Parents’ Representative Group (PRG) - Protocol
Parents’ Representative Group (PRG) - Protocol
The purpose of this document is to provide the Parents’ Representative Group with a set of basic guidelines under which it can operate smoothly.
Aim of the PRG:
To provide a structured, cohesive and formal means of communication between parents and the Senior Management Team (SMT).
Objectives:
1. To seek and provide satisfactory responses to parents either individually or as a body.
2. To establish and maintain the trust of parents in resolving their concerns and issues, by enabling them to raise issues to a strong body, and if required, anonymously.
3. To communicate issues raised by parents to the SMT in a constructive, timely and streamlined format.
4. To meet monthly with the SMT to discuss and conclude issues raised.
5. To provide the SMT with a strong reliable advisory body.
6. To host a termly open forum session.
7. To provide parents of new students with guidance and information.
8. To seek to improve communication from the school to the parents.
9. To further improve the environment in which our children our educated.
Structure and Responsibilities:
Chair:
· To chair meetings and to be the spokesperson for the PRG when necessary.
· To attend a monthly meeting with the SMT.
Secretary:
· To arrange and document (through an agenda and minutes) the PRG meetings, and meetings with the SMT.
· To produce and maintain the reports generated by the PRG.
· To coordinate the marketing and promotion of the PRG.
· To ensure the effective administration of the PRG.
· To attend a monthly meeting with the SMT and communicate outcome to other PRG members.
Treasurer:
· To keep accurate records and accountability of any funds generated by and for the PRG.
Representatives:
· To provide parents and the SMT with a clear path for their enquiries and communication, and to actively seek satisfactory responses.
· To keep a written log of issues received and the responses given, and to provide the secretary with the log prior to the monthly meeting.
· To liaise with Key Stage coordinators and SMT to resolve issues raised.
Guidelines
1. The PRG meets at least once per month during school term time.
2. Decisions can be agreed only if five or more members of the PRG are present.
3. Elected Officers are the Chair, Secretary, and Treasurer, to be voted upon during the final term of the academic year by all existing PRG Representatives – majority decides.
4. There will be at least one Representative for each of the following: Early Years, KS1, KS2, KS3, KS4, KS5, and Boarding. (One person can accept responsibility for more than one post.)
5. All PRG Representatives are responsible for:
a. checking the appropriate e-mail addresses,
b. receiving and making phone calls when necessary,
c. actively participating in meetings,
d. submitting items for monthly meeting agendas,
e. following up on items when appropriate,
f. translating and assisting in distributing information,
g. being present to provide information when called upon,
h. attending the monthly Parents and Friends and PRGmeetings.
6. When a Representative has a direct personal interest in an item being put forward for discussion, the other Representatives have a right to request that the person be excluded from the meeting.
7. When a Representative feels that someone outside the PRG should attend the meeting, that Representative should notify the Secretary or Chair prior to the meeting.
8. Upon specific request by the SMT, information should be kept within the PRG only.
9. When a Representative has not attended two consecutive PRG meetings and did not send an apology, the Secretary will send this particular Representative a personal invitation for the next PRG meeting. This invitation for the next meeting will also include the warning that if the Representative does not attend this next meeting and does not send an apology that he or she will be removed from the list of PRG members. If the Representative does not attend the PRG meeting again without sending an apology, he or she will be removed from the list of PRG members.
Protocol approved at PRG meeting 7 January 2009
Please click here to download a list of the current PRG representatives, plus contact details (October 2009).
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