Page # Article # Section # Proposed changes (Please attach additional pages if necessary.)
Forms FO37 California State PTA Toolkit – May 2016
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
CONFLICT/WHISTLEBLOWER FORM
ANNUAL QUESTIONNAIRE
UNIT NAME ____________________________________
NAME: _______________________________________________________________ Telephone: (______) ______________
PTA POSITION: _________________________________________________________________________________________
Occupation: _____________________________________________________________________________________________
Name of Employer: ______________________________________________________________________________________
Employer’s Address: ______________________________________________________________________________________
_______________________________________________________________________________________________________
City State Zip
1. I have read the California State PTA Conflict of Interest Policy (Running Your PTA chapter): ___ Initial
2. I have read the California State PTA Whistleblower Policy (Running Your PTA chapter): ___ Initial
3. I understand that as a board member, I have a responsibility to review the tax return: ___ Initial
4. Are you currently being compensated by the PTA for services rendered to the organization (whether as a part-time or full-time
employee, independent contractor, consultant or otherwise) within the previous 12 months? __Yes __No
5. Do you anticipate the receipt of compensation from the PTA for the rendering of services as described in question 1 above
during the upcoming 12 months? __Yes __No
6. If any person bearing any of the following relationships to you is currently being compensated by the PTA for services
rendered to it as described in question 4 above within the previous 12 months, please list his or her name in the following
space and indicate the person’s relationship to you by using the relationships designated below (if no such person is being
compensated, please print the word “none” in the first space): __Yes __No
Relationships: brother, sister, ancestor, descendent, spouse, brother-in-law, sister-in-law, son-in-law, daughter-in-law, mother-in-law, father-in-law
Name ___________________________________ Relationship _______________________________________
7. If any person bearing any relationship to you as described in question 6 above anticipates the receipt from the PTA for the ren-
dering of services to it as described in question 4 above within the next 12 months, please list his or her name in the following
space and indicate this person’s relationship to you (if no such person anticipates receipt of such compensation, please print
the word “none” in the first space).
Name ___________________________________ Relationship _______________________________________
8. Are you a director, an officer, an employee or an owner in any business or entity which has done business within the previous
12 months with the California State PTA, or currently is, or is contemplating doing business with the business? __Yes __No
If yes, please explain type of business, type(s) of transaction(s), relationship:
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
Date: ________________________________, 20___ Signature __________________________________________
California State PTA Toolkit – May 2016 Type or print name ___________________________________
FO38 09/13
Forms
Forms
EVALUATION
This form can be reproduced for as many Action Steps as necessary.
Problem statement__________________________________________________________________________________________
Solution statement __________________________________________________________________________________________
Action Estimated Actual Time Modifications Continuing
Steps Dollars Spent Action Taken Responses to the Plan Action Needed
FO39 Time Frame Frame Budget
California State PTA Toolkit – May 2016
EVENT PLANNING WORKSHEET
PRIMARY EVENT INFORMATION Contact Information
Date
Chairperson Time
Activity
Location
APPOINTED COMMITTEE MEMBERS Contact Information
Name
1
2
3
4
5
6
7
CHECK WHEN COMPLETED r OK with PTA budget r Program approved by unit
r OK with school calendar
r OK with insurance r Volunteers confirmed r Funds allocated by unit
r Received staff input r Parking logistics
r Hospitality arranged r Handouts collected from
r Parental permission slip o Signage non-participating service providers
o Crossing guards
o Developed r Special requirements r Publicity materials
o Duplicated o Flag
o Distributed o Judges o Developed
r Evaluation form(s) o Custodian o Duplicated
o Developed o Letters/fliers to parents & staff
o Duplicated o PTA newsletter distributed
o Press releases and/or Public
Service Announcements (PSAs)
to media
California State PTA Toolkit – May 2016 FO40 Forms
PROGRAM EXPENSES
Facility use permit $ Custodian $ Refreshments $
Fliers $ Handouts $ Signs $
Postage $ Nametags $ $
PUBLICITY Due date Newsletter articles Due date Media releases Due date
Fliers
EQUIPMENT & AUDIOVISUAL REQUIREMENTS
Item Quantity Location Item Quantity Location
SPECIAL CONTACTS (JUDGES, SPEAKERS, SERVICE PROVIDERS)
Name Contact Information
1
2
3
4
NOTES
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Forms FO41 California State PTA Toolkit – May 2016
California State PTA Toolkit – May 2016 FINAL ACTION PLAN FORM
This form can be reproduced for as many Action Steps as necessary.
