Table of Contents About PTA 2 Leadership Competencies 3 Texas PTA Diversity, Equity, and Inclusion Policy 4 Standards of Continuing Affiliation 5 Fiduciary Duty 6 Protecting Your PTA with Insurance 7 Essential Knowledge 8 Getting Started 11 Duties of the Chair 12 Finance for Executive Board Members 13 Communications for Exec Board Members 16 Keeping Records 18 Example Plan of Work 19 Successful Programs 20 Program Planning Timeline 21 Learning Format 23 Programs with a Fundraising Element 24 Family Engagement 25 Possible Program Options 25 Suggested Monthly Focus 27 Arts in Education 31 Example Arts in Education Plan of Work 35 Texas Arts in Education Resources 36 National Arts in Education Resources 37 Reflections 38 National PTA Reflections Program 38 Local PTA Reflections Program Procedures 39 Judging Techniques for Reflections 42 Reflections Program Awards Levels 43 Preparing Advancing Reflections Entries 44 Reflections FAQ 45 Healthy Lifestyles Programs 47 Healthy Lifestyle Programs Make a Difference 47 Example Healthy Lifestyles Plan of Work 51 Effective Strategies 52 Communication 52 Programs and Events 53 Partnerships 54 Rewards & Recognition 54 Advocacy 55 Supporting Organizations 56 Suggested Monthly Focus 56 Training & Learning Resources 58 Texas PTA Staff and Board of Directors Support 60 Easy access to all of the live links in the Resource Guide are available at a scan of the QR code.
About PTA VISION Every child’s potential is a reality. MISSION To make every child’s potential a reality by engaging and empowering families and communities to advocate for all children. PURPOSES ● To promote the welfare of children and youth in home, school, places of worship, and throughout the community. ● To raise the standards of home life. ● To advocate for laws that further the education, physical and mental health, welfare, and safety of children and youth. ● To promote the collaboration and engagement of families and educators in the education of children and youth. ● To engage the public in united efforts to secure the physical, mental, emotional, spiritual, and social well-being of all children and youth. ● To advocate for fiscal responsibility regarding public tax dollars in public education funding. VALUES ● Collaboration: We will partner with a wide array of individuals and organizations to broaden and enhance our ability to serve and advocate for all children and families. ● Commitment: We are dedicated to children’s educational success, health, and well-being through strong family and community engagement, while remaining accountable to the principles upon which our association was founded. ● Diversity: We acknowledge the potential of everyone, without regard, including but not limited to: age, culture, economic status, educational background, ethnicity, gender, geographic location, legal status, marital status, mental ability, national origin, organizational position, parental status, physical ability, political philosophy, race, religion, sexual orientation, and work experience. ● Respect: We value the individual contributions of members, employees, volunteers, and partners as we work collaboratively to achieve our association’s goals. ● Accountability: All members, employees, volunteers, and partners have a shared responsibility to align their efforts toward achieving our association’s strategic initiatives. PTA NATIONAL STANDARDS FOR FAMILY-SCHOOL PARTNERSHIPS ● Standard 1: Welcome All Families The school treats families as valued partners in their child’s education and facilitates a sense of belonging in the school community. ● Standard 2: Communicate Effectively The school supports staff to engage in proactive, timely, and two-way communication so that all families can easily understand and contribute to their child’s educational experience. ● Standard 3: Support Student Success The school builds the capacity of families and educators to continuously collaborate to support students’ academic, social, and emotional learning. ● Standard 4: Speak Up for Every Child The school affirms family and student expertise and advocacy so that all students are treated fairly and have access to relationships and opportunities that will support their success. ● Standard 5: Share Power The school partners with families in decisions that affect children and families and together—as a team—inform, influence, and create policies, practices, and programs. ● Standard 6: Collaborate with Community The school collaborates with community organizations and members to connect students, families, and staff to expanded learning opportunities, community services, and civic participation. 2
Leadership Competencies Skills and Abilities Demonstrated by Effective Leaders Successful leaders are effective leaders. Think of some of the most effective PTA leaders you have worked with. They fill their PTA role well, but their leadership capacity goes beyond that. They have skills and abilities that allow them to step into various roles. They see the value people have to offer and seek their involvement. They provide a clear purpose that others want to follow. They lead with integrity and strive to improve continually. Texas PTA has identified a set of competencies that effective leaders demonstrate. Current and potential leaders can use these skills and abilities to improve their leadership. Local or Council PTA nominating committees can use them to recruit, nominate, and elect effective leaders. The competencies also drive our Full Circle Leadership Development program. This list is by no means exhaustive. Rather, it is representative of the qualities PTA leaders demonstrate in the work they do to make every child’s potential a reality. Competencies Descriptions Integral to All Categories Communications Listens actively and conveys information clearly, concisely, and accurately in both writing and speech Adaptive Creativity Sees and thinks of new ideas, alternatives, and ways to do things Continuous Learning Pursues the development of skills and knowledge Forward-Thinking Critical Thinking Obtains all relevant information, identifies problems and causes, evaluates information, and determines criteria that indicate solutions Motivation Demonstrates and promotes interest and enthusiasm Vision Demonstrates a clear understanding of the future and how to get there Interpersonal Collaboration Works as a team to achieve a common purpose, putting service before self Initiative Steps up unprompted and goes above and beyond with excellence Relationship Building Develops trust and mutual respect, and values diversity Intrapersonal Empathy Expresses verbal and nonverbal recognition of feelings, needs, and concern for others Integrity Does the right thing when no one is watching Self-Awareness Assesses their strengths and weaknesses Technical Delegation Shares responsibilities, including guidance and follow-up Time & Resource Management Effectively prioritizes and manages the resources to accomplish the goals of the group or project 3
Texas PTA Diversity, Equity, and Inclusion Policy This Policy has been developed by the Texas PTA Diversity, Equity, and Inclusion Task Force, adopted by the Texas PTA Board of Directors (“Board”), and is intended to be consistent with the National PTA’s Diversity, Equity, and Inclusion Policy. This policy is also designed to further the commitment of Texas PTA to diversity, equity, and inclusion: To continually be a voice for all children by reflecting diversity and inclusivity in our membership, leadership, program content, advocacy, training, partnerships, and communications. We acknowledge the potential of everyone without regard, including but not limited to: age, culture, economic status, educational background, ethnicity, gender, geographic location, legal status, marital status, mental ability, national origin, organizational position, parental status, physical ability, political philosophy, race, religion, sexual orientation, and work experience. Effective Date: This policy was amended as of May 23, 2023, shall be reviewed by the Board every two years, and shall remain in effect until amended or replaced in its entirety as a result of action by the Board. Scope: This policy shall guide Texas PTA, its Board, all constituent divisions (Local PTAs and other divisions, including Council PTAs), and their respective members. Definitions: For the purpose of this policy: ● Diversity is the representation of and respect for people from different backgrounds and identities—including but not limited to race, ethnicity, culture, religion, socioeconomic status, age, geographic area, sexual orientation, gender identification, language, approaches to learning, diagnoses, or exceptionalities impacting learning or access to learning, and physical appearance. It also involves bringing different ideas, perspectives, lived experiences, talents, values, and worldviews to represent the wide variety of children, caregivers, educators, and communities within the PTA family. ● Equity provides fairness and access to resources, opportunities, and outcomes so that all communities are provided with what they need to be engaged and successful. This moves beyond an “equal across the board” approach to include the following: a) Recognize and address bias and privilege. b) Understanding and attending to specific individual and community needs, providing additional resources to those with greater needs. ● Inclusion is actions, behaviors, and social norms that strive to ensure all people feel safe, welcomed, and accepted. This means putting diversity into action with skill and intentionality, striving to ensure everyone feels respected, supported, and valued—and can fully participate with an equal voice and a right to be heard. This includes actively seeking out voices that have been traditionally underrepresented and/or marginalized. Policy: Texas PTA, its Board, and its constituent divisions (Local PTAs and other divisions, including Council PTAs) shall: ● Promote and encourage awareness, inclusion, and engagement of all diverse populations represented in the community. ● Openly assess beliefs and practices to ensure inclusiveness and equity and to guard against discrimination. ● Strive to ensure that the membership, leadership, programs, partnerships, and published materials reflect the diversity of their communities. ● Facilitate communication with families in their communities in languages they understand to the extent possible. ● Identify and address barriers that hinder inclusivity. ● Foster programs and practices that eliminate bias, prejudice, and misunderstanding. ● Advocate for funding, laws, and regulations that support programs, policies, and services that meet the health, safety, and educational needs of all student populations in Texas public schools. ● Provide resources and training that develop a more diverse and inclusive group of members, leaders, and community. Texas PTA first adopted a Cultural Diversity and Inclusion policy on July 26, 2012. 4
Local PTA Standards of Continuing Affiliation Each membership year, Local PTAs must meet both of the following requirements to attain Active Status with Texas PTA. The membership year begins on August 1. 1. Remit to Texas PTA state and national membership dues for at least 20 members. 2. Submit to Texas PTA the name and contact information (mailing address, phone number, and email address) of at least one current executive board member, preferably the president. Local PTAs must comply with all of the following standards to remain in Good Standing with Texas PTA. Local PTAs that do not maintain Good Standing will be subject to a Local PTA Retention Plan as described below. 1. Maintain Active Status with Texas PTA. 1 (see requirements above) 2. Report all additional members and remit state/national dues to Texas PTA each year. 3. Submit to Texas PTA the name and contact information for all additional executive board members within 15 days of election or appointment. 2 4. Review Local PTA bylaws (and standing rules, if applicable) every three years and submit to Texas PTA for approval. 3 5. Each year, within 60 days of fiscal year-end, electronically file and have accepted by the IRS the appropriate “Form 990 Return of Organization Exempt from Income Tax”. Local PTA Retention Plan (initiated when a Local PTA does not maintain Good Standing) Notification: Texas PTA will notify the PTA of the actions required to attain Good Standing. The PTA will have 30 days from the date of the notification to meet all Good Standing requirements to avoid moving into the Restriction Phase.* Restriction: While in the Restriction Phase, the PTA is not eligible for awards, programs, or grants administered by Texas PTA or National PTA. The PTA will have 30 days to meet all Good Standing requirements to avoid moving into the Restructure Phase. Restructure: For PTAs that do not attain Good Standing following the Notification and Restriction Phases, Texas PTA may begin the process of restructuring the leadership of the PTA or revoking the PTA’s charter. A PTA that signs an Action Plan may temporarily move into Intervention, giving them time to resolve any outstanding issues. The PTA will continue to be ineligible for awards, programs, and grants administered by Texas PTA and National PTA until Good Standing is achieved. Intervention: Once in the Intervention Phase, Texas PTA will assign a support team to assist the PTA. If all Action Plan requirements are not resolved by the agreed-upon date, the PTA will be moved back into Restructure. *With cause, Texas PTA may place a Local PTA that has not met all Good Standing Requirements into the Intervention Phase early. 1. Active Status is used to determine eligibility in many Texas PTA programs and services. Please reference specific program eligibility requirements to ensure your PTAs participation. 2. PTAs submit executive board member information to Texas PTA electronically via the Texas PTA website. 3. Bylaws are submitted via the Bylaws Submission Form found on the Texas PTA website. 4. Proof of filing and acceptance is the Exempt Organization Business Master File issued regularly by the IRS. 5
Fiduciary Duty The Internal Revenue Service (IRS) (as included on Form 990) requires reporting by nonprofits on a range of governance issues that reach far beyond financial reporting, including executive board member “fiduciary duty.” Fiduciary duty is a legal responsibility to act in the best interest of another person or entity. Fiduciary implies a level of trust that is necessary to represent our members. Executive board members have three fundamental fiduciary duties: ● The duty of care means that an executive board member actively participates, attends executive board and membership meetings, is educated on the industry, provides strategic direction, and oversees the daily operations of the PTA. ● The duty of loyalty requires an executive board member to operate in the interest of the PTA and not to use their position to further a personal agenda. ● The duty of obedience requires an executive board member to know the state and federal laws and regulations that apply. This includes the regulations and guidance issued by the IRS and the Texas State Comptroller’s Office. Obedience to governing documents requires a deep understanding of the operating documents (bylaws, standing rules, policies, executive board resource guides, and required Texas PTA training). Finally, obedience requires that an executive board member not act outside the scope of the PTA’s legal documents. Fiduciary duty in PTA means the executive board members act as trustees of the organization. This includes exercising due diligence to ensure the organization is well-managed and its financial situation remains sound. Specific examples of how executive board members fulfill these duties are outlined in the PTA bylaws. 6
Protecting Your PTA with Insurance Texas PTA strongly encourages PTAs to obtain adequate insurance protection against liability and financial loss due to fraud, embezzlement, or dishonest acts. Texas PTA negotiated a group discount with Association Insurance Management (AIM) (800-876-4044) to obtain insurance coverage at affordable prices. Similar coverage may be obtained from any insurance company, locally or otherwise. AIM offers several types of coverage listed below, and PTAs may secure any combination of coverage at any time during the year. Additional information may be found on Texas PTA's PTA Insurance web page. Event/General Liability Coverage ● $1,000,000 or $2,000,000 liability coverage per occurrence (no deductible) ● Protection from lawsuits if someone is injured at one of your events ● $5,000 per person medical payment included (no deductible) ● Option for increased medical payments: $10,000, $25,000, and $50,000 ● Option for Media Liability to cover you if you accidentally misuse or disclose information on your PTA website or social media ● Option for Hired and Non-owned Auto Liability ● Option for Abuse and Molestation Coverage Event/general liability insurance covers carnivals, bounce houses, dunking booths, fun runs, skating parties, auctions, and more. Directors & Officers Liability Coverage ● $1,000,000 liability limit (no deductible) If someone sues the officers of your PTA for mismanagement, misrepresentations, dissemination of false or misleading information, or inappropriate actions, this coverage pays to defend them against those actions. Embezzlement Coverage (Fidelity Bond) ● Standard bond limits are $10,000, $25,000, and $50,000 (higher amounts up to $250,000 are available) ● Usually based on annual revenue ● $250 deductible Embezzlement insurance covers monetary losses sustained by a PTA through any fraudulent or dishonest act(s) or embezzlement committed by any of the elected officers, members, or volunteers. Note: For embezzlement insurance to apply, a PTA must have account statements reviewed monthly by a non-signer and conduct an annual financial reconciliation. Business Personal Property Coverage (Inland Marine) ● Coverage available: $10,000 to $250,000 ● $250 deductible Property insurance covers items such as raffle merchandise, auction items, and fundraising supplies while in your PTA's care, as well as your PTA’s personal property like popcorn machines, school store supplies, emergency relief supplies, and more. 7
