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Parents’ Club Resources

Important Forms

Below are PDF versions of forms commonly used for Parents’ Club activities.

Purchasing

Check Request Form

Tax Exemption Form
(Please remember tax will not be reimbursed.)

Depositing

Deposit Slip

Events

Event Deposit Summary Form

Event Withdrawal Summary Form

Facility Use Form

Roundup

Web Writing Style Guide

Roundup Submission Guidelines

Activity Descriptions & Chair Responsibilities

Event Description:

The Book Club offers Rossman parents the opportunity to engage in a book selected by the Head of School. The Book Club meets once a year over breakfast to discuss the book and enjoy the various perspectives of the Rossman community. The Head of School will moderate the book discussion.

Chair Responsibilities:

  • Work with the Executive Assistant to:
    • Acquire the book selection from the Head of School.
    • Select a Book Club meeting date that works for the Head of School and the Library. This date is typically in January or February so people have time to read the book.
  • Promote the book and the Book Club breakfast via the Roundup beginning in December.
  • Ensure copies of the book are ordered and placed on the credenza in the Betz Lobby so parents can buy the book at school, if they would like.
    • An envelope for payments is provided beside the books.
  • Assist the Executive Assistant with breakfast, if needed. She will order a breakfast casserole, and the kitchen staff will prepare some fruit.

Budget:

  • None. The Executive Assistant will take care of any expenses.

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Fundraiser Description:

The Circle R Bookstore is managed and run solely by parent volunteers. It promotes school spirit and acts as a service to the students, teachers and parents. Items such as, but not limited to, book bags, pens, pencils, trinkets, and logowear may be sold. The Bookstore operates on a cash or check basis only. This is a fundraising entity for the Parents' Club. Money from the Bookstore is added to the overall Parents’ Club gift at the end of each year. Volunteers are needed year-round to work in the Bookstore, which is open Wednesdays and Fridays 7:40-8 a.m.

Chair Responsibilities:

  • Have sign-up sheets for volunteers available at the Class Coffees.
  • Write and submit any Roundup articles.
  • Order all Bookstore merchandise, staff volunteer workers, track income and expenses, and make deposits.
  • Manage the annual gym clothes order:
    • In the spring, order forms are sent home for everyone to purchase their gym clothes for the coming year. All ordering is done through an online store set up through Johnny Mac's. At this time, parents may purchase gym clothes, water bottles, backpacks, and other selected logowear (optional).
    • Orders typically arrive in the summer. Chairs come to school and sort all items. Each child’s items are left on his or her desks/in his or her classroom.
  • Manage the annual Field Day shirt order:
    • The Field Day T-shirt order is funded by the $10 per student that is deposited from the Business Office to the Bookstore account. This $10 comes from the “books and consumable fees” that are collected each year (not from parent dues). Field Day T-shirt money is held in a sub-account, so as not to inflate the Bookstore accounting records.
    • The shirt is designed by a student (whose parents purchased the opportunity at the gala/event), under the guidance of the Communications Manager.
    • Sample sizes and access to an online spreadsheet are provided to each homeroom teacher. The teachers note the size for each student on the spreadsheet. Please ask the teachers to consider rounding up a size, as many times the shirts are a bit smaller and may shrink.
    • Place a sign up sheet in the mailroom for faculty and staff to note their size. The cost for these shirts is absorbed by the total cost.
    • Once sizes are collected, order the shirts. Sort and send the shirts to each class/student once the shirts arrive.

Budget:

  • There is no set budget for the Bookstore. Chairs will make decisions based on what is best for the store.

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Event Description:

The Book Swap allows students to “swap” up to three of their books for ones that they have not read. Students in all grades bring in a book(s) throughout the week leading up to the Book Swap. On Friday, each class visits the PPAC at its scheduled time, and students are able to go through the books and pick one(s) to take. Only those students who donated a book may participate in the swap. The Book Swap typically occurs at the end April or the first Friday of May.