Problem statement__________________________________________________________________________________________
Solution statement __________________________________________________________________________________________
FO42 Action Person Time Budget Time Resources Evaluation
Steps Responsible Frame Needs Allocated Needed Method
Forms
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
PHOTOGRAPHY RELEASE
Permission to use child’s Permission to use adult image, name,
image, name and/or school. organization name, and/or title.
I, ___________________________________, I, __________________________________,
(Print Parent/Guardian’s Full Name) (Print Full Name)
am the parent or guardian of: am an adult 18 years of age or older.
_____________________________________, _____________________________________
(Print Name of Minor Child) (Print Title)
_____________________________________. _____________________________________
(Print Name of Child’s School) (Print School or Organization Name)
I hereby grant and assign the California State PTA, its units, councils, districts and legal
representatives, the irrevocable and unrestricted right to use and publish for editorial, trade,
advertising or any other purpose and in any manner and medium, including website and
internet promotion, all photographic, video, and digital images as indicated below:
o PHOTO / IMAGE ONLY of my child. o PHOTO / IMAGE ONLY of myself.
o PHOTO / IMAGE ONLY of my child o PHOTO / IMAGE ONLY of myself with
with SCHOOL NAME. SCHOOL NAME or ORGANIZATION.
o PHOTO / IMAGE of my child o PHOTO / IMAGE of myself with
with my CHILD’S NAME, my NAME, my ORGANIZATION, and/or
and my child’s SCHOOL’S NAME. my TITLE.
By signing this, I hereby release the California State PTA, its units, councils, districts and its legal
representatives from all claims and liability relating to said photographs, video and digital images.
Date: __________________________________________
Parent/Guardian/Adult Signature: __________________________________________________________________________
Print Name as Signed: ____________________________________________________________________________________
Address, City, Zip: ______________________________________________________________________________________
Telephone: ____________________________________ Email: ______________________________________________
Please complete and return to:
______________________________________________________________________________________________________
Forms FO43 California State PTA Toolkit – May 2016
California State PTA Toolkit – May 2016 NAME OF PTA VOLUNTEER VOLUNTEER HOURS TOTAL
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
1
FO44 2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Forms TOTAL
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
GRANTS
CULTURAL ARTS, HEALTHY LIFESTYLES,
OUTREACH TRANSLATION AND PARENT EDUCATION
Unit, Council, and District PTAs
CULTURAL ARTS
Develop and implement student-centered cultural arts programs which complements
the California State PTA’s commitment to a quality arts education.
The programs and projects should focus on expanding the students’ awareness and
appreciation of the field of cultural arts and/or enriching and enhancing arts education
programs and must be sponsored by the PTA applying for the grant.
OUTREACH TRANSLATION
Translate PTA written materials and oral presentations in an effort to involve every
member of the school community. Presentations or materials must be sponsored by
the PTA applying for the grant. The California State PTA may use these translated
materials when appropriate. Copy of the translated material must accompany the
evaluation report.
HEALTHY LIFESTYLES GRANT
Healthy Lifestyles Grants are available from the California State PTA to develop,
promote and implement programs, projects and activities that will improve the overall
health of children and adults. Refer to the Insurance and Loss Prevention Guide for
approved activities.
PARENT EDUCATION
Develop and implement parent education programs and projects in such areas as
health, child development, child abuse prevention or parenting skills. Programs or
projects must be sponsored by the PTA applying for the grant.
Forms FO45 California State PTA Toolkit – May 2016
CULTURAL ARTS, HEALTHY LIFESTYLES, OUTREACH TRANSLATION AND PARENT EDUCATION
AVAILABILITY
California State PTA grant funds are available for PTAs in good standing to develop and implement programs and
projects at the unit, council and district PTA level.
APPLICATION AND DUE DATE – October 15
An application may be obtained from
• the website at capta.org
• the California State PTA Toolkit
• the California State PTA office
The final application packet must include:
1. completed application form.
a. MUST be signed by the unit, council or district PTA president.
2. the most recent PTA fiscal year-end audit.
3. the current fiscal year budget.
4. a description of the program’s goals and anticipated outcomes [no more than three (3) pages, total] including;
a. the number of students served.
b. description of activities planned to implement project and goals.
c. timeline for project.
d. proposed project budget.
e. description of other project funding applied for or received.
f. explanation of project implementation, if less than the amount requested is awarded.
g. description of project evaluation.