Essential Knowledge The president serves as the presiding officer of the Local PTA and chairs the executive board and membership meetings. It is the president’s responsibility to be well-prepared. The president ensures each officer and committee chair has the materials they need to do their work and is the link to the principal. The president directs the PTA’s affairs in cooperation with the other executive board members for a term of one year. The term begins at the start of and ends at the close of the fiscal year, as specified in the bylaws. Participation and cooperation secured by officers, committee chairs, and members will determine the PTA’s success. Structure of PTA The Local PTA and its members are a part of Texas PTA and National PTA. This chart shows the relationship between the various levels of PTA. Membership Members are the backbone of our association. Membership does not consist of mere numbers. We must look beyond the numbers and strive to build a knowledgeable team of individuals working for all children. A membership engaged in the school and community will build the foundation for its children and future generations. A membership that reaches beyond the parents and teachers and looks out into the community will open its doors to many opportunities. By extending membership, our voice becomes stronger, so policymakers on all levels will hear a strong, unified voice for all children. Member Information Texas PTA is a membership association, and members can expect their information to be confidential. According to the Local and Council PTA bylaws, member lists will not be released to outside interests. Members can also expect the information about their children to be protected. While many PTAs publish membership directories that include classroom lists and student names, those directories must include information only with the parent's permission. Consult your school district policies and procedures for the release of student information. Copies of the directory should not be released to outside parties, such as vendors who may want to use the directory for commercial purposes. Protecting the rights of members is crucial. Programs Planning and promoting PTA programs and events is a primary responsibility of the PTA. Our programs and events are often avenues to achieve our goals as child advocates and supporters of public education. PTA programs educate the membership and draw the members into a community of support for the children and families served by the PTA. Programs today are creative and meaningful. PTA leaders acknowledge the heavy demands of family schedules and plan programs that invite full family participation. PTA is unique in that it offers a way for families of differing religions, cultures, economic groups, and political interests to unite in support of one common issue – the health and welfare of children. No other organization exists to serve this function so completely. PTA programs should inform the membership of issues, educate parents, and provide a sense of community that unites families beyond their children’s school involvement. Family engagement results in higher student achievement and closer family-school ties. Advocacy Texas PTA is a member-based association that advocates. PTA supports legislation that will raise the quality of opportunities for all children, regardless of race, creed, or religion. Local Support of State and National Legislation A PTA may actively support any items on the adopted legislative program. It should not, however, in the name of PTA, oppose items that National PTA or Texas PTA has adopted. 8
State Legislative Action Texas PTA works to further only such legislation supported by Texas and National PTA positions and resolutions as approved by our members or otherwise designated as priorities by the Texas PTA Board of Directors, utilizing grassroots feedback. Local Issues A Local PTA can and often should take local action if its members approve. As an association, it may act on local issues if they affect children’s and youth's education, health, or welfare. In all such issues, the following policies should be observed. Policies ● Nonpartisan PTA takes a stand on issues and principles—not on candidates or political parties. Issues may become identified with partisan politics because of the differing approaches to the solution. Still, the basic principles involving the welfare of children and youth are matters of public concern and, therefore, PTA business. Nonpartisan activities include encouraging voter participation and educating voters, conducting or promoting voter registration, and educating candidates on issues. ● Nonsectarian PTA welcomes into membership people representing a diversity of cultures, ethnic backgrounds, and political and religious beliefs. Membership in PTA is open, without discrimination, to anyone who believes in and supports the mission and purposes of National PTA. ● Noncommercial The name “PTA” (a registered service mark) or the names of its officers shall not be used in conjunction with the commercial activities of other organizations, including, but not limited to, the promotion of their goods and services. This policy should be applied with judgment, discretion, and common sense, recognizing that it is not meant to prohibit all contact or cooperation with such groups. Before accepting donations of goods or services, a PTA association, at any level, should consider whether such acceptance might be construed as an endorsement of the provider. School Board Elections Leadership on local boards of education is of vital interest to all PTA members. To help the community ascertain the qualifications of the candidates for the school board, a Local or Council PTA may participate in, initiate, or sponsor a public meeting for this purpose. Invite all community groups to send representatives to the meeting so that each candidate's qualifications may be thoroughly discussed and widely publicized. All candidates must be asked to speak to avoid even the appearance of partisanship or discrimination. Nonprofit Status Local PTAs fall under the Internal Revenue Code classification of tax-exempt 501(c)(3) nonprofits. Texas PTA has developed procedures and provided detailed information to protect PTAs from violating the restrictions that apply to the 501(c)(3) classification. Review the Basics Treasurer Resource Guide for more information on the rights and responsibilities of being a 501(c)(3) organization. Field Service Representatives The Texas PTA President appoints field service representatives (FSRs) as an outreach of Texas PTA. Each PTA has an assigned FSR to offer support and receive feedback for Texas PTA. Local PTAs, particularly those not members of a Council PTA, should contact their FSR to establish a relationship. Council PTAs A Council PTA is a group of Local PTAs within a stipulated boundary, organized under the authority of Texas PTA. If you are in a Council, your Council PTA is your first point of contact for any guidance or assistance you may need throughout your term. Council PTAs provide information, inspiration, support, guidance, and instruction to its member PTAs. It strengthens Local PTAs, develops leaders, promotes PTA membership, and advances Texas PTA’s goals, programs, and initiatives. Council PTAs should be mindful that they work with and are not in conflict with their Local PTAs. 9
Council PTAs shall not ● legislate for the Local PTAs, including setting rules for Local PTAs or taking action involving Local PTAs without their consent; ● duplicate the work of Local PTAs, nor compete with them; ● pay dues to the Texas or National PTAs but may pay dues to Texas PTA on behalf of Local PTAs; ● compel Local PTAs to enter into Council PTA projects; ● assess Local PTAs for funds without their consent; or ● change Council PTA dues or amend Council PTA bylaws without an affirmative vote of the delegates. 10
Getting Started Congratulations! As a newly elected or appointed executive board member, getting started as quickly as possible after your election or appointment is important to set yourself up for success. ● Register as a PTA leader with Texas PTA by clicking on the “PTA Executive Board Member? Register Here.” orange button near the top of the Texas PTA website or by clicking here. ● Complete required FOUNDATIONS Training. Each executive board member is required to complete training each year within 30 days of their election or appointment according to the bylaws. Refer to this guide's Training and Learning Resources section to learn which pieces are necessary for you as you begin the new term. ● Meet with your predecessor to complete a transition meeting. This is a great time to get all of the materials that they used during their last term in the form of an official procedure book, through access to a file storage service, or on a USB drive. The transition meeting is a great time to get many of your questions answered - big and small! ● If you didn’t receive a copy of the PTA’s current bylaws and standing rules, if applicable, and stand-alone policies from your predecessor, request a copy using the Bylaw Request form found Bylaws web page and thoroughly review them. Specific details about your position and the duties you take on as an executive board member are outlined in these governing documents. ● Typically, during the summer, you will be asked to complete a plan of work or POW. POWs are used to recommend amendments to the budget passed at the annual meeting. Each executive board member creates, and the full executive board approves, their plan of work regardless of whether their work directly impacts the budget through income or expense lines. No matter when you join the executive board, be sure to ask for the current plan of work and update it as needed. Example plans of work are available in all resource guides and on the appropriate PTA leader web pages. ● Join your PTA! According to the bylaws, all executive board members must become members of the PTA for which they are serving within 30 days of the start of the membership year in which they were elected or appointed or if they are elected or appointed after the start of the membership year, within 30 days of the election or appointment. ● Update your calendar with all membership and executive board meeting dates. These dates should be determined at the first executive board meeting of the year per the bylaws. Your presence is important and necessary for the business of the executive board to be completed. ● Ensure a successful start to the PTA year by having the executive board conduct an annual review of the Records Retention Policy, sign the Confidentiality, Ethics, and Conflict of Interest agreement, establish a membership-approved budget for the PTA, and verify the completion of the Financial Reconciliation. ● Each year, Texas PTA provides a list of Standards of Continuing Affiliation that must be completed in order to achieve good standing status. Check the Local PTA Roster to confirm your PTA is in good standing. If it is not, it is important for you to know why and to ensure that the issues are resolved. 11
Duties of the Chair The need to value and support each child in their daily life and education is the responsibility of both parents and the community. PTA recognizes that the home is the major influence on a child's life and the major source of character development, values, attitudes, and abilities. The home environment must provide the love, warmth, and encouragement each child needs to develop their capabilities fully. The importance of the family and the home is clearly stated in the mission and purposes of PTA. Parent education programs and projects provide information on issues affecting children and youth and help parents recognize the need to become actively involved in all areas of concern in the lives of children. PTA-sponsored study/discussion sessions allow parents to become more knowledgeable and capable of handling their responsibilities. The programs and/or parent education chair works with others in the community to provide opportunities that empower parents. They should promote parent education study courses and strive to make members aware of the importance and need for parent education. It is always important to tie membership and member benefits to everything we do, including programs. ● Preparation: Review National and Texas PTA materials and attend training offered by National, Texas, and Council PTAs. Study the PTA bylaws and procedure book provided by the former chair. ● Awareness: Recognize the problems concerning education today, such as changing neighborhood schools, politics in public education, finance, parenting (with all of its implications), absenteeism, and involvement. Study all aspects of these issues and guide informative, challenging programs. ● Survey: Survey the members to determine their needs and concerns, and set goals to present programs that meet these needs. Meet with the principal to receive input from the teachers and staff. ● Teamwork: Build a team by creating a committee. Assign tasks so that everyone becomes involved. Work with all PTA chairs to implement programs that permit a maximum number of members to participate. The PTA chair can effectively connect with community organizations with similar goals. Seek opportunities to be represented in these organizations and participate as a coalition member in community-wide presentations. ● Planning: Complete a plan of work and present it for approval by the executive board. Anticipate income and expenses for inclusion in the proposed budget. ● Coordination: Coordinate the efforts of committee members. Verify that plans are going according to schedule on arrangements and publicity. ● Development: Develop programs based on the needs and concerns of the school's families and community. Remember to plan, publicize, present, and evaluate each program thoroughly. ● Opportunity: Provide opportunities for persons of different races, cultures, creeds, and philosophies to study and develop skills that promote awareness, acceptance, support, and interaction. ● Publicity: Publicize through the PTA newsletter, website, marquees, posters, newspapers, social media, radio and television, and personal contact. Many stations will work with you on creating public service announcements. Community businesses and neighborhood associations can be encouraged to promote the programs by advertising on signs and through in-house communications. The school district may be an additional resource to reach the parents of all students in the district. ● Assistance: Assist parents in developing and improving their parenting skills. ● Advocacy: Advocate action to improve the community and benefit all children. ● Record Keeping: Document the position with a procedure book that includes resource materials, a plan of work, copies of reports, evaluations, and other helpful materials. (This document may be stored electronically.) Also include a list of speakers and materials used. All of this information should be passed on to your successor. ● Evaluation: Evaluate your efforts. Determine what was successful and what could be improved. Record recommendations for your successor. ● Recognition and Sharing: Apply for awards offered by Texas PTA to recognize the achievement of your PTA and allow other PTAs to duplicate your success. 12