Chair Responsibilities:

  • Have sign-up sheets for volunteers available at the Class Coffees. Volunteers will help set up for the swap and monitor the students during the swap.
  • Write and submit any Roundup articles.
  • Fill out a Facilities Request Form to reserve the PPAC and note your setup. Include a diagram to make sure the tables are arranged correctly. If you need to set up on Thursday, please make sure the PPAC is also reserved for Thursday for setup.
    • Sometimes field trips are scheduled the same day as the Book Swap. It this is the case, the room will need to be set up Thursday morning so the class going on the field trip (on Friday) can complete its swap Thursday afternoon instead.
  • Notify/remind families of the Friday swap by having a presence at the front and back entrances during drop off the week of/before the swap.
    • Signs reminding everyone to bring in a book(s)
    • A collection box at each entrance for the books
  • Manage the book collection.
    • Student Council representatives can help with the book collection. Contact the Upper School Director about involving STUCO reps.
    • The books collected each morning may be stored in the PPAC until Friday. Be sure to find out what else is going on in the PPAC that week. Books may need to be stored on the sides of the stage out of sight.
  • Ensure the swap includes enough books of higher reading levels for Upper School students.
    • A noticeable trend is that higher reading level books are in demand but more difficult to acquire for the swap. Students tend to donate a book of a lower reading level than the book they take home. The Librarian has been helpful in acquiring higher reading level books the past, and some parents with older children/alumni may be willing to bring in higher-level reads.
    • The budget of $100 has been used to purchase some higher-level books for Upper School students (primarily sixth grade).
  • Setup the Book Swap.
    • Books are arranged by grade so students can select the books appropriate for them.

Budget:

  • $100

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Program Description:

Rossman parents are patrons of the arts and are proud the opportunities St. Louis offers for cultural enrichment. They feel that children who are exposed to dance, theater, opera and music as part of their elementary education will continue to enjoy these experiences in their adult lives. Therefore, in 1978 the parents established an endowment to produce sufficient interest money to finance an annual enrichment program in the arts. This program, known as Culture for Kids, brings one to three professional artistic and/or educational experiences to Rossman each year.

Chair Responsibilities:

  • In the spring of the year prior to that in which the programs will take place, meet with the Upper School Director to discuss possible programs. The number of programs scheduled in any given year will depend on the cost of each program. During years when Rossman celebrates International Week, a maximum of two programs should be considered. These years, a portion of the Culture for Kids budget is used to support International Week’s Friday assembly.
  • Select the programs you would like to have at school and request available dates from the Upper School Director.
  • Schedule the programs and let the Upper School Director know they are secured. It is nice to have one program in the fall and one in the spring, if possible.
  • For payments, fill out a purple check request form from the Parents’ Club Office and submit it to the Parents’ Club President for her signature. She will pass it on to the Rossman School Business Office. 

Budget:

  • $1,500

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Event Description:

A faculty professional development day provides the perfect opportunity for an appreciation luncheon. This event is a delightful expression of gratitude by Rossman families for the professional team at the school. Typically occurring on a Monday during the beginning of November, the luncheon date is selected by the school, based on the school academic calendar.

Chair Responsibilities:

  • Have sign-up sheets for volunteers available at the Class Coffees.
  • Write and submit any Roundup articles.
  • Fill out a Facilities Request Form to reserve the PPAC and note your setup. Include a diagram to make sure the tables are arranged correctly. If you need to set up on Friday, please make sure the PPAC is also reserved on Friday for setup.
  • Decide upon a theme and recruit volunteers to help with invitations, decorations, set up, organization, and serving.
  • Decide upon an activity (game, trivia, etc.) and/or a give-a-way (optional).
  • Select the menu/caterer. Request the number or attendees from the Executive Assistant.
  • For payment to the caterer, or to reimburse anyone for any expenses, fill out a purple check request form from the Parents’ Club Office and submit it to the Parents’ Club President for her signature. She will pass it on to the Rossman School Business Office. Invoices and/or receipts are required with each request. Tax will not be reimbursed, so be sure to use a tax exemption letter when purchasing items.

Budget:

  • $10 per student. This budget comes from the dues that are collected each year.

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Event Description:

The School Family Program was launched in 2001 as a character development initiative. Each of the 29 Rossman “families” consists of a faculty facilitator and students representing a variety of grade levels. Students remain in the same family throughout their years at Rossman. Once a month, these families gather for 25 minutes to participate in a group activity and discussion focusing on character development. Additionally, the gatherings provide an opportunity for students to develop meaningful, supportive relationships with children and adults with whom they may not otherwise have regular contact. Every other year, Rossman families have the opportunity to enjoy a fun event together after school.

