Reporting Student Achievement and Progress Foundation to 10

3. Parent/carer conferences

Opportunities to discuss the report

Opportunities must be provided for parents/carers and students to discuss the report with teachers and/or school leaders.

This means that parent/carers need to receive the report with sufficient time before a school break commences so that parents/carers can discuss their child’s report with teachers and/or school leaders.

Parent/carer conferences

Parent/carer conferences can be offered at least once each semester. They provide valuable opportunities to establish and maintain positive relationships between schools and parents/carers.

The department recommends that conferences are aligned with the reporting cycle and include a focused discussion of a student’s:

• achievement and progress
• learning behaviours
• next steps in their learning and how their progress can be supported.

Within the limited time available for conferences, a teacher is best positioned to lead this discussion directly with parents/carers, providing opportunities for parents/carers to seek clarification, share contextual information and ask questions.

For these reasons, the department recommends against student-led conferences.

Preparation for conferences

Conferences must be planned for in alignment with the Attendance and Working Hours – Teaching Service and Time in Lieu – Teaching Service policies. The school can decide on the processes and protocols of conferences in consultation with the school community. For example:

• ensure conferences are scheduled in alignment with the Attendance and Working Hours – Teaching Service policy and that teachers have allocated break times
• determine whether to hold face-to-face and/or online conferences
• set appropriate dates aligned to the purpose of each conference, for example, if one of the conferences is to discuss student reports, then it would need to be held shortly after reports are received
• provide plenty of notice to parents/carers of the date(s), length and purpose of conferences, so they have ample time to organise and prepare to attend
• set up a system to enable parents/carers to book conference time(s) that are suitable for them, with the option to request a translator if necessary
• set a clear booking cut-off date so that teachers be provided with a schedule of conferences and adequate time to prepare
• where possible, provide appropriate space for face-to-face conferences, including seated waiting areas for early arrivals
• decide upon and communicate a suitable online platform for video conferences
• ensure teachers have a quiet space to conduct online conferences
• ensure school leaders are available to attend conferences if requested by teachers and/or parents/carers
• establish follow up processes if parents/carers cannot or do not attend the conferences.

During the conference, it is recommended that teachers:

• use evidence about the student’s learning and behaviour to guide discussion
• avoid using teacher terms, educational jargon, acronyms or complex language
• be positive, including the student’s areas of strength as well as areas for growth
• provide opportunities for the parent/carer and students to ask questions or provide further information about the student
• record any actions that require follow up.