Finance for Executive Board Members Financial Considerations Every executive board member should be knowledgeable about the financial responsibilities of the PTA. Below is basic information on finances that every executive board member needs to know. There is much more involved in the daily financial management of a PTA…these are the basics. Plan of Work At the beginning of each term, all executive board members are required, per the bylaws, to complete and present a plan of work to the executive board for approval. A plan of work is a detailed list of all goals and expenses that an executive board member has for their term of office. The budget must be adopted, and plans of work must be approved before any expenses can be incurred for a position. Budget Basics The budget is a financial representation of the activities and operations a PTA expects to conduct during the PTA’s fiscal year. An adopted budget must be in place at all times for fundraisers to be conducted and expenses to be paid. The budget for the following year is presented and adopted by the membership at the last membership meeting of the fiscal year. It is amended at the first membership meeting of the next fiscal year based on approved plans of work submitted by the incoming executive board. The membership approves expenses and income via the budget, which can be amended. Payments Payments are never made in cash, and signed blank checks are never handed out. If a person is designated as an authorized signer on the bank account(s), they cannot sign a check payable to themselves. All payments must relate to an adopted budget line item and have a funds request form attached with a receipt and/or invoice. Deposits To protect the PTA and its volunteers, PTA funds should always be counted and verified by the signature of two individuals on the deposit form found on Texas PTA's Treasurer position web page. All signers should retain a copy or image of the completed deposit form. The treasurer may be one of the two counters unless the PTA’s standing rules require two counters prior to receipt by the treasurer. All money should be deposited in the bank on a daily basis. Never deposit money in a personal account or leave the money in someone’s home. Cash should never be taken from an event’s collected money to use to pay expenses, reimburse individuals, or use as start-up cash for a later event. Banking PTA money cannot be mingled with other funds and must be kept in a PTA bank account at a financial institution. The money of another group or organization is never deposited into a PTA account. Any request to use a PTA bank account is unacceptable and possibly illegal, even if it costs the PTA no money. Money can never be “turned over” to the school and/or principal to spend at their discretion. Fundraising The primary focus of PTA should be championing the PTA mission, vision, and purposes as outlined in the bylaws, not on fundraising. Each PTA should begin the year by setting clear objectives that are in line with PTA’s mission, taking into account the school’s goals, before determining the amount of necessary funds and selecting the most effective fundraisers based on these objectives. The most successful fundraisers occur when the PTA members and the school community fully comprehend the purposes behind the fundraising efforts and the intended use of the raised funds. PTAs should aim to raise those funds solely to fulfill the financial requirements outlined in the budget for the year's planned activities and projects. PTAs should carefully select fundraisers that align with their current objectives, avoiding the allure of “big bucks, no effort” sales pitches. If a product sale is chosen as the PTA’s fundraising activity, members, not children, should be the fundraisers. All funds raised by the PTA belong to the PTA. The executive board must manage the funds with the approval of the members. PTA funds may not be commingled with the funds of the school or any other entity. 13
NOTE: Only the president is authorized to sign fundraising contracts (subject to the executive board's approval) and always as a representative of the PTA (for example, John Helpful, Terrific PTA President). Financial Reports To keep members informed, a financial report is presented at every regular executive board and membership meeting. The report covers the financial transactions since the last meeting of that type. The report should include each budget line’s current period actuals, year-to-date actuals, and adopted budget amount. The verbal report should include the starting balance, total income and expenses for the current period, change in sales tax liability during the current period, change in state/national dues liability during the current period, ending cash balance, and ending balances of the sales tax liability and state/national dues liability accounts. Your financial software may refer to liabilities as escrow or off-budget. As the funds belong to the members, they have the right to access the financial reports presented at any membership meetings. See an example financial report on Texas PTA's Treasurer position web page. Statement Reviews The president appoints a member, subject to the executive board's approval, who is not authorized to sign on PTA accounts to review each PTA’s bank, credit card, and payment collection system statement. The statement reviewer utilizes the Texas PTA Statement Review by Non-Signer Form. The secretary presents the result of this review at the next executive board meeting. If the reviewer identifies items for further review on the Statement Review by Non-Signer form, these items should be investigated by the executive board. The results of the investigated items should be attached to the Statement Review by Non-Signer form. If evidence of theft, fraud, or embezzlement is discovered, the Theft, Fraud, and Embezzlement Policy on Texas PTA's Policies web page should be followed. E-Commerce Policy A PTA’s membership must vote to authorize one or more of the following e-commerce options: Recurring Payments, Debit/Credit Cards, and Point of Sale or Online Payment Collection Systems and adopt the E-Commerce policy found on Texas PTA's Policies web page. This policy can be annually adopted as a stand-alone policy or incorporated into the PTA’s standing rules. State and National Filing Requirements The executive board verifies that all filing requirements and tax obligations are completed. At a minimum, this includes electronically filing and having accepted the IRS Form 990 within 60 days of the PTA’s fiscal year-end. All PTAs are classified as tax-exempt 501(c)(3) nonprofits under the Internal Revenue Code and must submit a 990 return to the IRS. Texas PTA requires PTAs to file the appropriate IRS Form 990 electronically and have it accepted by the IRS within 60 days of the PTA’s fiscal year-end. PTAs must file one of three IRS Form 990s annually: ● The 990-N is required for PTAs whose gross receipts are normally $50,000 or less. ● The 990-EZ and Schedule A are required for PTAs with gross receipts of more than $50,000 but less than $200,000. ● The 990 and Schedule A are required for PTAs with gross receipts of $200,000 or more. The treasurer presents proof of the 990 filing and acceptance at the first executive board meeting of the year. For more details on financial procedures for your PTA, visit Texas PTA's Treasurer position web page. PTAs with a Texas sales tax permit are also required to file returns with the Texas Comptroller’s office. Financial Reconciliation A financial reconciliation is required to be completed at the end of the fiscal year, when any authorized check signer is added or deleted on any bank account, and at any time deemed necessary by the president or three or more members. The president appoints the financial reconciliation committee consisting of no fewer than three members who are not authorized signers, the current secretary, the incoming treasurer, a majority of student members, and are not related by blood or marriage, or reside in the same household as the authorized signers or current secretary. The financial reconciliation committee report is adopted by a majority vote of the members at the next membership meeting immediately following the financial reconciliation. Records are obtained from the treasurer and secretary to complete the financial reconciliation. All committee members should sign a confidentiality agreement, and all discussions are confidential; therefore, meetings 14
should be conducted in a private location and only include appointed committee members.The committee may contact the outgoing treasurer, secretary, and president for any clarification required For more information on records provided to the committee, what to do if issues are found, and how the report is presented and filed, review your bylaws, and refer to Texas PTA's Financial Reconciliation web page. Financial Mismanagement Mistakes in managing the PTA’s finances can occur, and sometimes, a trusted individual will take advantage of their role in the PTA for their financial benefit. It is important to seek help from your council president or field service representative as soon as possible to limit any additional losses to the PTA. If theft, fraud, or embezzlement is suspected, the PTA is required by the bylaws to follow the Texas PTA Theft, Fraud, and Embezzlement Policy on the Texas PTA policies web page. Financial Red Flags ● Account statements are not seen by the treasurer and non-signer reviewer monthly. ● Financial reports are not given at regular executive board and membership meetings. ● The beginning balance of a financial report doesn’t agree with the last reported ending balance. ● Amounts in the financial reports do not equal the total. ● Money is counted by only one person. ● Checks or deposits are missing. ● Checks are made payable to a check signer’s family members. ● Checks are made payable to “Cash.” ● Checks are payable to the same payee for the same amount each month. ● The president and/or account signers are related by blood or marriage or reside in the same household. ● Invoices/receipts are missing from funds request forms. ● The membership did not approve the budget. ● The membership did not approve fundraising activities. ● The amount of fundraiser profit doesn’t agree with the amount in the signed contract. ● Less money was deposited for a fundraiser than paid to the company for the product received. ● Bills are received for items not in the adopted budget. ● Individual PTA members profit monetarily from any fundraiser. ● Children are used to raise funds for PTA. ● The required annual financial reconciliation report was not presented to the membership at the first membership meeting of the new fiscal year. ● The financial reconciliation committee consists of signers on the bank account or individuals related to those signers. ● President or treasurer is missing meetings and not responding to emails and phone calls. 15
Communications for Exec Board Members The executive board plays a role in communicating the PTA story. Who we are—as demonstrated in our vision, mission, purposes, and values—and what we do—as evidenced through our history, efforts, and accomplishments—is the story only we can tell. Everyone must be prepared to share this quickly and concisely when speaking with various existing and potential stakeholders. An elevator speech is a great tool to introduce to the rest of your executive board. Elevator Speech From Wikipedia: “An elevator pitch, elevator speech, or elevator statement is a short description of an idea, product, or company that explains the concept so that any listener can understand it in a short period of time. This description typically explains who the thing is for, what it does, why it is needed, and how it will get done.” You must be ready to share your elevator speech in various ways, depending on the situation and your audience. Sample of a Generic Elevator Speech for PTA PTA is a grassroots organization of parents, teachers, students, and others nationwide interested in children, families, and schools with three primary objectives: parent involvement, parent education, and advocacy. In Texas, PTA membership is as diverse as Texas itself in cultures, education levels, and parenting skills. When you join PTA, you become part of the largest child advocacy organization in the state and the nation as a member at the local, state, and national levels. General Communications ● Remember that PTA is noncommercial, nonsectarian, and nonpartisan. ● Use multiple forms of communication to reach the entire community. ● Survey your members about what information they would like to receive and how and when they would like to receive it. Do not assume you know how your members would like to receive information. ● Use various communication methods and offer options in case some of your members do not have access to technology. ● Be aware of cultural and language differences. Know who your members are, and provide information and resources in appropriate languages. Whenever possible, use a delivery platform that enables translation. ● Be aware of privacy and other issues if the members want a website or social media account. Check the Texas PTA Sample Media Policy for guidance. ● Be respectful of your members’ time and attention. Don’t inundate your members with too many emails. Coordinate your communications and combine them whenever possible. ● Pay attention to the details. Check the spelling and grammar. Confirm that the information is correct and the message is appropriate and clear. Refer to the National PTA Style Guide. Personal Communications ● Show respect. ● Be positive. ● Collaborate and problem-solve. ● Delay the response to a difficult question or person until you carefully consider the wording. Never respond when your emotions are high. ● Postpone a discussion if it becomes too difficult. ● Be inclusive. Be comprehensive, consider all perspectives, and ensure that no one is left out or overlooked. ● Model sensitivity to all. ● Think twice before clicking Reply All, but copy the appropriate people. Website ● Make sure you are representing the PTA brand correctly. Refer to the National PTA Visual Identity Standards for guidance. ● Be inclusive. Use images and settings that show diversity, inclusion, and outreach. ● Be user-friendly. Your site should be well organized and provide easy access to important information. 16
● Be timely and up-to-date. Remove or archive dated information quickly. ● Link to resources from Texas and National PTA. Programs, guides, and more can be hyperlinked to give your audience easy access to important news and information. Social Media Social media platforms such as YouTube, Twitter, Facebook, and blog sites allow the PTA to connect to members and potential members in a very interactive way. ● Share information, photos, and videos that can help increase membership communicate with current and potential members, fundraise, generate positive exposure, receive feedback, and network. ● Share information from Texas and National PTA. Remind your members that their dues make them members of the local, state, and national levels of PTA. ● Use social media to teach, remind, and recognize your members and leaders. Celebrate your successes and the positive outcomes of your efforts. ● Monitor your sites constantly. Assign administrators and train them to quickly address any inappropriate messages or misuse of the PTA brand. Be sure to have your site’s protocols posted prominently and deal with potential problems with respect and equity. ● Attribute appropriately. Remember to provide a link to the original content and use the author’s name and/or organization whenever possible. ● Be professional and respectful. Agree to disagree, but do not attack anyone personally. ● Be consistent. Be sure to maintain consistency across platforms and with PTA brand guidelines. Adopt a social media policy and follow it. A sample policy is available on Texas PTA’s policies web page. Refer to the Texas PTA Sample Social Media Policy. ● Respect the privacy of children and families. Do not post photos of or tag anyone without their written permission. Media Using print and electronic media to share your PTA’s successes positively attracts members, donors, and sponsors. You can control the message when you contact the media. However, when the media contacts you, it is usually for a reason that may be negative. Be sure to have certain protocols in place. ● Designate an official spokesperson for your PTA in your standing rules. Reference your bylaws for particular required protocols; however, this is normally the PTA president or their designee. ● Know your school district’s media policies and follow them. ● Always notify your principal, executive board members, and school district that the media has contacted you. ● When contacted by email, ask why they are contacting you and when their deadline is. Do not reply until you have thoroughly prepared for the interview. ● When contacted by telephone, explain that you cannot speak with them then, and ask why they are contacting you and when their deadline is. Do not respond to any questions until you have thoroughly prepared for the interview. ● Remember that you cannot respond on behalf of the PTA unless the members have permitted you to speak on a specific topic on their behalf. Even if you decide to speak as an individual, you will probably be introduced and associated with your PTA position. ● Whenever possible, rely on positions and resolutions adopted by Texas and National PTA. ● Remember that anything you say can be used in whole or, more frequently, in part. Preparation is key. ● When in doubt, contact Texas PTA for assistance. 17