Application due date:
• applications must be mailed; facsimiles will not be accepted.
• must be received in the California State PTA office by close of business October 15.
• when October 15 falls on a weekend, applications are due in the State PTA office by close of business the fol-
lowing Monday.
• postmarks will not be accepted.
• applications will not be considered if received after due date.
SELECTION
Unit, council or district PTA grant recipients are selected by members of the California State PTA Scholarship and
Grant Committee. All applicants will be notified of their standing by letter in January or February. A check for the
grant is sent to each unit, council or district PTA recipient in February.
GRANT REPORT AND EVALUATION DUE DATE – June 1
Grant funds must be expended by June 1.
The detailed grant report must include:
1. the project’s goals and objectives,
2. an evaluation of the outcomes,
3. the program/project budget,
4. an accounting of actual expenditures.
The grant report must be received in the California State PTA office no later than June 1.
• Postmarks will not be accepted.
• Forward copies of all translated materials to the California State PTA with report.
• Any funds NOT used for the purpose stated on the original grant application must accompany the report to the
California State PTA Scholarship and Grant Committee. (Refer to Grant Report Form, Forms).
6/2014
California State PTA Toolkit – May 2016 FO46 Forms
District PTA # _______
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
GRANT APPLICATION
CULTURAL ARTS, HEALTHY LIFESTYLES,
OUTREACH TRANSLATION AND PARENT EDUCATION
Unit, Council, and District PTAs
DUE DATE IN THE CALIFORNIA STATE PTA OFFICE – OCTOBER 15
APPLICATIONS WILL NOT BE CONSIDERED IF RECEIVED AFTER THE DUE DATE
CHECK ONLY ONE June 1 – Grant Report and Evaluation Due Date
o CULTURAL ARTS
o HEALTHY LIFESTYLES • Grant funds must be expended by June 1. A report
o OUTREACH TRANSLATION detailing the project’s goals and objectives, an
o PARENT EDUCATION evaluation of the outcomes, and a budget and an
accounting of actual expenditures must be
Submit a separate application for each grant type. returned to the California State PTA office no
• PTA must be in good standing. later than June 1.
• Application must be signed by unit, council or district PTA president. • Any funds not used for the purpose stated on the
original grant application must accompany the
• Completed form must accompany all required documentation. report. (See Forms, Grant Report Form.) Copies of
translated materials must accompany the report.
Please type or print legibly.
PTA Name____________________________________________________________California State PTA ID#_______________
PTA Council___________________________________________________________District PTA_________________________
Contact Person________________________________________________________ PTA position ________________________
First Name Last Name
___________________________________________________________________________ Telephone (____)_____________
Street Address City/State Zip Code
*SIGNATURE of contact person _________________________________ Email _____________________________________
*Approval date by PTA general membership _______________________ Grant Amount Requested $ _____________________
*SIGNATURE of PTA president _________________________________ Date __________ Telephone (____) _____________
q Unit q Council q District PTA
*REQuIRED
PROVIDE THE FOLLOWING: Return Application in the Following Order:
o Current fiscal year-end PTA audit 1. Completed application form (one page).
o Current fiscal year PTA budget 2. Response to items 1-7, no more than 3 pages total.
o Completed application form 3. Copy of current fiscal year-end PTA audit.
Required documentation, including 4. Copy of current fiscal year PTA budget.
1. Description of project and its purpose. Include goals, number of
Paper clip the documents together – DO NOT STAPLE.
students served, and expected outcomes.
2. Description of activities planned to implement project and goals. MAIL TO:
3. Timeline for project. California State PTA
4. Proposed project budget. 2327 L Street
5. Description of other project funding applied for or received. Sacramento, CA 95816-5014
6. Explanation of project implementation, if less than the amount
FACSIMILES WILL NOT BE ACCEPTED
requested is awarded.
7. Description of project evaluation.
OFFICE USE ONLY: q Unit in good standing q Most recent fiscal year-end PTA Audit q Current PTA budget
Forms FO47 California State PTA Toolkit – May 2016
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
GRANT REPORT
CULTURAL ARTS, HEALTHY LIFESTYLES,
OUTREACH TRANSLATION AND PARENT EDUCATION
Unit, Council, and District PTAs
DUE DATE JUNE 1
Provide a summary of your program. Forward copies of all translated materials. Grant funds not expended for the
original purpose stated on the grant application must be returned with this report.
