Sample Parent Letter: Beginning of Recruitment Process

The following paragraphs may be useful in developing a letter that might work for your

situation when contacting parents about your beginning music program.

Each year at this time, students eagerly wait their turn to join our music program. The study of music could be one

of the most valuable components in your child’s education. Current research shows that playing an instrument

increases brain development and—along with developing responsibility, mental discipline, teamwork and self-

esteem—will provide enjoyment and fulfillment while fostering a lifelong appreciation of music.

As part of the initial process of identifying interested students, we give a musical aptitude survey to all of the

students in your child’s grade. We are pleased to report that your child’s results were very favorable and that your

child is considered a good candidate for the school’s instrumental music program.

Our beginning instrumental music class for next year is now being organized. A registration meeting has been

scheduled for [day and date] at [time] at [place]. It is important that you attend this meeting as I will review the

schedules, provide information about lessons and describe the various instruments as well as answer any questions

you may have. We understand you have a busy schedule so the meeting will be short, but informative.

All instruction is free and all that is necessary is for you to obtain an instrument for your child. A quality instrument

is the most essential piece of equipment needed for your child’s success. Although you may certainly consider the

purchase of an instrument for your child at some point, I have asked a representative from

_________________________________________, our music dealer, to attend our registration meeting to review

the reasonable rental plan they have available.

Music is a precious element of daily living. I know that you agree that every child should have the opportunity to

participate in music-making, to develop an appreciation for it, and to tap into their hidden talents through the

study of it. You can learn more about our program by visiting our website at:

______________________________________________.

I look forward to seeing you at the meeting. If you have any questions, feel free to call me at [phone number

or e-mail me at [e-mail address].

Please complete and return the questionnaire before [date]:

I would like my child to enroll in: beginning band _______ orchestra_______ guitar _______ mariachi ________

I will attend the parent meeting: Yes _____ No _____

I have a schedule conflict; please call me at: _____________________________ or ___________

Name of Parent or Guardian: _____________________________________________

Street Address: _________________________City:___________________________Zip:____________________

Home phone:________________ Cell phone: _____________________ Email: ___________________________

Name of Student:_______________________________________

Student phone: _______________________________________

Do you have an instrument? Yes___ No___ If yes, what instrument?_____________________________________

Is there a specific instrument that your child is most interested in playing? ________________________________

Please specify your preferred method of contact: Home Phone ____Cell phone ____Email ____ Letter_______

Sample Forms

Sample Student Evaluation by Classroom Teacher

It is recommended that you consider using Google Forms to create a more streamlined method for responses.

Student Name ____________________________________________________Grade _____________________

1. Scholastic level:

A. Outstanding ☐

B. Good ☐

C. Average ☐

D. Poor ☐

2. Scholastic Capabilities:

A. Outstanding ☐

B. Good ☐

C. Average ☐

D. Poor ☐

3. Work Habits:

A. Outstanding ☐

B. Good ☐

C. Average ☐

D. Poor ☐

4. Self-Discipline:

A. Outstanding ☐

B. Good ☐

C. Average ☐

D. Poor ☐

5. Cooperation with Teacher:

A. Outstanding ☐

B. Good ☐

C. Average ☐

D. Poor ☐

6. Cooperation with Others:

A. Outstanding ☐

B. Good ☐

C. Average ☐

D. Poor ☐

7. Motivation:

A. Outstanding ☐

B. Good ☐

C. Average ☐

D. Poor ☐

8. Recommendations:

A. Student would be a credit to

band/orchestra

B. Band/orchestra could improve

this student

C. Participation questionable

D. Comments _______________________

__________________________________

For Directors Only:

Test Score

__________________________________________

Recommended Instrument

__________________________________________

1w.musicachievementcouncil.org

Sample Telephone Recruiting Script

Hello, my name is _____________________. I am calling for _____________________, the band/orchestra/guitar/

mariachi director at _______________________ [school.] In the recently conducted survey of the ______ grade

students at _________________ school, _________________ [their child’s name] had a very high music aptitude

rating and showed a lot of interest in learning to play an instrument. We hope you will encourage ___________

[their child’s name] by giving him/her the opportunity to join our fine instrumental music program.

Sample Instrumental Music Recruiting Meeting Survey

(To be filled out by the parent)

Student’s Name _____________________________ Parent’s Name ____________________________________

Street______________________________________ City______________________________________________

Phone _______________________________School __________________________________ Grade _________

What instrument is your child interested in learning? ________________________________________________

Do you have that instrument? Yes___ No___

Comments: _________________________________________________________________________________

________________________________________________________________________________________

Sample Instrumental Music Progress Report

Dear Parent,

This letter is to inform you of your child’s progress in our music program. The students have been given weekly

assignments to study and practice. The evaluation of all students is based on these assignments plus the level of

achievement they demonstrate during class.