Keeping Records Compiling and maintaining a complete record of your activities can help PTA leaders who follow behind you. Passing important information to your successor gives them what they need to get started. A PTA should follow its records retention policy to be sure they are properly storing the records they need to maintain regulatory compliance. How to Compile Your Records Ask yourself, “If I knew nothing about the job, could I do it with this information?” Depending on your position and the PTA’s records retention policy, you may need hard copy materials at your fingertips. If so, use a loose-leaf folder or binder with tabbed dividers, while other positions may store their records electronically via a file storage service or on a USB drive. Ideally, much of the common procedure book content is contained in a file storage service shared folder so that all executive board members have access to the information. Suggested Content for Procedure Book ● Executive board roster with contact information ● Texas PTA Field Service representative contact information and Council representative for your position contact information, if applicable ● Texas PTA Board of Directors and Texas PTA Staff contact information ● Current date-stamped set of PTA’s bylaws (local, state, and national) and standing rules, if applicable ● Specific position-related documents including role description and responsibilities, a copy of the records retention policy and the confidentiality, ethics, and conflict of interest form ● Calendar of PTA and school events ● Agendas, minutes, and reports from executive board, membership, and committee meetings ● Plans of Work ● Adopted goals ● Financials (approved and amended budgets and financial reports) from executive board and membership meetings ● Copies or scans of deposit forms, reimbursement forms, and sales tax exemption forms for purchases made in conjunction with your role ● Volunteer list ● Basics Resource Guide and Quick Start guide for your role, if applicable ● Other resources such as award applications, marketing materials, newsletter articles, and program evaluations. ● Additional Training records/handouts 18
Example Plan of Work Ejemplo Plan de Trabajo Executive Board Member Name: (Nombre del Miembro de la Mesa Directiva) Position: (Posición) VP Programs Year: (Año) Reproduce as needed for the appropriate number of goals. (Reproducir según sea necesario para el número apropiado de metas) Responsibilities / Duties: (Responsabilidades/ Obligaciones) Work with school counselors to schedule educational and engaging programs for students, parents, and staff. Committee Members: (Miembros del Comité) Goal: (Meta) Provide programs and training for students, parents, and staff to meet the identified needs and goals for the school. Evaluation Process: (Proceso de Evaluación) Obtain feedback from the PTA executive board, members, staff, and families Specific Action Steps (Pasos de Acción Específico) Start Date (Fecha de Inicio) Completion Date (Fecha de Terminación) Budget (Presupuesto) School supplies drive for students and families July TBD Income $1000 Expense $750 YES-YOU-CAN! Motivational Speaker Lloyd Bachrach CyberSense Cyberbullying and Social Media Influences AIM FOR SUCCESS, INC - Achieve Success (8th graders only) August TBD $1995.00 $1250.00 $1587.49 College Week August Sept $200.00 Red Ribbon Week August October $500.00 Resources: (Recursos) Texas PTA Programs Resource Guide, Council of PTAs, counselors, and principals, PTA bylaws and standing rules (if applicable), Texas PTA, National PTA 19
Successful Programs Many times, a PTA program is the first image that parents and educators have of PTA. A well-run program can be one of the most important public relations tools for promoting PTA. Identify the Purpose of the Program Each program should focus on one of the five Is of programming: ● Inform: Provide information ● Instruct: Direct someone to do something ● Interest: Generate interest in further study ● Inspire: Motivate individuals to gain additional information or to act ● Involve: Bring the community together to understand the need for action All programs should be relevant and impactful. Determine a Program Topic ● Use a committee to review ideas. ● Involve the membership by asking their opinion. ● Send surveys and questionnaires to parents, staff, neighborhood, and community during the school year. ● Read newspapers, watch television, and listen to what people are discussing. ● Determine what is needed. ● Identify what will be relevant to the people attending. Arrange for Effective Publicity ● Newsletters (School & PTA) ● Websites (School & PTA) ● Bulletin board announcements ● Flyers ● Social media ● Email blasts ● School marquee ● Local media ● Press releases ● News articles ● Cross promotion with other community groups ● Campus phone messaging ● Board member support ● Carpool line signage ● Sidewalk chalk announcements During the Program ● Consider providing light refreshments to members. ● If having a speaker: ○ Help them prepare any handouts or other materials for the program ahead of time. ○ Make sure the speaker is comfortable (i.e. provide them with water, make sure they know how the microphone works, help them with technology set up, etc). ○ Introduce the speaker and share their qualifications at the start of the program. ○ Be available to help during the program with technical difficulties, disruptions, etc. ○ Thank the speaker for their time. ● If hosting a National or Texas PTA program: ○ Go through all materials before the night of the program. ○ Have an experienced person like a counselor or principal at the program to help address concerns. ○ Be prepared to answer questions or let members know you will get back to them. 20
Show Appreciation Remember to thank every donor and volunteer. Evaluate the Program Outcome Use an evaluation form to determine the following: ● Did the program accomplish its goal? ● Was it interesting? ● Was it relevant to the needs of the audience? ● How did the audience respond? ● How could the program be improved? ● Was it worth the time and money? ● Who benefited from the program? How did they benefit? ● Should the program be repeated? ● How was the program conducted – was it well-run and on time? (process) Roadblocks to Successful Programs ● Weak or ineffective publicity ● Ineffective title or messaging ● Poor timing (conflict with other campus or district events, holidays, or time of day) ● Irrelevant content (wrong audience) ● Poor presentation (too long, poor speaker, too much delay, dull) Possible Solutions to Ineffective Programs ● Use National and Texas PTA program materials, videos, and speakers. ● Use themes. ● Combine programs with other PTAs. ● Develop a network with other PTA chairs in your community for ideas, speakers, and so on. ● Involve the membership and hospitality committees in the planning. ● Partner with the district to plan a program or series of programs on a particular topic (for example, college prep, mental wellness) ● Use other community groups (Lions clubs, Rotary clubs, chambers of commerce) in planning, publicity, and participation. ● Try special formats (Donuts with Grown-Ups, VIP Dance, grandparents’ night). ● Try something new and different. Be innovative. ● Survey to discover the best time for programs (day or evening). ● Offer babysitting, tutoring, or a student workshop during parent programs. ● Choose a chair for each program type. ● Appoint a program planning committee. ● Determine resources for program planning: money, information, volunteers, speakers, or celebrities. ● Choose a program that represents the mission, vision, and purposes of PTA. 21
Program Planning Timeline When planning a year of programming, consider the time needed to accomplish each task and plan accordingly. Upon Election or Appointment Review predecessor‘s materials. Write/present the plan of work for executive board approval. Develop a detailed budget. Survey membership. Six Months Prior to Program Check calendars for potential dates avoiding school and community conflicts. Contact/schedule speaker(s). Reserve a meeting room and equipment. Contact associated executive board members for crossover planning (hospitality or membership chairs). Three Months Prior to Program Obtain speaker biography/program overview. Create advertisements. Plan/assign duties. Develop media relationships. One Month Prior to Program Schedule volunteers. Confirm speaker. Publicize on social media or other relevant outlets. Publicize in PTA/school newsletter. Two Weeks Prior to Program Send a press release to the newspaper. Copy handouts/flyers/evaluation forms. Confirm plans/needs with the speaker. One Week Prior to Program Send a flyer (email, social media posts or paper are all options). Two Days Prior to Program Send a final reminder. Remind volunteers. Day of the Program Meet with the speaker. Check room arrangements needed for the program (microphone, audiovisual, room setup, wifi, heating/cooling, and so on). After the Program Evaluate the responses and results. Submit an article or photograph to the newspaper/newsletter. Send thank you notes. 22
Learning Format By offering various learning formats, you can cater to different learners, enhancing overall comprehension and retention. Additionally, diverse learning formats promote engagement and motivation, creating a dynamic and inclusive learning environment that accommodates the needs of a broad range of audience participants. Lecture-Discussion The primary purposes of a lecture are to: ● stimulate interest in a particular field or about a specific problem; and ● provide information on a subject. A lecture should always be followed by a question-and-answer period. Encourage members to listen attentively and participate. Role-Playing Group members act out a real-life situation. They improvise their roles without a script or set dialog. The information is presented in two parts. The first part is warming up, in which the problem is stated, characters described, stage set, and actors chosen. The second part is the actual role-playing, during which members act out their version of what the characters would say or do. The action should only last three or four minutes. The discussion will follow quickly. Panel A group of three to five people informally present their points of view on a chosen topic. A moderator guides the discussion. Symposium The symposium, like a panel, consists of several speakers. However, in this case people give short, prepared talks on various phases of the same subject. A distinct advantage of the symposium is that it brings together several points of view. The question period should be twice as long as the talks. Skits and Plays Skits and plays are elaborate role-playing that make enjoyable introductions to group discussions. They can be presented effectively with a reasonable amount of script preparation. The dramatization presents the problem to the group. Exploration of ideas and audience learning takes place during the subsequent discussion. Because of their emotional impact, skits are an effective way to say important things. Table Talk Seat any number of participants around tables and assign questions or topics for discussion. Each group chooses its leader and reporter. 23
Programs with a Fundraising Element Some programs also have a fundraising component to them. These would include programs like a healthy lifestyles fun run where funds are raised for the PTA for each lap around a track, a bingo event that brings the community together or a movie night where parents and kids come together to watch a movie for free and then concessions are sold. Additionally, some items like bingo, movie nights, and raffles require a license to hold the event or a certain time period for the PTA to be in existence before the event can be held. Details regarding fundraising events like these are included in the Fundraising Resource Guide. If your PTA decides to have a program where funds are collected, it is important that the treasurer be involved from the beginning. 24
Family Engagement Successful Family-School Partnerships PTA’s process for building successful partnerships starts with the National Standards for Family-School Partnerships. It consists of three steps: ● Raising awareness about the power of family and community involvement. ● Taking action to cultivate involvement through specific programs and practices. ● Celebrating success as your school sees increased involvement and its impact. School of Excellence School of Excellence is a recognition program established by National PTA that supports and celebrates partnerships between PTAs and schools to enrich all students' educational experience and overall well-being. This is done in collaboration between the PTA and the school administration, teachers, and staff on campus to better the partnership with families. The path to excellence starts with a joint commitment of PTA and school leaders to work together to achieve PTA’s National Standards for Family-School Partnerships. Through the School of Excellence program, your PTA and school will gain new ways to engage families in school decision-making, such as improving programs, practices, and policies related to education, health, safety, or the arts. National Standards for Family-School Partnerships In October 2022, National PTA revised the goals and indicators while maintaining the six standards initially implemented in 2002. The updated standards were created with several key stakeholders in mind: ● School, district, and state education leaders who wish to ensure that their family-school partnership efforts are adequately implemented, funded, and monitored. ● PTA and other family and community leaders who want to know how to support and encourage their schools to better partner with the families in their communities. ● Families, educators, and young people who want to know what questions to ask and things to look for to find or help build a school with strong family-school partnerships. ● Researchers who want to use an updated framework to explore the impacts and implementation of family-school partnerships. ● Policymakers and private funders who want to invest in stronger communities through family-school partnerships. Transforming Family Engagement Programming Traditional family engagement programming doesn’t always meet the needs of every family within the school community. This is where the Four “I”s of Transformative Family Engagement come in. By implementing these additional principles, your family engagement programming becomes a tool to develop true partnerships between families, teachers, and school administrators. The areas of focus are: ● Inclusiveness - question assumptions, build relationships, and encourage diverse perspectives ● Individualization - responsiveness, tailored experiences, and personal invitations ● Integratedness - link to classroom learning and teacher goals and going beyond single events ● Impactfulness - develop skills, put skills into practice, and measure success 25
Possible Program Options The biggest factors in student success are active and engaged families, educators, and a supportive community. Connect programs empower parents, teachers, and students by providing relevant information to help navigate the evolving culture our students and children are experiencing. Most importantly, they raise awareness among families of the importance of positive adult role models and supportive parents and mentors. The current Connect library and additional Texas PTA program offerings include: ● College Readiness ● Cyberbullying (David’s Law) ● Cybersecurity ● Generation Tech & Generation Tech: Career Day ● Human Trafficking ● Mental Wellness (Primary) ● Mental Wellness (Secondary) ● Men Matter in the School Community ● Money Talks ● Safe Schools ● The Value of Arts in Education ● Vaping Prevention Webinars Texas PTA hosted a panel of experts to discuss important topics and how it's impacting our children and communities. We encourage PTA leaders to use the resources to host an event in their own communities. ● Understanding and Responding to the Fentanyl Crisis ● Straight Talk '24: Navigating the Smartphone Era Kids First Kids First is a turnkey program that gives students and families insight into the daily lives of someone who lives with one of the following unique abilities: ● Autism ● Attention Deficit Hyperactivity Disorder ● Dyslexia ● Speech/language impairment ● Visual impairment The program contains hands-on stations to help build a campus culture of understanding and acceptance. 5 Keys The 5 Keys parent education program focuses on developmental relationships in families. This program aims to facilitate positive relationships within the family and provide families with tools to enhance their children’s relationships in all areas of their lives. Arts in Education Reflections Environmental Healthy Lifestyles 26