Recipient:_________________________________________________________ District PTA: ________________
(Unit, Council, or District PTA)
Contact Person: _______________________________________________________________________________
First name Last name
Address: _____________________________________________________________________________________
Street
_____________________________________________________________________________________
City Zip Code
Telephone (_____)__________________________ Email: ____________________________________________
TYPE OF GRANT RECEIVED: Amount Received $_______________
q Cultural Arts Amount Spent $_______________
q Healthy Lifestyles
q Parent Education Funds Returned* $_______________
q Outreach Translation
*(Payable to the California State PTA.)
PROVIDE THE FOLLOWING:
1. Project description and purpose.
2. Project budget and actual expenditures.
3. Project evaluation summary including suggested improvements.
4. Copies of all translated materials.
5. Copies of any printed materials developed.
How many students were served?_______________ How many adults were served?____________________
Will this be a continuing program/project for your PTA? q Yes q No
Explain: _____________________________________________________________________________________
__________________________________________________________________________________________
Contact Person Signature:________________________________________________ Date: _________________
MUST BE RECEIVED IN THE CALIFORNIA STATE PTA OFFICE NO LATER THAN JUNE 1.
MAIL TO: California State PTA
2327 L Street
Sacramento, CA 95816-5014
FACSIMILES NOT ACCEPTED
California State PTA Toolkit – May 2016 FO48 Forms
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
CONTINUING EDUCATION SCHOLARSHIP
FOR CREDENTIALED CLASSROOM TEACHERS AND COUNSELORS
Continuing Education Scholarships for Credentialed Teachers and Counselors for up to $500.00 each are available from the
California State PTA to elementary and secondary teachers and counselors employed in California public schools.
AVAILABILITY
California State PTA scholarship funds are available for continuing education course(s). The course(s) must be at an accredited
college or university from January 1 through December 31. Courses must be completed by December 31 of the year following the
awarding of the scholarship.
QUALIFICATIONS
Scholarships are awarded to credentialed teachers and counselors
1. who were employed full time in the public schools in California during the preceding academic year;
2. who have a minimum of three (3) years' teaching/counseling experience in California public schools;
3. who have a full-time teaching or counseling contract for the current year;
4. who plan to continue as a teacher or counselor; and
5. who are members of a PTA/PTSA unit in good standing, and teach or have a counseling position at that PTA/PTSA school.
APPLICATION AND DUE DATE
The application and accompanying reference forms may be obtained from:
• the website at capta.org;
• the California State PTA Toolkit; and
• the California State PTA office.
The final application packet must include:
1. a completed application form;
2. a legible copy of applicant's current PTA/PTSA membership card on an 8½" x 11" sheet of paper;
3. an essay describing
a. your current teaching/counseling assignment;
b. other teaching/counseling assignments and dates of service;
c. how the course(s) will improve your effectiveness as a teacher/counselor;
d. any PTA/school/student extracurricular activities in which you are involved;
4. reference forms and letters in sealed envelopes;
a. reference form and letter written specifically for this scholarship application;
b. first reference form and letter completed by applicant’s current administrator, or representative; and
c. second reference form and letter completed by current PTA president, or representative.
d. Note: Each completed reference form and letter should be given to the applicant in a sealed envelope.
Mailing instructions:
1. Original application, and reference forms with letters must be mailed together in ONE envelope;
a. Faxed submissions will not be accepted.
2. The application must be received in the California State PTA office by close of business October 15.
a. Postmarks will not be accepted. Application will not be considered if received after due date or if any of the required
materials are missing.
b. When October 15 falls on a weekend, applications are due in the State PTA office by close of business the
following Monday.
SELECTION
Recipients are selected by members of the California State PTA Scholarship and Grant Committee. All applicants will be notified
of their standing by letter in January. A check for the scholarship is sent directly to each recipient.
FOLLOW-UP
Scholarship recipients must provide proof of enrollment and completion of coursework to the California State PTA office by
June 1.
Forms FO49 California State PTA Toolkit – May 2016
District PTA # _____
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
APPLICATION
CONTINUING EDUCATION SCHOLARSHIP
FOR CREDENTIALED CLASSROOM TEACHERS AND COUNSELORS
DUE DATE IN THE CALIFORNIA STATE PTA OFFICE — OCTOBER 15
APPLICATION WILL NOT BE CONSIDERED IF RECEIVED AFTER DUE DATE
Please type or print legibly.