Factors considered include the comprehension of the music being studied as demonstrated by your child’s

performance in rehearsal, attentiveness in class, and assorted homework assignments which include studying and

practicing at home.

I am happy to say that __________________________________________ [student’s name] is doing very well.

The following are my suggestions for continued improvement:

____________________________________________________________________________________________

_______________________________________________________________________________________

Please call (phone number)___________________or e-mail (e-mail address) ______________________________

if you have any questions or concerns.

Sample Report to Parent

(Be sure that this is printed on letterhead if given to the student to take home to the parent. You might also

consider emailing it directly to the parent, however please ask parents ahead of time what their preferred method

of contact will be – phone, email, letter, etc.)

Date: ________________ School: ______________________________ Call: __________________________

First, let me thank you for helping me to help your child. I thought it might be helpful for me to provide you with an

update regarding ___________ [student’s name] progress in band/ orchestra/guitar/mariachi.

After you have read through the information below, please sign and return this letter. Feel free to call me at

_____________ [phone number] if you have any questions regarding your child’s progress.

1. Class preparedness is: Excellent Good Fair

2. Completion of required work is: Excellent Good Fair

3. Progress is: Excellent Good Fair

4. Attitude in Class is: (Ex. Cheerful and cooperative, in need of improvement): _____________________________

__________________________________________________________________________________________

5. Was absent on the following days: _______________________________________________________________

6. Was tardy on the following days:_________________________________________________________________

7. Attended class without: Instrument ___________________________ Music _____________________________

8. Assignment not prepared on: __________________ Today’s assignment is: ______________________________

______________________________________________________________________________________________

__________________________________________________________________________________________

9. Needs the following materials: __________________________________________________________________

10. Instrument needs the following repair: __________________________________________________________

Comments: ____________________________________________________________________________________

__________________________________________________________________________________________________

Parent/Guardian Signature _________________________________ Date__________________20

Sample Request for Parents to Participate in the Parent Support

Group/Booster Organization

(Reminder to disseminate via Google Forms, when possible)

Name: ____________________________________________________________________________________

Home Phone: ______________________________________________________________________________

Address: ______________________________________________________________ ZIP Code: ___________

Place of Employment: ________________________________________ Work Phone: ____________________

Work E-mail: ____________________________________________________ (used only in case of emergency)

Spouse’s Name: ____________________________________________________________________________

Place of Employment: _________________________________________ Work Phone: ___________________

Work E-mail:____________________________________________________ (used only in case of emergency)

Preferred method of contact: _________________________________________________________________

Student’s Name: __________________________________ School: __________________________________

I/We would like to assist the music program in the following ways (please check all appropriate areas):

Telephone Committee

Publicity Committee

Programs (printing, designing, etc.)

Ushering at concerts

Assisting teacher during the day — administration and/or office work

Transportation for special concerts, rehearsals or performances

during the daytime or at night or weekends

Chaperoning student activities

Planning student activities (parties, trips, etc.)

Providing baked goods (student refreshments, receptions, etc.)

Aid in setting up for concerts

As needed

Other (Please comment):

________________________________________________________________________________________

______________________________ Date:_________________

Student Exit Survey: Check List

Name _______________________________________ Date___________________

Please check all that apply:

Equipment:

Does this student use a school instrument? Yes No

Relocating:

Moving out of the district

Moving within the district to _____________________________________________________________

Conflict:

With present instructor With outside school activities

With next instructor With music selection

With instructor at the next level With boredom

With schedule With other band students

With 5th grade recess Not my kind of group

With 6th grade rehearsal time I’m a better athlete and they want me to choose

With marching band My parents want me to concentrate on academics

With concert band This isn’t what I thought it would be

With athletics

With other school activities

“I’ve lost interest” What does that really mean?

It’s too hard I’m afraid of playing by myself

I feel more rewarded in something else I play the wrong instrument for jazz band

It takes too much time Too costly

I’m not good enough Seems to control my life

I don’t feel good about my efforts

I’m afraid of the future in band: What specifically are you afraid of:

Competition Physical part of marching band

Time commitment I’m not good enough

Notification received via: (check appropriately

Parent Note Parent phoned Guidance office

No notification. Action taken:

Parent contacted by phone or email Parent conference held No action was necessary Other

Comments:

______________________________________________________________________________________

Feel free to provide additional information on the reverse side of this form. Thank you.