Consultation Evenings

We hold regular Parent Consultation Evenings throughout the academic year: once a year for Years 7-10 & 12, and twice a year for Years 11 and 13. We now hold all our consultation evenings via online video calls: please find instructions below on how to sign in to the Consultation Evenings system, how to book appointments, and how to attend the evening itself. If two parents will be in different locations for the evening, e.g. one is at work, or you are separated, it is possible for one parent to invite the other so both can attend; instructions for this are below.

Please ensure you are somewhere with a strong internet connection and minimal background noise for the calls; as a rule of thumb, if you can stream a YouTube video in high quality without buffering, you shouldn't experience problems on the evening.

We also regularly solicit parents for feedback on our consultation evenings; some recent examples of this can be found at the end of this page.
  1. Logging In
  2. Booking Appointments
  3. Inviting another parent
  4. Attending appointments

Logging in to the Consultation Evenings system

Click the Consultation Evenings link at the top right of our website.
In order to login you need to provide your first and last names, and the first name, last name and date of birth of your child. If you have multiple children attending KGGS, you can login using either of their details. The system also asks you for your email address; this is to ensure that appointment confirmations are sent to the correct place.

If you are having trouble logging in, please try variations on your name, e.g. if you go by Jo, also try Joanne. If you are still unable to login, please email mailto@kggs.org FAO: IT Support to confirm your details; there may be an error in our data that we can correct to fix your login.

Booking Appointments

1. Select Consultation Evening
Click on the date for the consultation evening you are booking for. If you are unable to make the evening, please click I'm unable to attend.
2. Select Booking Mode
Choose Automatic if you'd like the system to suggest the shortest possible appointment schedule based on the times you're available to attend.

To pick the times to book with each teacher, choose Manual, then press Next.

We recommend choosing the automatic booking mode when browsing on a mobile device.
3. Select Availability
Drag the sliders at the top of the screen to indicate the earliest and latest you can attend.
4. Choose Teachers
Select the teachers you'd like to book appointments with. A green tick indicates they're selected. To de-select, click on their name. Please note: for Key Stage 3 evenings you will be limited on the number of appointments you can make in the first 72 hours, in order to allow for fairer booking.
5. Automatic Booking
If you chose the automatic booking mode, you'll see provisional appointments which are held for 2 minutes. To keep them, choose Accept at the bottom left.

If it wasn't possible to book every selected teacher during the times you are able to attend, you can either adjust the teachers you wish to meet with and try again, or switch to manual booking mode.
5. Manual Booking
Click any of the green cells to make an appointment. Blue cells signify where you already have an appointment. Grey cells are unavailable.

To change an appointment, delete the original by hovering over the blue box and clicking Delete. Then choose an alternate time.

You can optionally leave a message for the teacher to say what you'd like to discuss, or raise anything beforehand.

Once you're finished booking all appointments, at the top of the page in the alert box, press click here to finish the booking process.
6. Finished
All your bookings now appear on the My Bookings page. An email confirmation has been sent and you can also print appointments by pressing Print. Click Subscribe to Calendar to add these and any future bookings to your calendar.

To change your appointments, click on Amend Bookings.
9. [OPTIONAL] Invite another parent
You may invite up to one other parent to an appointment if (e.g.) you live at different addresses, or one parent will be at work during an appointment slot. You can do this when you first book your appointments, or return any time before the evening starts. Further instructions for doing this are available here.

Attending appointments

On the evening itself, simply login to the Consultation Evenings site (as you did for booking) and click the Join Video Appointments button at the top of the page:


If you have been invited by another parent, you will have received an email with a link in to join the evening's calls instead. You must use that instead of logging in.

Your web browser may prompt you to allow access to your webcam and microphone with a pop up similar to this. Please click Allow. If you have a webcam available (laptops and phones will have them built in) you should see your face on the screen, and also see the sound meter reacting to the sound of your voice. We also recommend pressing the Play a test sound button to be sure you will be able to hear teachers.

You can click the Device Settings button to change your options here, if multiple cameras/microphones are available.

Once your devices are set up you can click Proceed to video call. This next page is where you will spend the evening: each call will appear in turn on this screen, and your schedule is displayed for you. You need to click to join each call but do not need to navigate away from this page.

There is a countdown shown above the video port displaying how long is left in the current call. This will change colour when less than a minute remains. Once the timer reaches zero the call will be automatically disconnected; this is out of the control of the teaching staff so please do not be offended if this happens. It is necessary to ensure the schedule is adhered to.

Feedback

We ask parents attending our Parents' Consultation Evenings to complete a questionnaire so we can ensure we are meeting your high expectations.

Below are a number of links to the feedback provided by parents after each consultation evening. Responses are then discussed within the Academy and shared with governors. The information provided then helps the forward planning of the senior leadership team as part of our continual review processes to shape our current practices and see where improvements can be made.

If you do have any specific concerns please do contact the Academy and we will be happy to discuss these with you.