Setting the Stage – A Director’s Role in Family-Teacher Conferences

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As I watch my favorite television show, my attention is immediately drawn to the actors and actresses, and especially the lead performers, around whom the story is based. They are front and center, and rightly so. But what makes them shine? Certainly, it’s the result of much hard work on their parts, but there are many others working behind the scenes that also contribute to the show’s success—the writers, stage hands, choreographer, and the stage designer, among many. The show would not be successful without the producer working to make each of these components come together.


Similarly, a lot goes into formal family-teacher conferences in early care and education programs. When we think about family-teacher conferences, we most often think of the main characters—the families and the teachers. Both groups have dedicated substantial time and effort to make sure each conference is successful and productive. Teachers invest in preparing for conferences through observations, assessments, and sometimes portfolios for each child and family. Families prepare by making time to attend the conference, sharing their own observations about their child’s progress, asking questions, and setting goals for their child.


We are less likely, however, to think about the behind-the-scenes role of early childhood administrators and the part they play in ensuring that conferences are meaningful, productive, and uplifting. Using the same metaphor of a television show, here are some behind-the-scenes tasks that will help ensure successful conferences.

 

  • Be intentional about timing.


The first decisions are how many conferences to have per year and when to have them. According to the Program Administration Scale: Measuring Whole Leadership In Early Childhood Centers (PAS), at the “good” level, the center will provide two formal conferences to discuss children’s learning and development per year at times that are convenient for working families. “Times convenient for working families” means being flexible and offering conferences outside of the center’s operating hours. In an ideal situation, programs will pay teachers or compensate them for their time for conferences outside of their scheduled hours. For conferences within center hours, extra staff (e.g., assistant directors, floating teachers, educational coordinators) might be scheduled to cover the classroom while the teacher is in conferences. Other options to increase family participation include scheduling virtual meetings or holding conferences off-site. Also, the earlier you let families and teachers know the timeframe of the conferences, the better chance they have to accommodate the schedule.


  • Provide clear expectations.


Teachers: If teachers are your lead actors, making sure they are able to express the program’s overall goals to families is important. Questions you might consider providing answers to include: Is there a conferencing format that all teachers use, individualized for each child? Do teachers know where conferences will be held and how long they will last? What is the policy and flexibility allowed for conferences scheduled outside of teachers’ scheduled hours? Do others (e.g., another teacher, health consultant, director) need to be involved? What type of follow-up from each conference is expected?


Families: Think of families as another main character who is critical to the success of the conference. How do you “advertise” to get them to show up? Are your conferences at times that are convenient for them to attend? Do they have a part in the conference? Who can attend the conference—only parents, or can another family member or friend attend as well? Can they bring their child or children? Is child care provided? Do they know what will be covered, and if they have specific concerns, will they be addressed at this time, or should they schedule another time to talk? Informing families ahead of time through the parent handbook, newsletter, emails, or via communication apps will help ensure the success of the conference.


  • Be mindful of space and location.


Typically, conferences are held at the child care center but, as mentioned above, some conferences might be held off-site, or via Zoom or FaceTime. Wherever they are held, conferences need to be in quiet, comfortable places, free from distractions, so that information and conversations will be private and confidential. In preparation for conferences, think about what you can do to make the space comfortable for teachers and families. If possible, have adult-sized seating and a table so children’s work and notes can easily be shared with families. Arrange chairs around a table to create a friendly atmosphere. Use children’s artwork, flowers, or other simple things to make the space welcoming. Offer water or coffee to drink and a comfortable, conversation-like atmosphere whenever possible.


  • Continue the conversation.


Families: A good television show leaves you hungry for more. That is how we can think of conferences as well. A good conference experience leaves teachers and families with a renewed sense of excitement and a desire to keep communicating. Has the teacher asked the family about the best way to stay in touch with them? Is it email, text, notes home, face-to-face? Let families know that the program wants to keep in touch, and share with them that the program views conferences as just one piece of an ongoing, collaborative relationship.


Teachers: After the productions (conferences) are over, carve out time for staff to reflect on how they went. Ask teachers to journal or discuss with their peers or supervisors what went well, ideas for future improvements, as well as how to continue to develop two-way communication with families. Be sure to show your appreciation for their dedication and commitment to working closely with the families in your program.


SELF-REFLECTION


As you begin a new school year, what are some additions or programmatic changes you might make to help assure that conferences are one of many practices you implement to foster healthy communication between families and teachers?


Are you interested in learning more about the PAS or our other program evaluation and support tools? The McCormick Center has a wide selection of professional development opportunities designed to meet the needs of center-based administrators, family child care providers, and those in technical assistance roles. Click here to learn more or contact us at PAS.BAS@nl.edu.


REFERENCES AND RESOURCES


Couchenour, D. L., & Chrisman, K. (2004). Families, Schools, and Communities: Together for Young Children (2nd ed.). Delmar Learning.


Keyser, J. (2017). From parents to partners building a family-centered early childhood program. Redleaf Press.


