferences) are a very simple and easy remote-conference option that many schools are using this year.  They are probably easier than teleconferences for parents who lack experience with online meeting tools (and sometimes n lack the equipment and bandwidth required for good online meetings).

If you want to offer Phone Conferences as an option, you can do this with the Special Requests option on the Manage page (Manage / “Parent Special Requests”).  You can enter a custom note there to tell parents how to make the request. E.g., “If you prefer a telephone conference rather than in-person, please enter “PHONE” on Special Requests and be sure to enter the phone number you want your teacher to call.”
In the Location field (find this on the Emails page), you might enter something like:
“Room 32 (or for phone conference, click on Add Special Request)”  When parents make a special request, teachers will see it on their schedules.

You may also find it useful to add a custom message to the School Web Page, if you are using that option.  (Do this on Notice Settings page / “Add custom note to School Web Page”).For example, you might say something like “Parent conferences can be either in person or by phone.  If you prefer a phone conference, please specify that as a Special Request and also please be sure to provide your phone number you want the teacher to call.”