Volunteer Responsibilities:

  • Have sign-up sheets for volunteers available at the Class Coffees.
  • Write and submit any Roundup articles.
  • Include the Director of Development in all meetings and correspondence. This will ensure that communication flows directly to the Administrative Team and personnel.
  • Fill out a Facilities Request Form to reserve the space and note your setup. Include a diagram to make sure the tables are arranged correctly. If you need to set up at a particular time, please make sure you reserve the space for set up.
  • Decide upon an event (a carnival has been a success in recent years) and theme and recruit volunteers to help with organizations, flyers, collection of monies, vendors, articles for the Roundup, T-shirts, etc.
  • Plan food, prizes, T-shirts and other activities.
    • In the past, faculty and staff have received a free shirt if they are attending/helping. A sign up sheet for their shirt size can be put in the mailroom.

Budget:

  • Expenses should be covered by the amount charged for the event ($20-$25 per child). Review the cost with the Head of School prior to planning.

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Fundraiser Description:

Family photography gives families the opportunity to have their portraits taken outside at the home of professional photographer and former Rossman parent Barbi Macon. Barbi gives a portion of each sitting back to Rossman’s Endowment Fund. 

Chair Responsibilities:

  • Contact Barbi and select dates that she has available. Plan for a Saturday and Sunday in the fall plus a rain date weekend.
    • Contact the Parents’ Club President and Director of Development at Rossman to approve the dates.
    • It is nice to have these dates scheduled prior to the printing of the Buzz Book so they are included in the listing (before July 15).
  • Secure the dates with Barbi.
  • Have sign-up sheets with sitting dates and times available at the Class Coffees for families to sign up to be photographed.
  • Write and submit any Roundup articles.

Budget: 

  • None

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Fundraiser Description:

A fundraising flower sale is held in early spring at a designated nursery. Traditionally, bedding plants, potted plants, hanging baskets, annuals and perennials have been offered. Families who show a Rossman coupon at the time of their purchase will have a percentage of their sale donated back to Rossman.

Chair Responsibilities:

  • Contact the nursery to decide on a block of time during which the offer will be valid.
  • Produce fliers/coupons for each family and send home in backpacks.
  • Have extra fliers/coupons available around the school campus.
  • Work with the Communications Manager to alert alumni, past parents, etc. about this opportunity via an eblast and Facebook post.
  • Write and submit any Roundup articles. Make sure there is a pdf of the flyer to attach to the any Roundup articles.

Budget

  • None

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Fundraiser Description:

There are various fundraising opportunities that the Parents’ Club may sponsor throughout the year. Wrapping paper has always been a good fit for Rossman.

Volunteer Responsibilities:

  • Choose the gift wrap company for the year that is a good fit for Rossman. 
    • Work with the Parents' Club President and Development Office to determine the best dates for the sale. (Typically sales begin in early September for a 2-week period)
    • Organize and distribute the information, collect orders and distribute goods.
  • Have sign-up sheets for volunteers available at the Class Coffees.
  • Write and submit any Roundup articles.
  • Submit changes to the retail fundriasing page of the Rossman website to the Communications Manager as needed.

Budget:

  • None

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Event Description: The Golden Apple Gala is the Rossman School Parents' Club’s biennial dinner auction that raises funds to support Rossman's curricular goals and special projects approved by the administration. All chairs will work closely with each other to ensure a successful event.

Acquisitions Chair Description: The main role of the Acquisitions Chair is to organize, solicit, collect and display all silent and live auction items in order to ensure a successful event. 

Chair Responsibilities:

  • Develop a detailed timeline for soliciting items for the Gala. Design and distribute auction solicitation letters and forms as well as make personal calls to acquire unique experiences, vacations, items, etc. Ensure that a diverse complement of auction items are procured. 
  • Determine the other fundraising details for the night of the event - raffle, wine pull, swag bags, etc.
  • Assist with inputing all auction items and arranging them in packages in the event software. Write all the package descriptions to best represent the item being auctioned at the Gala.
  • Make sure all items are picked up from donors in timely manner and stored in a secure location prior to the Gala.
  • Coordinate delivery and set up/display of silent and live auction items. Recruit a group of volunteers to assist with the various tasks. Work with the other chairs and the Development Office to make silent auction posters and displays.