Talan, T. N., Bella, J. M., & Bloom, P. J. (2022). Program Administration Scale: Measuring Whole Leadership in Early Childhood Centers (3rd ed.). Teachers College Press.


Paula Steffen, M.Ed., is a Quality Training Specialist for the McCormick Center for Early Childhood Leadership at National Louis University. In this role, she serves as a National Anchor for the Program Administration Scale (PAS) and Business Administration Scale for Family Child Care (BAS). Previously she served as a State Assessor conducting assessments using the PAS, BAS, Classroom Assessment Scoring System (CLASS), and Environment Rating Scale (ERS) tools for ExceleRate – Illinois’ Early Childhood Quality Rating and Improvement System. In addition, she was the Illinois State Assessor Anchor for the PAS, BAS, and Infant Toddler Rating Scale (ITERS). Prior to joining the McCormick Center in 2007, Paula was the Professional Development Manager for Illinois Network of Child Care Resource and Referral Agencies, co-owned a child care center, and worked as a director and professional development advisor in both Head Start and community college-based programs.

By Robyn Kelton, M.A. June 27, 2025
INTRODUCTION Turnover rates in child care are among the highest in education, with over 160,000 workforce openings predicted annually (Bassok et al., 2014; Doromal et al., 2022; Joughin, 2021; U.S. Bureau of Labor Statistics, 2025). While some turnover is expected and even necessary, the levels of turnover experienced in the field of early childhood education and care (ECEC) are not only alarmingly high but deeply problematic. In 2021, a national survey conducted by the National Association for the Education of Young Children found that over 80% of child care centers were experiencing a staffing shortage, with the majority of those programs reporting one-to-five open roles, but 15% reporting between six and 15 open roles (NAEYC, 2021). Staffing shortages result in lost revenue, financial uncertainty, and program instability, often forcing administrators to operate below capacity and/or under reduced hours (NAEYC, 2021; NAEYC, 2024; Zero to Three, 2024). Limited enrollment slots and classroom and program closures lead to increased waiting lists (Zero to Three, 2024; Carrazana, 2023). In turn, families are placed in a highly vulnerable position of needing to leave the workforce to stay home with their child or turn to potentially unsafe or unregulated child care. Moreover, increased turnover in classrooms interrupts continuity of care and disrupts the relationships built between children and their educators (Reidt-Parker, J., & Chainski, M. J. (2015). Research has begun to highlight some of the programmatic and personnel characteristics predictive of increased staff turnover in ECEC programs. Low wages are most commonly identified as a strong predictor of turnover (Amadon et al., 2023; Bryant et al., 2023; Fee, 2024; Guevara, 2022; Totenhagen et al., 2016). However, workforce advocates and some researchers have begun to expand conversations on compensation to explore the impact the profession’s general lack of benefits such as paid time off, access to health insurance, and retirement benefits has on retention (e.g., Amadon et al., 2023; Bryant et al., 2023; Fee, 2024; Lucas, 2023). While informative, this body of work has typically approached benefits as binary variables (i.e., have or do not have) rather than reflect the spectrum on which benefits are commonly offered (e.g., the number of days off, the percent of insurance covered by the employer, and levels of retirement matching funds). This Research Note aims to expand on previous work investigating the relationship between benefits and turnover by exploring the possibility of a more nuanced relationship between the variables to determine if the level of benefits offered impacts turnover rates. METHOD This study used data collected via formal Program Administration Scale, 3rd Edition (PAS-3) assessments conducted by Certified PAS-3 Assessors between 2023 and 2025. To become certified, PAS-3 assessors must first achieve reliability (a score of at least 86%) on a test conducted after four days of training on the tool. Next, they must conduct two PAS assessments within three months of reliability training. PAS-3 national anchors reviewed the completed assessments for consistency, accuracy, and completeness. The study analyzed data from 133 PAS-3 assessments collected during the certification process across 12 states, the District of Columbia, and the U.S. Mariana Islands.  Measures Data for this study were collected using the PAS-3, a valid and reliable tool used to measure and improve Whole Leadership practices in center-based programs (Talan, Bella, Jorde Bloom, 2022). The PAS-3 includes 25 items, each composed of 2-5 indicator strands and scored on a 7-point Likert scale (1 = inadequate, 3 = minimal, 5 = good, and 7 = excellent). Item scores are averaged to determine a mean PAS-3 score. Of particular interest to this study is Item 5: Benefits. Item 5 measures employee access to health insurance and considers what percentage of the cost is paid by the employer, the total number of paid time off days within the first and fifth years of employment, access to a retirement plan, and the percentage at which the employer will match the employee’s contribution. Last, Item 5 explores provisions made to cover the costs of staff’s professional development. Non-applicable is allowed as a response for indicators related to health insurance and retirement if there are no full-time staff employed by the program. Sample Program enrollment ranged in size from four children to 285, with a mean enrollment of 65 and a median of 55. Total program staff for the sample ranged from two to 44 staff, with an average of just under 14 staff (13.93) and a standard deviation of 8.80. Table 1 below provides a detailed breakdown of staff by role and full-time and part-time status.
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