Suggested Monthly Focus The ideas on the following pages will help as you plan your year. You may want to have a theme per month, 2-3 themes per year, or an annual theme. The best PTA programs are created by people who respond to the needs and interests of their own PTA members and students. Always check with your principal before sending anything home to all parents September: Health/Membership ● Combine back-to-school night with a health fair. Have tables in the hallways with displays on nutrition, exercise, good sleep patterns, immunization facts, and so on. ● Hold a health fair with a vision screening, hearing screening, blood pressure checks, and other booths that promote mental and physical wellness. Provide follow-up information as needed. ● Make back-to-school night an intergenerational affair. Assemble a display showing how the school looked and functioned in earlier times, and include examples of ways that health issues and attitudes have changed over time. ● Start a fitness club—aerobics, jogging, or walking. Any type of exercise will do. Invite other school neighbors to take part as well. All ages may join a regular fitness program for training and friendship. ● Create a school cookbook. Invite students to bring the recipes for their favorite dishes. Emphasize healthful foods, but include everyone’s donation to the book. If possible, get a local merchant to underwrite the cost of printing/duplication and sell it at a nominal price. ● Host a nutrition night, healthy cooking demonstration with kid preparation options, food tasting event, karate, or self-defense demonstration. ● Use the PTA meeting as a Family Engagement Month focal point. Use the membership kits and resources from Texas PTA and National PTA for additional membership ideas. ● Advertise the benefits of membership and remind that membership is year-round. ● Participate in the National PTA Reflections program. ● Invite grandparents to join PTA. ● Consider inviting interested grandparents to participate in an after-school program. Children can learn to cook, sew, build things, play games, and positively relate to older people; and the elders can greatly impact the community. October: Community ● Invite representatives from the Drug Abuse Resistance Education (DARE) program or your local police department to speak. ● Find out if your community has a historical society. Have someone speak on the history of the community and point out locations of historical significance. ● Celebrate Texas PTA Founders Day. Consider awarding a deserving individual with a Texas PTA Honorary Life Member Award. ● Invite the health department, county extension service, or police department to present ideas for a safe Halloween or gang awareness for older students. ● Focus on parent-teacher relationships and conferences. ● Hold a fall carnival. Include the fire department, police-community services divisions, EMS, local library, health department, and others to exhibit at the carnival. ● Hold a school-wide garage sale. Publicize throughout the neighborhood and invite everyone to contribute items. The proceeds could go toward a beautification project or improvement of the schoolyard— something that will benefit the whole neighborhood. ● Create a monthly “Lunch Bunch” or “Potluck Partners.” This provides a chance for parents to get together for fellowship and discuss parenting tips. ● Work with the school to create more choices for children needing after-school care. ● Start a family/community room in your school for families to have a place to come. Various classes can be offered. Many schools have had success with a community computer lab. ● Participate in a community service project, such as collecting clothes or food for those in need, pet food and products for the local shelter, or books for a woman’s shelter or the library. ● Encourage seniors or other community members to volunteer with students by reading to or listening to children read, tutoring, teaching a skill or hobby, or eating a meal with students. 27
November: Child Safety/American Education Week ● Plan a month devoted to child safety. Have one PTA meeting followed by a series of coffee talks or brown-bag seminars dedicated to safety issues. Topics could include child care, domestic violence, fire safety, bus safety, sports safety, and stress. Use the school nurse, coaches, and community members, such as police and fire department, to lead workshops/discussions. ● Focus on American Education Week. Have a civic leader speak on the value of education, and use the event to showcase your school's programs and projects. ● Sponsor a neighborhood bike safety course. Provide rewards like stickers or certificates for kids completing the course. To increase safety awareness throughout the neighborhood, allow non-bike owners/riders to participate. ● Celebrate American Education Week. Possible activities include a contest for students to create banners that symbolize what education means, inviting guests such as local business representatives to the school for a tour or lunch, or hosting an open house to get parents, neighbors, and community members into the school. ● Have a program on critical TV/screen viewing skills. As the weather turns bad, children will be indoors more, and parents need to learn how to regulate the time spent on the TV, video games, computer, and cell phones. ● Host an internet safety panel, workshop, or discussion with parents. December: Friends And Sharing ● Invite representatives from various social service agencies to tell you about their work. ● Have a potluck dinner. Everyone should bring something. Invite the whole neighborhood and/or residents of a local retirement home. ● Kick off the creation of a food bank or help an existing one. ● Have a holiday party and book exchange. ● Partner with another Local PTA. Share/trade resources, holiday greetings, and ideas. ● Create a peer tutoring program. Sponsor a program that encourages students to act as tutors to other classmates or students in lower grades. ● Help create and run an after-school hangout for middle or high school youth. Older students frequently need as much attention after school as younger ones. ● Have parents from different ethnic and cultural groups tell popular folk tales from their native countries. The stories may be recorded and used to create books with student illustrations. Ensure the recordings are accessible to listen to while reading the books that are created . ● Conduct a toy drive for those in need. ● Write letters to students in a “sister” school, individuals serving in the military overseas, or senior citizens in a retirement home. January: Literacy ● Invite a speaker to talk about literacy programs. ● Ask a librarian to share information about the resources available at the school and public library. ● Have a book fair for adults and children. (January is an excellent month to donate a book to the school library in honor of your Texas PTA Honorary Life Members.) ● Have a book exchange. Parents and kids bring books that they are finished with and trade them for “new” books. Leftovers may be donated to the school library. ● Coordinate a Book Buddies program. Pair readers and non-readers to share books. The readers improve their skills while non-readers become more comfortable with the process of learning to read. ● Create a library of audiobooks to give young or sight-impaired citizens access to more books. ● Host a Young Authors event where students read their own short stories or poems for an audience. ● Invite an author to visit the school to meet and talk with the students. ● Have a Chinese or Vietnamese parent lead the group in a celebration of the Chinese or Vietnamese New Year. ● Host a Human Trafficking Awareness event. ● Plant a tree as part of a program honoring Martin Luther King Jr.’s birthday. ● Start a volunteer “English as a Second Language” course at night or on the weekend, with 28
volunteer-provided child care. ● Help create and run an after-school hangout for middle or high school youth. ● Conduct a book drive. February: Our Heritage ● Assemble a display about outstanding citizens throughout the town’s history. ● Have a speaker share information about African-American history, including relevant local community events/sites. ● Organize a multicultural fair where families can share and learn about various cultures students represent in the school. Encourage families to display artifacts, books, clothing, and foods specific to each culture and be available to answer questions. The PTA could issue “passports” to attendees. ● Focus on Founder’s Day. Share the history of the National PTA with members. This is a good month to remind the media of PTA activities and the importance of Founder’s Day. ● Have a historical tour of the community. ● Check with your local museum to see if they will loan the school library a small historical display or history kit. ● Celebrate American Heart Month with a walk-a-thon. Instead of having people pledge money per mile for students to walk, have a distance walk in which anyone may participate. ● Celebrate Dental Health Month. ● Celebrate Valentine’s Day. Make valentines for teachers and school staff. Don’t forget school sponsors, local businesses, or individuals serving in the military overseas. ● Create a Parents’ Advice Book. Have each parent and grandparent submit advice that has been important in their child-rearing experience. Discuss and distribute at PTA meetings. March: Self-Esteem/Texas Public Schools Week ● Sponsor a month of Special Student days. Each teacher could honor a different student each day of the month until everyone has had a special day. On each student’s day, they may bring pictures from home or any other unique items that help tell about who they are. The honoree could wear a hat, name badge, or whatever the teacher creates to make the day special. ● Host Texas PTA’s Connect Cyberbullying program or the 5 Keys program. Focus on positive social skills, communication, and standing up for each other. ● Feature student, parent, staff, or community member contributions and accomplishments in the newsletter and website. ● Showcase work done by students for the National PTA Reflections Program. ● Sponsor a family picnic. Include games for all ages and encourage family members to play as a group. ● Create a mural on one of the school walls or the playground. Have parents and kids work together on the design and completion. ● Organize a thank you note campaign. Have parents and kids write brief notes to their teachers thanking them for their support and guidance. Deliver all of the notes on the same day to keep it a surprise. ● Organize an open house for parents and community members to tour the school and meet the teachers. ● Hold an art exhibit of student work with background music of recordings of the choir, band, or orchestra performances. April: Protecting Ourselves and Our World ● Invite a speaker to discuss signs of child abuse and prevention methods. ● Coordinate a volunteer program to work with an established child abuse prevention program, or start one if none exists. ● Invite a speaker to talk about child development and developmental stages. ● Celebrate the specialness of children. Have a reception to showcase the talents and unique abilities of every child. ● Host Texas PTA’s Connect: Human Trafficking or Cybersecurity programs or another abduction prevention program. 29
● For middle and high school students, host a program on the effects and consequences of underage drinking, drug use, or date rape. ● Invite a speaker to talk about ways to care for the environment. ● Plant a tree in honor of a Texas PTA Honorary Life Member, the outgoing PTA president, the principal, or another school honoree. ● Have an Earth Day birthday party. ● Organize a community clean-up. ● Hold a Garbage Olympics. May: Appreciating Teachers and Volunteers ● Have a reception to honor the teachers and school staff. ● Produce a slide presentation and narrative to highlight the year’s accomplishments. ● Choose a Teacher of the Year for each grade or schoolwide. At the last PTA meeting of the year, present the honoree with a certificate and dedicate a new book for the library to that teacher or provide a Texas PTA Honorary Life Member award. ● Celebrate Cinco de Mayo. Complete the PTA year with a fiesta. Present new and outgoing officers, teachers, and special guests with decorative paper flowers. Decorate the meeting space with piñatas and colored streamers. ● Have a “Let’s Plan for Summer” Saturday. Present free and low-cost family summer activities, local camps, or summer school options available in your community. Provide a resource sheet at the event and publish it in the PTA newsletter or on the PTA website. ● Kick off a summer reading program with awards to be given when school begins in the fall. ● Sponsor a vision screening booth for kids and their families on campus. ● Host a car seat safety inspection by your local police department or hospital staff. Hand out flyers on the importance of seat belts and booster seats. ● Sponsor an alcohol-free after-prom or graduation party. ● Be sure to thank all volunteers. Pins, certificates, a wall of fame, and personal thank-you notes are appreciated. 30
Arts in Education The arts in education (AIE) program aims to provide opportunities for students to engage with various forms of art by facilitating programs on campus, engaging with the local artists in the community, and collaborating with teachers and parents. The AIE chair does not have to be an artist or have extensive experience in the arts. The most important part is your passion for inspiring the next generation and creating an opportunity to encourage students to express their inner creativity. As part of Texas PTA’s mission, PTAs strive to make every child’s potential a reality and engage and empower families and communities. On-campus art programs can accomplish these goals effectively. Student centered programs can bring families together while they support students’ potential and creativity. The arts also contribute to a student's performance and participation in school. Here are some key points to consider: ● Improves Academic Performance ○ School Attendance: Research shows an increase of 3.5 percent in the attendance rate for Texas high school students engaged in the arts. ○ Drop-out Decrease: Students engaged in the arts early in high school had lower dropout rates. (For 9th graders who completed one art course credit, less than one-third were as likely to drop out as students who did not complete one art credit.) ○ Graduation Rates: Students who participated in more than one art course had lower dropout rates, higher graduation rates, and higher rates of enrollment in higher education. ○ State Assessment Performance: Students who completed more art courses performed better on state assessments overall, while middle school students engaged in the arts outperformed their peers in meeting the state standards (17% greater across all subjects except Algebra 1). ■ Middle school students engaged in the arts outperformed their peers on meeting the state standard (5.2% greater in Algebra 1). ■ High school students engaged in the arts outperformed their peers on meeting the commended standard by more than 15% across all subjects. ● Social and Emotional Learning: Engaging in the arts helps students develop social and emotional skills and self-confidence. Students who engage in art show coping skills by creating a channel for their challenges. ● Health and Wellbeing: Participating in art classes and events greatly impacts students’ well-being. Students who participated in art courses show responsible decision-making. ● Arts and Healing in a professional field: Utilizing Arts to enhance health is a demanding field in various healthcare institutions and communities. Arts in health programs are a diverse field. Students’ disciplines can lead to their future careers. ● Celebrates inclusive perspectives: The arts can embrace students’ diverse perspectives and expressions. An arts program is also a great place to show your PTA’s commitment to including everyone in the PTA family. Your program can be a place to showcase diversity in the arts and artists and to educate and connect community members. ○ Celebrate diversity and inclusivity in the arts ○ Celebrate diverse artists ○ Welcome diverse perspectives into art programming ○ Educate, expand diversity in your programming, and continue to learn about diversity, equity, and inclusion Promoting students’ creativity is important. As the research shows, arts play a significant role in the lives of youth. This guide will help you enrich the arts in your school community and help you navigate how to provide year-round programs to engage students and families. As the arts in education chair, your responsibilities include sharing knowledge with educators, families, and community supporters to understand the role of the arts in students’ lives and encouraging them to support the arts and artists in their communities, schools, and homes. Planning for the School Year Common Monthly Duties: ● May-August: Establish the Arts in Education Committee. ● July: Attend Texas PTA LAUNCH. 31
● July - August: Complete the Arts in Education Basics Webinar. Plan arts programs on your campus. ● August: Establish the due date for Reflections program entries and determine how to collect them. ● August - September: Promote the PTA Reflections Program. ○ Contact your Council/Regional Chair to determine the Council/Regional due date and other guidelines. ● September: Recruit judges for Reflections’ student entries. ● October/Early November: Collect entries, complete entry judging, and advance entries to Council/Regional judging. ● December-January 15: Judging at Council/Regional level. Prepare to advance entries to Texas PTA by January 15. ● January-May: Recognize the participating students and promote opportunities such as the next Reflections program theme and other art programs. ● December - May: Continue to create fun arts events to engage students. Recognize the following National Arts Celebration Months to promote arts programs: ● July: National Culinary Arts Month ● September (Starting Second Sunday): National Arts in Education Week ● October: National Arts and Humanities Month ● November: National Novel Writing Month ● March: Youth Art Month ● April: National Poetry Month Sample Calendar Year August Texas PTA Reflections Program Kick-Off September Celebrate Art in Education Week by highlighting different art mediums October Arts and Humanities Month - Promote local High School choral performances November Reflections program submissions due January International Creativity Month Promote High School theater company musicals February Reflections Award Ceremony March Fun with Art Series - Recreating famous paintings April Art Speaker Series - Poetry Slam Night May Teacher Appreciation Art Contest Engage Students in the Arts There are abundant art project ideas on the internet and social media outlets. As an ambassador for PTA, promoting collaboration and engagement of parents, families, and educators are key elements essential to student success in the arts. When planning an art event for the students, it’s important to consider the following: ● Plan events for every grade level. In elementary school, it’s important to consider the motor skills, cognitive levels, and attention span that differ between primary and intermediate grade levels. Consider planning multiple activities to ensure that all students have the opportunity to be fully engaged in the art event. ● Step outside the traditional forms of art. Encourage students to learn about forms of art that they may not otherwise get exposed to (for example, ancient art forms, using recycled products, graphic design, pottery, cake decorating, or creating sculptures). 32