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Event Chair Description: The main role of the Event Chair is to plan every detail of the evening to ensure a successful experience for all attendees

  • Secure the venue and determine the date and time of the event.
    • Plan/layout the event space, set the ticket cost, make the food selection, arrange for valet parking. 
  • Determine the “theme.”
  • Work with the Marketing Chair to promote the event through signs at school and other visual displays.
  • Decide on centerpieces, decorations.
  • Plan the entertainment/music.
  • Set the timeline for the evening.
  • Determine table assignments.
  • Design and mail the invitations.
  • Plan for storage, setup and breakdown.

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Marketing Chair Description: The main role of the Marketing Chair is to develop and execute a plan to excite and engage the community in the Golden Apple Gala. This includes writing all Roundup articles, writing/designing all flyers, and taking the lead on the solicitation/collection of parent tributes, ads and grandparent tributes.

Chair Responsibilities:

  • Outline a marketing/communications plan ranging from September-March that explains, excites and engages the community in the event.
  • Work with other committee chairs and members to decide on the best way to market the event.
    • Write Roundup articles as needed and produce flyers to be sent home in backpacks.
    • Make sure everything produced has a cohesive look/theme/brand.
  • Work with the Development Office and Bank Chair to design the auction website. Ensure that everything on the website links back to the database for easy online transactions.
    • Encourage participants to register (Greater Giving).
      • Make sure all participants have a bid number.
    • Ensure the online bidding system is ready for the auction (Gesture).
      • Assist with adding pictures to the auction packages.
  • Assit with the placard display for each package at the Gala.

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Organizational Chair Description: The main role of the Organizational Chair is to lead the Golden Apple Gala committee meetings, set agendas, provide oversight and manage all the details that support the other chairs. Additional responsibilities include helping to track sponsorships and securing in-kind gifts.

Chair Responsibilities:

  • Coordinate all deadlines and set the event calendar – include meetings, Roundup articles, mailing/emailing of information, etc.
  • Responsible for all expenses/deposits made to the Gala. Fill out a check request form, have it signed by the Parents’ Club President, make copies of the invoice/reimbursement and give to the Business Office and the Bank Chair (for input into Greater Giving).
    • Work with the Development Office, Greater Giving and Bank Chair for post-event reconciliation, credit card charges and invoices.
  • Make sure there is enough letterhead/paper for all correspondences; order as needed.
  • Ensure that all Roundup articles are submitted as needed.
  • Secure a printer for the catalog and work with the Chairs to ensure deadlines are met.
  • Support all chairs as needed to keep everything moving forward.

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Class Projects Chair Description: This chair works with the other Gala Chairs to determine the best project for each class and coordinate their creation.

Chair Responsibilities:

  • Currently, JK, fourth grade and sixth grade have “set” projects – the Kandinsky art project, the Lafayette House project and the famous artist painting, respectively.
  • New artistic class projects were introduced for the other classes during last year's online auction. These projects were done in-house with no work from an outside vendor. Before getting started, initiative a conversation between the art teacher, Parents' Club president and development director. 
  • If an outside vendor is selected for the other classes, work with the outside vendor to pick items and arrange a time for a representative to work with the students. Work with the Lower School and Upper School directors to determine a time that works best for the school.
  • Ensure the projects are completed, photographed and ready for the auction. Be sure to proof names closely.

Budget:

There is a budget set aside for this project from the class dues monies ($10 per student). If the budget is exceeded, it would need to be approved by the Parents’ Club president.

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Sign-Up Party Chair Description: The role of the Sign-Up Party Chair is to brainstorm with the other committee chairs about potential child and parent sign-up parties, secure party hosts/donors and encourage attendance.

