Conferencing and Portfolios

I'm in need of some help with both of these areas. In my school we have to conference with our students while they are in their work period (the workshop model). If anyone can give suggestions, advice or share any system that works for you, I would greatly appreciate it.
#1. What exactly are you having your students put in their portfolios?? (that demonstrates student progress from Sept.- June). Also, how do you organize them? (i.e table of contents, etc.).

#2. When do you conference with your students?? individually or in groups?? how often?? What and how are you recording this as evidence?? (i.e do you use some type of graphic organizer?? I so, what does it look like??

If anyone can help, I'd be grateful. I need to find a successful system that works and isn't overwhelming or stressul (as you all know all this paper work and gathering it can be). Especially with large class sizes. BTW, I'm in a middle school. THANK YOU

Message edited 9/11/2011 7:45:45 PM.