AEMP Parent Information Centers (PIC)

The purpose of the Parent Information Center (PIC) is to serve as a hub for parent outreach and partnership with the school. It is the focal point for AEMP’s Parents as Partners in Education activities. The Parent Community Representative (PCR) is the person responsible for operating this center. Establishing and maintaining a successful PIC involves the following:

Coordinating PIC Operations and Functions
The AEMP PIC Resource Library
Scheduling and Calendaring AEMP Events
Parent Sign-In and Evaluation Forms
PIC Program Files and the AEMP Portfolio
Communication and meetings

A. COORDINATING PIC OPERATIONS AND FUNCTIONS
A-1 Identifying the PIC Location
As part of the commitment to having an AEMP program, each school is asked to find a physical space for the PIC. Sometimes that space is shared with another school program and the PCR will want to work closely with that program’s staff to coordinate activities. However, even when the physical space is shared, the PCR is responsible for all AEMP activities, materials and equipment.
In some instances, there is no physical space available at the school and the PCR must create a mobile center. A mobile PIC should have the same resources, materials and equipment as a permanent PIC. The difference will be that the resources will not all be located in the same place. The PCR however, should try to keep as many of the resources in one place as possible. Ideas for mobile PICs will be included in the information that follows.

A-2 Budgeting
The PIC in Full Model schools are entitled to 1/20th of the AEMP IMA budget. Working with the PIC Teacher Facilitator and Budget Teacher Facilitator, the PCR will prepare a PIC Budget Request form for the school year. At the end of each semester, a Budget Utilization form should be completed.

A-3 The PIC Environment
Once the PIC space has been identified and the budget has been established, you will want to decorate, furnish and order AEMP materials, supplies and equipment.

One of the most important qualities of the PIC is that it should be inviting and welcoming to parents and students. It is also important for the environment to reflect the cultures of the schools families and to easily accommodate small children (toddlers). Listed below are things to include when setting up your center.

Decorate your room with cultural items, displays, and decorative borders that reflect the cultural groups in your school. Mobile PICs should keep cultural items and display materials in clearly labeled boxes that are placed in secure locations (e.g. locked cupboards or closets).

Create bulletin boards that include information on achievements, important people, holidays, traditions, etc. for each of the cultural groups in your school. These displays should instill knowledge and pride in the parents and students of the group and provide information for students of other backgrounds. Mobile PICs can use display charts that can be folded up and moved.

Use posters (motivational and cultural)

Have tables and chairs (children and adult sizes) in the room for parent and student activities.

Establish student learning centers within your PIC for reading, writing and listening activities in English, Spanish or other languages represented in your school. These centers should include:

Reading Center
Culturally relevant books and displays
A comfortable reading area
Work stations for reading activities
Literacy Backpacks

Writing Center
Dictionary and Thesaurus
Writing paper, pencils and pens
Vocabulary Aids
Story Starters

Listening Center
Books on tape
Audio Tapes
TV-VCR & Videos
Tape Recorders and headphones
CD-ROM books and learning materials

If possible, also have the following in your PIC:

- Comfortable chairs or sofas
- A separate play area in the room with age-appropriate activities and toys that are - safe for children ages 3 and under who visit the center with their parents
Coffee maker (Coffee and refreshments can be purchased with funds from the PIC budget.)
- Small refrigerator for refreshments
- Microwave for refreshments and events (such as pot-lucks)
If your budget cannot afford these items, consider asking parents, community residents and / or local businesses to donate some of these items.

PIC Equipment
Each PIC should have, or have access to, the following equipment:
Audio Cassette Recorders with Headsets
Camera, Film and Batteries
Computers and Printers
Franklin Electronic Thesauruses
Overhead Projector
Television and VCR

All equipment should be ordered in coordination with the PIC Teacher Facilitator and Budget Teacher Facilitator. The PCR is responsible for making sure that:
Each piece of equipment is labeled (using permanent markers) as belonging to AEMP, has an AEMP inventory number and is listed on the PIC Equipment Inventory form. Each piece of equipment is turned-off, locked up or otherwise secured at the end of the day.

B. THE AEMP PIC RESOURCE LIBRARY

An important function of the PIC is to provide a Resource Library of culturally relevant materials for students, parents and teachers to use. These materials include: Books, Audio Tapes, Videos, Games and Computer Software. The PCR will work with the PIC Teacher Facilitator to select the appropriate materials.

Literature available for check-out should include:
- Multi-cultural
- Age Appropriate
- Easy to read (2-5 level)
- Whenever possible, in English and Spanish

B-1 Books and Materials
Lists of books and materials to include in the Resource Library can be found as follows:
- Audio Tapes
- Books for Children
- Books for Parents
- Computer Software
- Video Tapes

These materials should be ordered in coordination with the PIC Teacher Facilitator and the Budget Teacher Facilitator. When received, all books and materials should be entered into the PIC Books and Materials Inventory List. See Parent Handbook For Inventory Stickers.

In addition to the books and materials discussed above, the Resource Library should also contain useful information for parents on topics such as:
- Upcoming AEMP Activities
- Upcoming School Events
- Parenting
- Adult Education Classes
- Health
- Safety
- Child Abuse and Domestic Violence Prevention
- Community Resources and Activities
- Newspapers (L.A. Times; Watts Times; La Opinion; etc.)
- Magazines (Parent, L.A. Parent, etc.)

B-2 Check-out Process for Books and Materials
A check-out process should be used to keep track of who borrowed materials and when they are due back.