Chair Responsibilities:

  • Select the appropriate number of parties for parents, children and families.
  • Talk with selected individuals about hosting/co-hosting these parties.
  • Produce all materials for the party sign ups:
    • Displays for the parties the Betz Lobby on the day of sign-up
    • Flyers/Roundup articles about the parties (to initiate interest to host and subsequently have people sign up)
  • Work with the Bank Chair to ensure all those who have signed up are "sold" the party in their record for proper collection of payment.
  • Continue to market the parties until all slots are filled.

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Bank Chair Description: The main role of the Bank Chair is to assist with inputing and managing all live and silent auction items, rarities, class projects, tributes, ads and sponsorships in the event software. This chair is also responsible for all event registrations in the event software.

Chair Responsibilities:

  • Supervise and help with all data entry into the event software. Includes:
    • To get the database ready, update families/addresses in the database. Work with the Development Office to import new families. Current families must be updated manually. The Development Office can pull a list of those families/people who have had address changes.
      • Ensure everyone has a bid number – they are to be random so bidding is confidential.
    • Work with the Development Office and Marketing Chair to design the auction website. Ensure that everything on the website links back to the database for easy online transactions.
      • Assist with entering all auction items, sponsorships, ads, tributes and transition them into packages. Assign numbers to each package.
      • Import all RSVPs/credit cards from the online registration.
  • Post-event, email all receipts.
  • Reconcile the final totals, make sure everything is correct, charge all cards.
  • Send invoices to those who have not supplied a credit card.

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Project Description:

The spirits of Rossman families and personnel are brightened by the holiday decorations that adorn the school during the weeks between the Thanksgiving and winter breaks. Decoration areas include the Betz Lobby, front doors, carpool doors, and the Library. Various religions are represented. Decorating is completed the Monday after Thanksgiving break.

Chair Responsibilities:

  • Talk with the Director of Development and/or the Librarian to determine the best time for decorating (must be scheduled around class times). 
  • Talk with the Director of Development about timing to ensure all decorations are moved by the maintenance staff from the PPAC storage room to the Betz Lobby. 
  • Have sign-up sheets for volunteers available at the Class Coffees.
  • Write and submit any Roundup articles.

Budget:

  • None

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Project Description:

Monetary gifts are given to staff members each year prior to holiday break as a gesture of thanks. 

Chair Responsibilities:

  • Collect the money envelopes from the Parents’ Club Vice President. The money will already be in the envelope and each envelope will be addressed to the staff members. 
  • Make the envelope a “gift.” Include a card, candies or something else that “decorates” the money envelope.
  • Distribute the staff gifts on desks or in mailboxes.

Budget:

  • $5 per student, taken from the general class dues paid at the beginning of the year

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Event Description:

Presented every other year by the Rossman School Parents’ Club, International Week is an immersive cultural program designed to help students learn about, respect and appreciate a culture significantly different from their own. Highlights typically include music and food samples, exploring history and geography, learning to play a sport in P.E., experimenting in the culture’s music and art. This event engages the curiosity of all students, faculty and staff members, along with a wide group of parent volunteers. Typically occurring during the second half of the school year, International Week dates are selected by the school, based on the school academic calendar.

Chair Responsibilities:

  • Include the Director of Development in all meetings and correspondence. This will ensure that communication flows directly to the Administrative Team and personnel as needed.
  • Select a country (if one is not already decided).
  • Organize a committee to plan activities, tastings, cultural immersion, etc. for each day of the week.
    • It has been great to start out the Monday Morning Gathering with a slideshow about the country and other “opening” presentations/activities. The MMG can be extended on this day, if needed.
  • Talk through some ideas about ways each subject and classroom can weave parts of the culture into their lessons. Teachers can then be approached.
    • What is the art and music from that region?
    • Is there a national sport?
    • What is the language?
    • How do they dress?
    • Utilize social studies and science
  • Talk with Upper School Director about using Student Council volunteers to help with mornings/events and/or tastings.
  • Typically there is a “finale” assembly on Friday - a performance of some type that brings the week to a close. A portion of the Culture for Kids budget is used to help off-set the cost of this presentation.
  • The Director of Development can share documents/timelines from past years. There may also be some information in the PC office/folders.

Budget:

  • $1,000

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Program Description:

The Library is always busy with teaching and students checking in and checking out books. Help is needed throughout the day at various times to help facilitate this process and to make sure every book gets accounted for and put in its appropriate place. This is a year-round position.

