Washington Heights Expeditionary Learning School
WHEELS Crew Advisor Preparation Checklist
Pre-Conference/Scheduling Logistics
F I have scheduled a conference for each student in my crew, paying specific attention to families with multiple
children in attendance at WHEELS.
F Each family knows when to arrive and where the conference will be held.
F I know the first and last names of any adults that will be attending the conference.
F I have created other arrangements for parents who cannot attend the regular conference times.
F If I don’t speak Spanish I know there will be a translator available for me.
Pre-Conference/Student Logistics
F I have helped students organize assignments and prepare for conferences by reviewing student self-evaluation
forms, helping students set new goals, and guiding students in the creation of action plans to meet those goals.
F I have helped students develop agendas for the conference time and have helped them learn to manage time wisely
when speaking.
F I have helped students learn appropriate speaking skills.
F I have set aside Crew time for students to practice student-led conferences with peers.
F I have reviewed the Student-Led conference assessment rubric with students. They know what they need to do!
F I know my Crew! I know what classes they are excelling in and in which they struggle. I know if they are having
trouble with behavior in a specific class or homework in another. I definitely know if a student is failing a class and
I’ve spoken with the subject teacher to find out why. I know if the child’s family is going through a difficult time. I
know with whom each student lives and if there has been a change in the home environment. I know the names of
my students’ parents and I think I may recall the names of a sibling or two. I know if a student is habitually tardy or
late. Nothing is a surprise to me.
Materials for Conferences
F I have a copy of the conference schedule posted outside my classroom.
F I have set up chairs in the hallway for families that arrive early.
F I have a container next to me filled with portfolio materials arranged in the order of the conference schedule. I do
not waste time by looking for work.
F The students’ report cards, evaluations, and other important documents are already in the folders.
F I have a group of desks arranged to promote small group discussion. Multiple chairs are available. There is a place
for smaller children to sit and play quietly. My crew may have provided refreshments, which I have set up in an
area away from the conferences and portfolios. I am prepared for spills.
F I have a copy of the conference schedule in front of me.
F I have a timer or watch and multiple pens.
F I know which papers need to be signed and I have a folder in which to keep signed documents.
F I have a sheet on which to record parental concerns that cannot be addressed during the conference.
During the Conference…
F I stick to the schedule. I make sure that each conference ends before the next begins.
F If a parent wants to meet with a teacher I record that information and tell the subject teacher the next day.
F I let the student talk. I may ask probing questions or direct the student to the agenda, but I do not dominate the
conversation. I help the student if the parent is talking too much, and I try to redirect the conversation if the parent
begins to get upset.
F I make sure all of the paper distribution and signing happens without taking away from the student’s presentation.
F I am prepared to answer questions about why the parents are meeting with me and not the subject teachers and
SLCs in general.
F I welcome each family, preferably using names, and thank them for coming. I remind families that the student will
do most of the talking and that it is best to save questions for the end.
F I thank each family for coming and reaffirm my availability for current or future concerns and give them a survey to
fill out at home.
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