● Work with your principal to plan an art event specifically to reward students; for example, for participation in Reflections or perfect attendance. ● Work with the art teacher to introduce new art forms into the art classes. ● Host an after-school art club and solicit local artists to facilitate the club activities. ● Provide an art-related program at PTA meetings, back-to-school events, and end-of-year celebrations. Collaborate with Parents, Surrounding Schools, and the Local Community An art event is a perfect way to bring parents, the local community, and the school together. You may plan an event with a cultural theme or showcase the community's artistic talents. The arts can provide the perfect family engagement event with all members of the family plus the school community participating in a new experience together. These events foster communication between all who participate and enhance student achievement. Many parents, teachers, and community members are artists and hobbyists, particularly our senior community members. You may want to survey these individuals to determine if some might be willing to share their time and demonstrate their artistic talents. When planning events that engage families, defining roles for the siblings in attendance is good. Older siblings may serve well as helpers. Younger siblings may need an activity better suited for their age. Student groups at surrounding schools are a great resource in providing arts activities for students on your campus. Contact the music, drama, dance, and film teachers at the middle and high schools to set up field trips and demonstrations for your students. The local middle and high school band and choir concerts are a great opportunity to be exposed to and inspired by the artistic talents of others. The younger students love seeing the older students perform, and the older students love performing. Educate Parents about the Importance of the Arts Educating our parents about the importance of engaging their students in the arts is critical to keeping interest in the arts alive for parents and our children in the schools. Use the following methods to convey the importance of the arts in education: ● Develop a directory of arts activities in your community, including craft fairs, museum programs, concerts, historical tours, and school activities such as plays and art exhibits. List community resources. Publish this directory in the PTA newsletter or on your PTA website. ● Your PTA newsletter or website can also inform your members of arts events and as a vehicle to publish work by students in your school. ● Invite an art or music teacher to discuss the school program and how parents can help. Ask the principal or teacher to present a program to your members about the arts activities in school and how the arts enrich other learning activities. ● Present a panel of speakers from your community. Invite representatives from local museums, historical and architectural societies, and youth service groups to discuss their programs. ● Encourage parents to become arts advocates by educating them on the legislative issues related to arts education. Invite speakers from arts advocacy organizations to a meeting to speak to the parents about the future of arts in education. ● Share information regarding Arts in Education movements, such as STEM (Science, Technology, Engineering, and Math) to STEAM (STEM+Arts), a movement that encourages the integration of Art into STEM subjects. Considerations When Planning An Art Event ● Pull together community groups that can participate in or sponsor a program, such as the chamber of commerce, service clubs, community arts organizations, community ethnic groups, craft guilds, museums, and libraries. ● Plan your event well in advance. Find a suitable location and time of the year. Consider weather, competing events, the school year, and holidays. Pick a rain date or alternate location if you’ll be outdoors or afraid that bad weather will limit your attendance. ● Draft an agenda or program. Determine each committee member’s responsibility. Schedule a series of meetings leading up to the event at which you will make decisions and report on goals accomplished. ● Make arrangements with any guest artists or presenters early, confirming dates, times, necessary 33
equipment, costs, and fees; then double-check about a week before the program. ● Provide information to faculty so that they can inform the students. Coordinate with the public relations/communications chair to inform parents and provide information to PTA newsletters, school websites, and other media. ● Greet guest presenters and provide introductions in cooperation with the hospitality committee. Be sure to send a “thank you” letter following an appearance. ● Update your records with information on programs presented during the current year, additional resources identified, and new information received from National and Texas PTA. ● Share your successful event with the Texas PTA community on any of our social media outlets. If you are short on volunteers at your campus, consider using the Reflections programs as your vehicle to introduce or enhance art opportunities at your school. The National PTA Reflections program is very comprehensive and lends itself well to accomplishing all of the goals of the Arts in Education Chair discussed previously. The various phases of the Reflections program will allow you to provide opportunities for students to participate in the arts, educate parents on the importance of the arts, and collaborate with community members, all in the name of art. 34
Example Arts in Education Plan of Work Ejemplo Artes en la educación Plan de Trabajo Executive Board Member Name: (Nombre del Miembro de la Mesa Directiva) Position: (Posición) Arts in Education Chair Year: (Año) Reproduce as needed for the appropriate number of goals. (Reproducir según sea necesario para el número apropiado de metas) Responsibilities / Duties: (Responsabilidades/ Obligaciones) ● Perform executive board member duties. ● Organize activities to educate and engage students in the arts. ● Work with teachers, parents, and the community to provide art-related student activities. Committee Members: (Miembros del Comité) Interested parents, students, and community members. Goal: (Meta) To provide opportunities for students to participate in and learn about various art forms. Evaluation Process: (Proceso de Evaluación) Increased number of participants in Reflections and in art-related student activities. Specific Action Steps (Pasos de Acción Específico d) Start Date (Fecha de Inicio) Completio n Date (Fecha de Terminación) Budget (Presupue sto) Facilitate the National PTA Reflections Program July 1 November 30 $250 Plan and/or participate in Art Engagement activities for students, families, and the local community September 1 May 24 $50 Provide an art-related article for the PTA website/e-newsletter January 5 March 12 $0 Use the resources listed below Ongoing Ongoing $0 Resources: (Recursos) Council counterpart, if applicable, Texas PTA VP Programs, Texas PTA Arts in Education liaison, Texas PTA website, Basics Arts in Education Resource Guide, previous procedure books, TEA website for Fine Arts TEKS, school theater teachers, community artists, and local arts organizations. 35
Texas Arts in Education Resources Click below or scan the code to access links to amazing Texas arts organizations. Center for Educator Development in Fine Arts 9233 Partridge Circle (CEDFA) Austin, TX 78758 512-491-8087 www.cedfa.org Humanities Texas 3809-A South 2nd St. Austin, TX 78704-7058 512-440-1991 https://www.humanitiestexas.org Institute of Texas Cultures 801 S. Bowie St. San Antonio, TX 78205-3296 210-458-2300 www.texancultures.utsa.edu North Texas Institute for Educators on the Visual Arts University of North Texas (NTIEVA) P.O. Box 305100 Denton, TX 76203-5100 940-565-2855 [email protected] www.art.unt.edu/ntieva Southwest Alternate Media Project 1519 W. Main Houston, TX 77006 713-522-8592 www.swamp.org Texas Art Education Association 14070 Proton, Suite 100 LBJ9 Dallas, TX 75244 972-233-9107, ext. 212 www.taea.org Texas Association of Museums 3939 Bee Caves Rd. Building A, Suite 1B Austin, TX 78746 512-328-6812 www.texasmuseums.org Texas Coalition for Quality Arts Education 1120 Texas Ave. #5B Houston, TX 77002 713-572-2870 www.arts.texas.gov/ Texas Commission on the Arts P.O. Box 13406 Austin, TX 78711-3406 512-463-5535 www.arts.texas.gov Texas Cultural Trust Art Can 823 Congress Ave. Suite 707 Austin, TX 78701 1-800–651-8282 https://txculturaltrust.org/what-we-do/artcan/ Texas Dance Educators Association 9521 Westheimer #376 Houston, TX 77063 936-760-6695 (fax) www.tdea.org Texas Educational Theatre Association, Inc. P.O. Box 15990, Northeast Station Austin, TX 78761-5990 www.tetatx.com Texans For The Arts PO Box 4549 Austin, TX 78765 (512) 914-8096 www.texansforthearts.com Texas Music Educators Association P.O. Box 140465 Austin, TX 78714-0465 888-318-TMEA www.tmea.org 36
National Arts in Education Resources Click below or scan the code to access links to amazing national arts organizations. Americans for the Arts 1000 Vermont Ave. MW, 6th floor Washington, DC 20005 202-371-2830 https://www.americansforthearts.org Arts Education Partnership One Massachusetts Ave., NW, Suite 700 Washington, DC 20001-1431 202-326-8693 www.aep-arts.org John F. Kennedy Center Education 2700 F Street, NW Washington, DC 20566 202-416-8835 https://www.kennedy-center.org/education/ Institution of Arts Integration and STEAM The Vision Board, LLC 6 E. Green Street Westminster, MD 21157 https://artsintegration.com/ Mid-America Arts Alliance 912 Baltimore, Suite 700 Kansas City, MO 64105 816-421-1388 www.maaa.org National Endowment for the Arts 1100 Pennsylvania Ave., NW Washington, DC 20506 202-682-5400 https://www.arts.gov/ National Gallery of Art – Division of Education Department of Education Resources 2000B South Club Dr. Landover, MD 20785 https://www.nga.gov/learn/learningresources.ht ml National Art Education Association 1916 Association Dr. Reston, VA 20191-1590 703-860-8000 www.naea-reston.org The Art and Creative Materials Institute (ACMI) P.O. Box 479 Hanson, MA 02341-0479 781-293-4100 https://www.acmiart.org/www.acminet.org The Getty Center – Arts Education 1200 Getty Center Dr. Los Angeles, CA 90049-1679 310-440-7300 www.getty.edu/education 37
Reflections Through the efforts of our Local PTAs, millions of students have found a creative outlet in dance choreography, film production, literature, music composition, photography, and visual arts through the over 50-year-old Reflections program. Get started on your Reflections art program for next year! Our goal is to support our leaders in maximizing the positive impact on students while providing tools to help guide them through the program from start to finish. Visit txpta.org/reflections to download your leader resources, including, but not limited to: ● Local PTA Leader checklist ● Student program rules and entry forms ● Volunteer sign-up forms ● Judging guidelines and scorecards for Local and Council Leaders ● Advancing entry spreadsheet ● Sponsor thank you letter template National PTA Reflections Program The Reflections Program is an arts recognition and achievement program established in 1969 by National PTA board member Mary Lou Anderson. In its over 50-year history, the program has encouraged millions of students nationwide and in American schools overseas to create works of art for fun and recognition. Reflections provides a venue for students to create and earn recognition for original works of art based on a yearly, nationwide theme while increasing community awareness of the importance of the arts in education. Although the program follows a contest format, winning should not be emphasized. PTAs are strongly encouraged and commended for fostering participation in Reflections. Reflections and Arts in Education Chairs should remember that all children should have the chance to create an original work of art, experiment with different ways of expressing themselves, and feel good about their work. The Reflections Program is a 38
powerful tool for affirming students’ creativity and critical thinking skills, often never before recognized. The Reflections Program gives students in preschool through 12th grade the opportunity to take a photo; create a painting, drawing, collage, or print; write a song, sonnet, poem, play, or short story; compose a concerto; produce a film, or choreograph a dance! Students may submit their entries interpreting that year’s theme in the visual arts, music composition, photography, literature, dance choreography, and film production arts categories. Students may submit more than one entry in any or all art categories. Entries may advance to multiple levels for recognition and awards. Texas PTA also provides an option for special education students to enter the Texas PTA Reflections Program. The Special Artist Division is open to students in any grade whose physical, cognitive, or mental health challenges meet the guidelines outlined in the American Disabilities Act. Participation in this division is optional and is the decision of the student’s parents. If the parent chooses not to allow their child to participate in the Special Artist Division, developmentally challenged students may enter their artwork in the appropriate grade division that corresponds to the student’s skills. More details regarding the Special Artist Division are available on the Texas PTA website. Each entry must be original and created specifically for the Reflections Program based on the national theme. The current Reflections theme is located on the Texas PTA website. Each entry must also conform to the Reflections Program rules and guidelines on the Texas PTA website. These rules are available in both English and Spanish. The Online Reflections Process, forms, rules, and guidelines are available through the Texas PTA website at txpta.org/reflections. The Reflections Program is multi-level, with awards and student recognition at the Local, Region/Council, State, and National PTA levels. All entries are judged on interpretation of the theme, creativity, artistic merit, and mastery of a medium. At the National level, students whose entries receive an award are recognized with awards and prizes. For more information, visit National PTA’s website (pta.org). Reflections Theme Search Contest National PTA hosts a student-focused Reflections Theme Search Contest annually to determine a theme for a future program year. The winner is selected in January and receives a prize from National PTA and acknowledgment at the Annual National PTA Convention. Texas PTA selects five student theme suggestions for National-level judging. The due date for Texas students to submit to the theme search contest is early November. The details are on the Texas PTA website. This is another way to include more students and also gives those who may not be interested in producing a work of art an opportunity to use their imagination. Local PTA Reflections Program Procedures After being appointed the chair of the Reflections Committee at your Local PTA, download the current Local Leader Reflections Checklist on Texas PTA's Reflection web page and ask your predecessor for last year’s records detailing how to run the Reflections program at your campus. If there are no records or this is the first time your PTA has participated in the Reflections program, you can use the following basic step-by-step procedures. Review Eligibility Requirements The Reflections program is open for participation by all Texas students who meet the following eligibility requirements: ● Attend a School Supported by a Local PTA/PTSA: ● Students must attend a school with a Local PTA/PTSA that achieves Active Status no later than October 31, or students must attend a school that is defined within the service area of a community-based Local PTA/PTSA that achieves Active Status no later than October 31. ● A PTA’s status can be located on the Local Roster. ● The student, or at least one person from their primary household, must be a current member of the Local PTA/PTSA where the student is participating. Each Local PTA/PTSA may determine the date the member must join. ● Home-School Families, Virtual Schools, and Non-PTA Schools: ● Students who attend a school that a Local PTA/PTSA does not support may participate through the Lone Star Statewide PTA as long as the student, or at least one person of their primary 39