Chair Responsibilities:

  • Work with the Librarian to determine needs for the library.
  • Have sign-up sheets for volunteers available at the Class Coffees.
  • Write and submit any Roundup articles.

Budget:

  • None

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Project Description:

The Roundup is the weekly online newsletter from Rossman School to parents. It includes a section for Parents’ Club activities. All chairs who wish to submit an article to the Roundup need to first submit it to the editors. This is a year-round position.

Editor Responsibilities:

  • All articles by Parents’ Club chairs should be submitted to the Roundup editors’ email account (pclub@rossmanschool.org) by Monday morning (for the Thursday Roundup). Review, edit and correct all articles and make sure they are “ready for print” prior to sending them to the Communications Manager.
    • When editing articles, follow the Rossman School Roundup Style Guide and consider the “Writing for the Web” suggestions. Chairs submitting articles should also follow these guidelines.
    • Send all articles as a single Word document to the Communications Manager by Tuesday evening.

Budget:

  • None

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Event Description:

The Wellness Committee was established to bring awareness to students about being healthy in mind, body and spirit. The Wellness Committee promotes wellness during a week in January filled with various activities, tastings and signs.

Room Parent Responsibilities:

  • Have sign-up sheets for volunteers available at the Class Coffees.
  • Write and submit any Roundup/Blog articles, adhering to the rules for “Writing for the Web.”
  • Chairs work directly the Lower School and Upper School directors. When considering activities to take place, set a meeting with the directors to gain an understanding of the week and what will work.
    • In the past their have been tastings in the morning, “healthy facts” hanging around school, a rainbow of fruits and veggies in the Betz Lobby, a presentation with a sports team during the MMG, boot camp with a parent during PE class, and a family hike in the fall or spring.
  • Fill out any Facility Request Forms that might be needed to reserve rooms or have tables set (ex: in the lobby for morning tastings).
  • Work with Upper School Director to engage Student Council volunteers to help with morning tastings/activities.

Budget:

  • $100

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Event Description:

Room Parents serve as invaluable liaisons between the homeroom teachers and the class parents. They work closely with the teachers to coordinate class parties, field trips and any other events that involve parents. Two Room Parents are needed per class for JK through fifth grade, one parent of a boy and one parent of a girl. Sixth grade requires 5 or 6 room parents.

Chair Responsibilities:

Schedule a meeting with the teachers at the start of the year to learn about the teachers’ needs, preferences and expectations.

  • Contact information: How does the teacher prefer to be contacted by you and by the other class parents?  
  • Ongoing volunteer support needs: Weekly readers, etc.
  • Classroom activity dates and support needs: Field trips, class parties, etc.
    • How many parties? When? Who plans details? 
    • Food requirements and allergies.
    • Timing and activities/games/crafts.
  • It may be helpful to build a calendar of all events and volunteer needs for the year.

Reach out and start organizing:

  • Class Coffees
    • Welcome email: Send parents a welcome email. Include your contact information and invite them to their Class Coffee. The date of each Class Coffee is scheduled by the school. You will be given a sample email to send.
    • Prepare all the handouts needed for the Class Coffee:
      • Attend the Room Parent meeting prior to your Class Coffee.
      • You will be given a sample agenda to modify for your particular class.
      • Make sure you have copies of needed documents outlined in the sample agenda (e.g. agenda, sign-up sheets for field trips and class parties).
    • Run the Class Coffee:
      • Review all areas of the agenda with the parents.
      • Remind everyone to sign up for the many committees highlighted.
      • Answer any questions that may arise.
    • Collect Class Dues: Class dues are outlined on the agenda, but include the following:
      • $60 total including $10 for Faculty/Staff Appreciation Luncheon, $10 for auction class projects, $25 for teacher holiday gifts, $5 for staff holiday gifts, $10 for Room Parents’ discretionary fund (to be used at the discretion of the room parents for class parties, sympathy cards, etc.).
      • This is different for sixth grade room parents. For sixth grade, please see the document outlining additional duties.

Be professional and cautious about sharing sensitive information you may be privy to as a Room Parent.

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