Guidelines should include:
- Seven day check-out period
- Completion of a Check-out Log
- Check-out Reminder Slip to place in book or with item
- Reminder Post Card To be sent to student or parent if materials are not received back by the date due

C. SCHEDULING AND CALENDARING AEMP EVENTS

Keeping track of the activities of the AEMP Central Office, your school and the PIC requires a lot of coordination. Be sure to review all PIC activity dates to ensure that they do not conflict with other school or AEMP events. Several scheduling tools are available to help:

AEMP Program Master Calendar for the school year. Each school year, you will be given a Master Calendar for the entire AEMP Program. You may want to highlight (with a yellow marker) all of the dates involving Parent Community Representatives.

Quarterly Activity Planner identifies "required" and "recommended" activities that your PIC should sponsor during each quarter of the school year.

Activity Planner can be used to list the activities planned for each quarter.
Quarterly Activity Listing is used to keep a record of the PIC workshops and events held during each quarter.

Develop a PIC Master Calendar using the information from the AEMP Master Calendar, the AEMP Quarterly Activity Planner and planned PIC events. These items can be recorded into your AEMP PIC Date Book supplied by the Central Office.

Develop a monthly PIC Activity Calendar with PIC and school activities and distribute to parents.

D. PARENT SIGN-IN AND EVALUATION FORMS

Be sure to have a Sign-in Sheet for each PIC activity.

In addition, have a Parent Evaluation form that parents can fill out when they visit the center or attend a PIC workshop. There is a Workshop Evaluation form and a Resource Library and Materials Evaluation form.

After the event, the evaluations should be reviewed and parent suggestions should be addressed. All sign-in sheets and evaluations should be kept in the Activity file for that event.

E. PIC PROGRAM FILES and the AEMP PORTFOLIO

It is very important to keep a record of your PIC activities. This should be done by maintaining program files that consist of PIC Operational and PIC Activity files.
The files should be kept together in a metal file cabinet located in your PIC. If you have a mobile PIC, try to get a metal or plastic file cabinet with wheels or if necessary, use cardboard filing boxes. Make sure your file cabinet or boxes are clearly labeled as AEMP materials and are stored in a secure location

E-1 Operational Files
Operational files are for areas that involve managing the PIC.
There should be files for each of the following areas:
- Budget
- CommunicationsBLetters and Notices to and from:
- AEMP Central Office
- Local District Office
- Your School
- Meeting Notices and Notes
- Inventory Lists
- Equipment Inventory
- Books and Materials Inventory
- Resource and Materials Lists
- Audio Tapes
- Books
- Computer Software
- Videos
- Equipment Files with instruction booklets and information on each piece of equipment.
- Other operational areas as needed.

E-2 Activity Files
A separate file should be made for each event or organized activity in which the PIC is involved. Examples include:
- Open House/ Orientation
- Parent Education Workshops
- Programs-such as Literacy Backpack Program
- The Activity file for each event should include:
- Name of the Event on the file folder label
- Copies of flyers/ notices
- Parent Sign-in sheets
- Event Agenda
- Parent Evaluations
- Handouts given to parents
- An example of any Thank-you Letters sent
- Photographs
- Event Planning Process notes and Evaluation.

Whenever original documents are placed in the schools Portfolio, copies of those items should also be placed in the events Activity file.

E-3 School-Site Portfolio
Each AEMP school is responsible for creating a School-Site Implementation Portfolio. The portfolio is a notebook that documents AEMP’s levels of activity and student achievement. The Parent Center is one of several areas that are included in the portfolio. Each quarter, the job of coordinating and compiling the schools portfolio contents is rotated among the 3 Teacher Facilitators and the PCR.
The PCR is responsible for providing information on the activities of the PIC for each quarter. This information can be easily obtained from the Activity files.

The information needed from the PIC includes:
- Workshop agendas
- Event Flyers and Handouts
- Evidence of collaboration /communication with facilitators
- Parent Rep meeting agendas
- Principal updates
- Flyers for PIC events
- Photographs and Video Tapes of PIC events

The information provided for the schools portfolio will not be returned, so whenever possible use copies. Any originals placed in the portfolio should have a copy placed in the events Activity file.

The PCR may want to create a scrapbook which highlights the activities of the PIC. The scrapbook can be created in any manner. This may be an activity that parent volunteers would enjoy. Include: Event flyers, Pictures, Certificates and Awards, etc.

F. COMMUNICATION AND MEETINGS
Communication and meetings between AEMP stakeholders are essential to the program’s success. They are designed to keep all participants (AEMP staff; PCR; L/L Coach; Teacher Facilitators; Para-educators and School Administrators) informed and up to-date regarding AEMP activities.

Responsibilities of the PCR in this area include:

- Attending all bi-monthly AEMP Parent Community Representative Meetings
- Taking notes and coordinating follow-up meetings with the PIC Teacher Facilitator.
- Scheduling monthly meetings with the PIC Teacher Facilitator and School Principal to provide updates on PIC activities.
- Participating on the School Site Implementation Team (S.I.T.)

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FOR MORE INFORMATION ABOUT THE AEMP PROGRAM CONTACT:
Noma LeMoine Ph.D., Director (noma.lemoine@lausd.net)
Programs for Standard English Learners
Academic English Mastery Program
333 Beaudry, Los Angeles, CA 90017
Instructional Support Services, 25th Floor, Room-131
PHONE (213) 241-3340 FAX: (213) 241-8495