household, is a member of this PTA no later than October 31. Anyone may become a member of Lone Star Statewide PTA at joinpta.org. ● These students should not be added to your PTA’s program. Their entries should be sent to Texas PTA by November 15 to be included in the Lone Star Statewide Reflections judging. Gather Support and Information Build a Committee. Don’t try to do it alone. Teamwork is key to the program's success. Your council chair and state AIE liaison are here to help at every step of your process. We strongly recommend recruiting a team of volunteers with various ideas, talents, and skills to help you. This will make your job much easier and enjoyable by ensuring that all tasks don’t fall on your shoulders. Build Support and Excitement for the Program. Talk to your principal and teachers about the Reflections Program, and explain what a wonderful opportunity it is for all students at your school. Ask for their support and input. Remind them that this is a PTA program and you are not asking them to do more work. This is a good time to decide whether students will be encouraged to create entries at school or home. Determine Your Budget. Do you want to have a kick-off event at the beginning of the program? Do you want to furnish some of the art supplies for the students to use? What do you want to give each participant to recognize their entry? Will you serve refreshments at the recognition event at the end? Will you feed your judges a meal during judging and give them a small thank-you gift? Discuss these questions with your committee and your PTA executive board. Determine the Local Deadline. Contact the Council AIE/Reflections Chair at the next level of judging to identify their deadline for your advancing entries. Local chairs should set their local entry deadline no later than four weeks before the Council PTA deadline. Local PTAs that are not a member of a Council PTA will be assigned a Regional Reflections coordinator and should email [email protected] to obtain the coordinator’s contact information and the advancing deadline date. Determine What to Include The Texas PTA Reflections website provides access to category rules, general entry rules, and the Local PTA Reflections Program Checklist. Knowing the procedures and guidelines, including category rules, is important and will help you run the program successfully. Several training opportunities are available at LAUNCH, webinars, and local Council workshops. A Reflections chair may consider facilitating the Reflections program by offering one or two art categories until volunteer support or participation in Reflections increases. Promote the Program Decide whether or not to have a kick-off event and who will be invited (students only, parents, community members, media, and administration). National Arts in Education Week in September is the perfect time to kick off your Reflections program. Visit the National PTA website at pta.org for the exact dates each year. Educate School Families about the Program Use your PTA newsletter, email, website, posters, flyers sent home with the students and any of your other usual forms of communication. Emphasize that this is a program for every student. Participation should be stressed more than winning. Promote the Program to the Students Engaging students and teachers by promoting the program is key. Getting teachers involved and promoting the program by communicating with the students in their classrooms is extremely helpful. It is also helpful to have PTA members go to each classroom (especially Art and English classrooms) to discuss the theme and encourage all students to participate. Make guidelines available for every student by making a copy of the category rules available in the office or from their teacher. Post a promotion poster and a copy of the category rules in each classroom or several prominent places in the school. Ask the teachers (including the Fine Arts and/or other elective teachers) to assign the Reflections theme as part of their early fall curriculum. The students then have the option to submit their pieces to the Reflections program. Utilizing your PTA website is also a great place to promote and make the program more accessible. 40
Collect Entries Make sure to communicate the due date multiple times to students and families in various ways. Determine where entries will be collected and stored. Keeping all entries together is important so that none are lost or forgotten. They are all original work, so handle them with care so they don’t get damaged. Digital submission is also acceptable so determine which methods you plan to utilize. Keep the excitement level up. Remind students and parents of where and when to submit their entries. Talk to your committee to establish a policy for late entries. Check requirements. Be sure that each entry fulfills all category and general requirements of the Texas PTA Reflections rules (for example, size and length). To save time later, the chair can fill out the necessary Chair and School PTA information before generating the Student Entry forms for students and families. Upon submission ensure each entry has the Student Entry form completed with the student and parent's signature, title, artist statement, and other required information including the membership status. It is much easier to correct errors and misinterpretations at the Local PTA level than at the advanced levels. This will prevent entries from being disqualified later in the program. Create a list or database of entries received. This list can be used for your awards and to provide the information needed to complete the Advancing Entrant Spreadsheet for the Council/Region level. If you have literature entries that ESL (English as a Second Language) students have written in their first language, find careful translators to create an interpretive translation of them. Judge Entries Set dates for judging to occur. These dates should be soon after the entry deadline to allow time to complete the online Local PTA Participation Summary and finalize the online Student Entry Forms for all advancing entries. Consent forms are optional and are to be completed online as well. ● Judging can be completed digitally with digital entries or physically using the physical entry. ● The visual arts and photography judging, if judged physically, can all be done in one day or over a few days by laying the entries out by judging groups for the judges to view each entry and read the artist statements.. ● The literature, music composition, film production, and dance choreography judges may need a few weeks to read, listen, and view each entry carefully. Find your judges. You may already have a judging system in place that works well for your program; however, if you have difficulty recruiting qualified judges, consider the following suggestions: ● Art, literature, dance, film, journalism, and music educators or college/university professors ● Teachers from other schools ● Retired teachers in the community ● Librarians, public and school ● Art museum directors, docents, curators, or historians ● Professional photographers and local artisans ● Local symphony orchestra or choral directors, musicians, conductors, or composers ● Local dance conservatories, dance studios, ballets, or theaters ● Local multimedia/video production companies ● Newspaper journalists, editors, or photographers ● Local television stations ● Arts advocacy organization presidents or directors ● Retired artists or individuals in any of the professions listed above Remember that a judge must also have an understanding of students’ points of view and not solely judge the entry for its technique. Inviting professionals in the arts, or influential community leaders, to participate in Reflections Program judging increases the exposure of the PTA, its work, and the wonderful benefits students derive from participating in the arts. Conduct blind judging. Review the Judging Techniques later in this document. Fold the student entry form so the student’s name won’t be revealed to the judge. If a judge knows a student participant, the judge should 41
remove themself from the judging process for that particular art category to prevent a conflict of interest. Teachers from the host school serving as judges would also have a conflict of interest, so inviting teachers from another school is better. Remember to recognize judges in promotions and thank them for their participation. Some PTAs provide each judge with a small gift or certificate of appreciation. Providing refreshments during the judging is also a great way to show appreciation. ● Keep good records on the day of judging and make it a pleasant event for your judges. Have some well-trained assistants to help you keep everything organized and running smoothly. ● Read the Reflections Program Awards Levels section later in this document, and share the information with your judges. Determine the number of entries for each award level. For Local PTAs, twenty percent (20%) of your entries from each arts category and age group may advance to the Council/Region level of judging. Explain the various award levels and the number of entries needed at each level to your judges, and allow them to choose the award levels for each entry. Advance Entries Now that judging is completed, it’s time to notify the families of the students whose entries are advancing to the next level. Review Preparing Advancing Reflections Entries in this document and deliver the advancing entries and required materials to the next round of judging by the deadline. Check with your council to see whether they are accepting entries digitally or collecting physical entries. Recognize Students Host an event where you will recognize every student who entered the Reflections program. Plan this event for a time when families will be able to attend. Every student who created an entry deserves recognition. Use this opportunity to honor the students whose work has advanced to the next level. Display as many of the entries as possible at this time. Have some of the literature entries read and play some music composition entries. Invite the media and members of the community including the superintendent and school board members. It is important to set aside this time to celebrate the students and recognize their artistic talents.. Reflections recognition items, including ribbons and blank Reflections certificates, are available from the Texas PTA online store, or you may choose to create your own. You may also ask local businesses for a donation or gift for a participant. The recognition event is an excellent time to explain how entries were judged and advanced to the next level. Many families will not realize the many levels and scope of the program. Acknowledge and thank all the adults who helped make the program a success. Wrap-Up Return entries to the students as soon as possible. Remember that the advancing entries will be returned to you throughout the coming year, depending on how far they advance. Ensure that the students receive their entries back before the end of the school year. Note what went well during the program and what you’d change next year. Make copies of these recommendations, and give them to other committee members so this knowledge won’t be lost! Judging Techniques for Reflections Download and consult the current Local PTA Reflections Judging Guidelines and Suggestions from txpta.org/reflections-leader-resources. Below are a few judging methods that are quick and fair. One method of judging can be easily used for visual arts and photography, while a different method (rubric) is used for literature, music composition, film production, and dance choreography entries. Sample Visual Arts and Photography Judging Method ● Recruit judges for each arts category. Three judges for each arts category work well. ● Ideally, these judges should not know any of the students whose work they will be judging. 42
● Hide the personal information part of the entry form on each entry. (Either fold the entry form or tape a piece of paper over it. Do not cover the artist’s statement. ● Spread out all entries in the judging area so that each entry is easy to view. ● Explain the judging criteria (interpretation of the theme, creativity, artistic merit, and mastery of medium) to the judges. Emphasize that interpretation of the theme is the most important criterion. ● Give judges Post-It flags. A different color for each judge. ● Ask the judges to put a flag on every entry that they feel best meets all the criteria. Encourage them to read the artist’s statement. ● When all judges have finished, gather the entries with three different colored flags. If there are more of these than you are allowed to advance, ask the judges to narrow their choices to the allowable numbers. These are the Awards of Excellence. ● From the Award of Excellence entries, ask the judges to select an entry they believe to be “the” best entry in each grade division and arts category. These entries will receive the Overall Award of Excellence and advance to Texas PTA. ● The Awards of Merit are all entries with only two flags (in addition to any entry with three flags but did not receive an Award of Excellence) to meet the number of Awards of Merit you would like to present. ● The Honorable Mentions are entries with one flag (in addition to any entry with two flags but did not receive an Award of Merit) to meet the number of Honorable Mention awards you would like to present. ● The entries without any flags should receive Participation recognition. Sample Literature Judging Method Each judge receives entries from one grade division to review. This may require four to five judges since they are each assigned a different grade division (including Special Artist, if applicable). Each judge selects a designated number of entries from their assigned grade division for presentation to the full panel of judges. After the presentation, the judges assign each final entry an award level (Award of Excellence, Award of Merit, and so on). Sample Music Composition, Film Production, and Dance Choreography Judging Method The entries can be stored online, using Youtube, Dropbox or any location approved by the PTA executive board, to be viewed by judges. It may take some preparation, but the judges can view the entries at their convenience. Be sure to include a scoring sheet so they can send their evaluation back to you. You may use a scorecard to decide the award level for each entry. From the group of Award of Excellence entries, ask the judges to select an entry they believe to be “the” best entry in each grade division and arts category. These entries will receive the Overall Award of Excellence and advance to Texas PTA. Tiebreakers If two entries are judged as equal in all areas, the entry that best interprets the theme receives the higher recognition. Reflections Program Awards Levels Download and consult the current Local PTA Reflections Judging Guidelines and Suggestions from the Texas PTA website. Reflections is a recognition program, not a competition, and emphasis should be put on participating, not winning. Because of this, Texas PTA does not endorse using placements (1st place, 2nd place, 3rd place, and so on). We use a version of the National PTA recognition system and request all rounds of judging adopt this practice. This system does not rank but allows the students to submit their work and have it judged on its creativity with the current year’s theme. The awards hierarchy at the Local PTA level is as follows: ● Award of Excellence: These entries are excellent interpretations of the Reflections theme, exceptionally creative, and executed extremely well. These are the top 20% of entries at your level and are chosen to be sent to the next judging level. ● Award of Merit: These entries are very good interpretations of the Reflections theme, very creative, and executed well. ● Honorable Mention: These entries are good interpretations of the Reflections theme, are creative, and are executed nicely. 43
● Participation Award: Every student should be recognized for thinking about the theme and trying their best to create an entry that interprets it. Texas PTA also recognizes one entry from each arts category to receive the Outstanding Interpretation Award. These entries demonstrate the most outstanding interpretation of the Reflections theme in their arts category. Seven Outstanding Interpretation Awards are presented each year. National PTA Reflections Winners All students whose entries reach the National PTA level of judging receive a letter of congratulations from National PTA. National winners will be announced on May 1 at PTA.org/ReflectionsAwards. Preparing Advancing Reflections Entries Consult the current Local Leader Reflections Checklist from Texas PTA's Reflections Leader Resources web page. PTAs who are not a member of a Council PTA should contact the Texas PTA State Office by emailing [email protected] for information on Regional judging, including deadlines and delivery locations. Local PTAs who are members of a Council PTA should contact their Council PTAs directly. Local PTAs Advancing to Region or Council PTAs ● Consult with your Region or Council PTA to determine whether they will collect entries digitally, physically, or both so you know how to prepare your entries for advancement. ● If advancing entries digitally, ensure you have a high-quality image or recording of the entry in a universal format (PDF, JPG, MP4, MP3, and so on). Name the entry file and a PDF of the student entry form with the student's name, grade level, and arts category. The level and category can be abbreviated. ● Make sure that a student entry form is attached to each entry. ● Use sturdy backings to prevent damage to visual arts and photography entries. Examples: Matte board, foam core, and corrugated cardboard. Ensure that everything is firmly attached. ● Read the Texas PTA requirements for entries and follow them exactly. ● Protecting the work with butcher paper taped to the back so that it will flap over the front is highly recommended. The use of shrink wrap or clear plastic wrap is discouraged. The shiny surface makes photographing the entries very difficult. ● Never laminate entries! ● For each advancing entry, confirm that parents have completed a legible student entry form (Local PTAs). Attach printed copies of the student entry form to the physical entry. ● Place the student entry form in a photography and visual arts sheet protector. Attach the page protector to the entry. Do not cover the opening with tape. Do not use zip-loc bags or glue. You can purchase page protectors at office supply or discount stores. ● Download and complete the advancing entrant spreadsheet. Use this spreadsheet to keep a digital record of your participating students, their contact information, and their awards. You will be asked to upload this spreadsheet when completing your Local PTA Participation Summary. Include only the advancing students on the file you upload. ● Complete the Local PTA Participation Summary online at the Texas PTA website after judging is complete, and you know how many entries you are advancing. While completing the participation summary, you will be asked to upload your Local PTA Advancing Spreadsheet. This will automatically forward your spreadsheet to your Council PTA/Regional Reflections Coordinator. If your entries are advancing to Council/Region-level judging, be prepared to provide the email address for the Reflections Chair. If your PTA is not a member of a Council PTA and you have not already connected with Texas PTA, we will contact you after you submit your form to provide next steps. ● Use the Local PTA Reflections Coordinator checklist available at Texas PTA's Reflections Leader Resources web page so you don’t miss anything. ● Keep a copy of your student entry forms and advancing entrant sheet! 44
Note to the Reflections Chairs These procedures may seem unnecessarily complicated. It may not make sense why things must be done a particular way. Every recommendation is based on experience and lessons learned. These procedures will help you and your students have a positive experience with the Reflections Program. If you have discovered a method or procedure that has worked particularly well, please share it with the Texas PTA Programs staff. Reflections FAQ Participation ● Who is eligible to participate? In Texas, participation in the Reflections program is open to all students who attend a school with a PTA/PTSA in good standing by October 31 or who attend a home school program, virtual school, or non-PTA School and have become a PTA member of their local PTA or the Lone Star Statewide PTA no later than October 31. ● Must the entries be created at school? Students may create their entries at school or home as they wish. ● Is there a limit to how many entries a student may submit? National and Texas PTA do not limit the number of entries a student may submit. A student may enter more than one entry in more than one category. ● Under what division should developmentally-challenged students participate? In 2012, National PTA and Texas PTA added a Special Artist Division open to students whose physical, cognitive, or mental health challenges meet the guidelines outlined in the American Disabilities Act. Participation in this division is optional and decided upon by the parents. For more information, see the Special Artist Division Rules in the Student Program Rules Packet at txpta.org/reflections-participation. ● May developmentally or physically challenged students receive help from a parent or teacher? Qualifying students entering the Special Artist Division create their artwork but may receive non-artistic accommodation and assistance from an adult. Along with Early Childhood, Kindergarten, and 1st-grade students, these students may dictate to another person who may type or write down the original work. ● May a student use unacceptable language in an entry? The Reflections Program does not restrict content or subject matter in any category. Students who submit entries created in a school setting should be mindful of school standards. Judges should be reminded that entries are to be reviewed solely for creativity, artistic merit, and theme interpretation. Use of Copyrighted Material ● May students use copyrighted material as a source for their artwork? Use of copyrighted material is not acceptable in any submission, with the following exceptions: ○ Photographs, visual artworks, and films may include public places, well-known products, trademarks, or certain other copyrighted material as long as that copyrighted material is incidental to the subject matter of the piece and/or is a smaller element of a whole. The resulting work cannot establish an association between the student and the trademark/ business/material or influence the purchase/non-purchase of the trademarked goods. ○ Visual arts collages may include portions of existing copyrighted works, such as photographs, magazine clippings, internet images, and type cut out of a newspaper, as long as those portions of copyrighted works are used to create a completely new and different work of art. A collage should be judged for its whole, not its parts, and whether the resulting work is a creative, original work of art. ○ Dance choreography and film production entries may use copyrighted music. The title, composer, and performer of any music used must be credited and documented on the Student Entry Form. Dance Choreography ● Does the choreographer ( student submitting the entry) have to be one of the performers? The choreography must be one student's work and demonstrate creativity and interpretation of the theme. The choreographer need not be one of the dancers. ● Can a martial arts, gymnastics, ice skating, or synchronized swimming performance be submitted as a dance choreography entry? A dance choreography entry may employ any number of diverse forms of dance and/or inspiration from many areas, including sports. However, the primary choreography must 45
utilize some of the core principles of dance. The entry submitted should not be a recording of a demonstration or routine used in a meet or competition for any sport. ● How is traditional dance judged for originality and/or creativity? Modifying the steps and the dance interpretation are considered when judging a traditional dance for creativity and/or originality. An explanation of the origin of the dance and/or the significance of the choreography might be a useful addition to the artist’s statement when submitting a dance choreography entry that involves traditional cultural or regional dances. Film Production ● Does the student submitting the entry need to appear in the film? The student must be the director, screenwriter, and cameraperson. They do not have to appear in the film. Equipment such as a tripod and remote may be used to film themselves. Literature ● Must ESL students enter in English? Students for whom English is not the first language may submit an entry in their native language. An interpretive translation must accompany this entry. Translators should make every effort to retain the same level of language and accuracy as the student’s original entry. Music Composition ● May students use notation software for creating music composition scores? All instruments, sounds, styles, and combinations are accepted. Software may be used to produce an audio recording. Entries containing algorithmic composition techniques are not accepted. ● Rap is a part of music composition. How should it be judged? Middle school and high school students may submit their composition beat and lyrics with a written reflective statement that provides a musically technical explanation of how the music was created (100 words or less). The chair can also encourage students to submit it as poetry in the literature category. Photography & Visual Arts ● May students submit computer-manipulated photos? National PTA accepts electronic manipulation of photographs as well as traditional photographic montages. ● What’s the difference between a photomontage and a collage? ○ A photomontage is a seamless print of a collection of photos combined digitally or manually and scanned or photographed to reprint. ○ A collage is a piece that has been manually cut and pasted together and is not a seamless print, or includes images that are not photos (clippings from printed media). Student Information Protection ● How does a PTA protect student information on artwork? When artwork is on display, label the back of the piece only with the student’s name, school, and town. Do not attach the Student Entry Form to the back of the artwork in a display setting. No one outside of PTA should have access to student information. Develop a system to easily match and reattach Student Entry Forms to artwork for returning to the artist or sending to the next judging level. Still have questions? Email Texas PTA at [email protected]. Texas PTA and National PTA will also host recorded webinars. For the schedule or to watch previously recorded webinars visit Texas PTA's Reflections web page. 46
Healthy Lifestyles Programs In response to the demand for greater collaboration, the Association for Supervision and Curriculum Development (ASCD) and Centers for Disease Control (CDC) developed the expanded 10-component model - The Whole School, Whole Community, Whole Child (WSCC) - which replaces the old Coordinated School Health eight-component model. The CDC provides a framework for addressing school health policies, practices, and programs to ensure students are healthy and ready to learn. The CDC states that this evolution meets the need for greater emphasis on the psychosocial and physical environment and the ever-increasing and growing roles that community agencies and families must play. So, establishing a healthy lifestyles chair at the Local PTA level benefits all school and community members. Although the WSCC model encompasses all areas of health (physical, mental, and social/emotional), childhood obesity is one of our country's most serious health problems. Over the past three decades, childhood obesity rates in the United States have tripled. Today nearly one-third of U.S. children are overweight, and almost 17% of children and adolescents are obese. Obesity has potentially devastating consequences for our youth and our society as a whole. Studies show that due to diseases related to being overweight, children today may not live as long as their parents. Obesity is associated with Type 2 diabetes, heart disease, stroke, high blood pressure, depression, breast cancer, and arthritis. In the past 20 years, annual obesity-associated hospital costs for children have tripled. While childhood obesity remains a critical issue, the rise of social/emotional and mental health issues related to bullying, cyberbullying, and other youth violence-related incidents is high. Creating a positive social and emotional climate increases academic achievement, reduces stress, and improves positive attitudes toward self and others. The following benefits exist for PTAs with a healthy lifestyles chair: ● Creates relevance and awareness for healthy lifestyles. ● Confers authority to work on health and wellness issues. ● Improves accessibility to school board/administrators, principals, students, parents, and community. ● Establishes contact person for health and wellness information, resources, and requirements. ● Creates recruitment opportunities for new members/leaders with a wellness focus. ● Assists in communication/implementation of the wellness policy. ● Supports collaboration with campus administration, food service, parents, and staff on health and wellness goals. Establishing a healthy lifestyles committee on your executive board, recruiting a qualified chair, and providing access to training and resources are essential steps toward addressing the critical health needs of Texas children and their families. According to the Centers for Disease Control (CDC), schools are an ideal place for students to learn about and practice healthy behaviors. Establishing healthy behaviors during childhood is easier and more effective than changing unhealthy behaviors during adulthood. The education, public health, and school health sectors have called for greater alignment, integration, and collaboration between education and health to improve each child’s cognitive, physical, social, and emotional development. Schools play a critical role in promoting the health and safety of young people and helping them establish lifelong healthy behavior patterns. Additionally, more research shows a link between the health outcomes of young people and their academic success. Healthy Lifestyle Programs Make a Difference We know why we need healthy lifestyles, but what is being done about it? The good news is there's a lot of good news! With national, state, and local support, PTAs and parents have various tools and resources to help their voices be heard. According to the Centers for Disease Control (CDC), public health and education serve children, often in the same settings. The Whole School, Whole Community, Whole Child (WSCC) focuses on the child to align the common goals of both sectors. Coordinated School Health (CSH) programs have helped establish policies and practices in states, districts, and schools nationwide and will see continued success within the expanded WSCC model. This framework provides a foundation to build programs and resources that support the WSCC focus on the whole child. 47
Intentional coordination brings a school community together to teach children to be healthy for a lifetime. Family engagement is one of the identified components in the WSCC model, and PTAs can play a critical role in assisting in collaborative efforts. The ultimate goal is to coordinate all 10 components. This continued support provides leverage for PTAs and schools trying to make a difference! Every Student Succeeds Act (ESSA) ESSA replaced No Child Left Behind (NCLB) and identifies school health and physical education as part of a student’s “well-rounded education,” along with other subjects such as art, music, civics, science, and more. This federal education legislation provides increased access to funds for health and PE programs (including professional development). It allows states and school districts to set their priorities for funding and accountability. Coordinated School Health/Whole School, Whole Community, Whole Child Each district must adopt a state-approved Coordinated School Health program for all K-8 campuses. Each program must provide for coordination: health education, physical education and activity, nutrition services, and parental involvement. Schools are also required to evaluate the Coordinated School Health Program in their Campus Improvement Plan. ● Check with your school or district to see which CSH program they have adopted and how the PTA can support it (for example, some programs have a parental involvement component that they may need assistance implementing) ○ The three approved programs by the Texas Education Agency are: ■ Bienestar ■ The CATCH Program ■ The Great Body Shop ● Assist the school in any data collection needed for evaluating the effectiveness of their adopted program School Health Advisory Council (SHAC) Every independent school district is required by law to have a SHAC of which the majority of members must be parents who are not employed by the school district. Parents have a mighty voice; the SHAC must report annually to the Board of Trustees. SHACs advise the district on coordinated school health programming and its impact on student health and learning. Additionally, SHACs recommend indicators for evaluating the effectiveness of Coordinated School Health Programs and other policy-related issues on health and wellness. ● It is recommended that local or council PTA healthy lifestyles chairs seek to serve on their district SHAC. ● Examples of stronger local policy revisions that district SHACs have recommended are: ○ Mandatory recess ○ Required middle school health ○ Human Growth, Development, and Sexuality curriculum ○ Non-food/healthy food fundraiser guidelines ○ Stipends for wellness leaders on campus Wellness Policy Each district participating in a program authorized by the Richard B. Russell National School Lunch Act, or the Child Nutrition Act, shall establish a local school wellness policy for schools in the district. At a minimum, the school wellness policy established for each school must: ● Involve parents, students, representatives of the school food authority, school board, school administrators, and the public 48