_______________________________________________________________________________________________________
Last Name First Name Middle Name
_______________________________________________________________________________________________________
Street Address City/State Zip Code
(______)________________________________________________________________________________________________
Telephone Email
Total number of years:
as a credentialed teacher/counselor _______ credentialed teacher/counselor in California _______
_______________________________________________________________________________________________________
Complete Name of School Telephone
_______________________________________________________________________________________________________
Street Address of School City/State Zip Code
SIGNATURE of applicant (required)_______________________________________________ Date _______________________
List all credentials held: Provide the Following:
_____________________________________________________ 1. Describe your current teaching/counseling assignment.
_____________________________________________________ 2. List other teaching/counseling assignments and dates of
_____________________________________________________
_____________________________________________________ service.
_____________________________________________________ 3. Describe how the course(s) will improve your
List course(s) selected for continuing education. If course sched- effectiveness as a teacher/counselor.
ule is not available, please indicate subject area/field of interest. 4. Describe your involvement in PTA/school/student
_____________________________________________________
_____________________________________________________ extracurricular activities.
Name accredited college or university you plan to attend. Return Application Packet in the Following Order:
_____________________________________________________ • Completed application form
• Legible copy of your current membership card on
8½" x 11" sheet of paper
• Essay response to items 1-4, above [no more than two
(2) pages total]
• Two (2) reference forms with letters, in sealed envelopes.
Paper clip the documents together – DO NOT STAPLE
RETURN TO: California State PTA, 2327 L Street, Sacramento, CA 95816-5014
FACSIMILES WILL NOT BE ACCEPTED
OFFICE USE ONLY q Copy of current membership card q Two (2) reference forms with letters
q Unit in good standing
q Unit ID Number ______________
FO50
California State PTA Toolkit – May 2016 Forms
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
REFERENCE FORM
CONTINUING EDUCATION SCHOLARSHIP
DATE DUE TO CALIFORNIA STATE PTA OFFICE BY APPLICANT – OCTOBER 15
CHECK APPLICABLE SCHOLARSHIP:
o SCHOOL NURSES — On a separate sheet, give an evaluation of the abilities and characteristics of the
applicant, as well as comments regarding applicant's personal and professional qualifications. Include
any of the applicant's PTA or other volunteer work of which you are aware. Information provided will be
considered confidential. Please limit letter to one page.
o TEACHERS & COUNSELORS — On a separate sheet, give an evaluation of the abilities and charac-
teristics of the applicant, as well as comments regarding applicant's personal and professional qualifica-
tions. Include any of the applicant's PTA/school/student extracurricular activities of which you are aware.
Information provided will be considered confidential. Please limit letter to one page.
o PTA VOLUNTEERS — On a separate sheet, give an evaluation of the abilities and characteristics of the
applicant, as well as comments regarding applicant's personal and professional qualifications.
Unit/council/district PTA president – describe applicant's PTA volunteer involvement. Information
provided will be considered confidential. Please limit letter to one page.
RETURN THIS FORM WITH LETTER OF RECOMMENDATION IN A SEALED ENVELOPE
DIRECTLY TO APPLICANT
APPLICANT’S NAME ______________________________________________________
Form completed by ______________________________________________________________________
Title/Position ____________________________________________________________________________
Mailing Address _________________________________________________________________________
______________________________________________________________________________________
Telephone (_____) _______________________ Email __________________________________________
SIGNATURE _______________________________________________ Date _______________________
Forms FO51 California State PTA Toolkit – May 2016
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
CONTINUING EDUCATION SCHOLARSHIP
FOR PTA VOLUNTEERS
Continuing Education Scholarships for PTA Volunteers for up to $500.00 are available from the California State PTA to enable
PTA volunteers to continue their education.
AVAILABILITY
California State PTA scholarship funds are available to PTA volunteers. Scholarships for continuing education must be taken at an
accredited college, university, trade, technical or adult school. Scholarships may be utilized from January 1 to December 31.
Courses must be completed by December 31 of the year following the awarding of the scholarship.
QUALIFICATIONS
Scholarships are awarded to PTA volunteers
1. who have given (3) three years’ volunteer service to PTA;
2. who plan to continue providing volunteer services to PTA; and
3. who are current members of PTA/PTSA units in good standing.
APPLICATION AND DUE DATE
The application and accompanying Reference Form may be obtained from:
• the website at capta.org;
• the California State PTA Toolkit;
• the California State PTA office.
The final application packet must include:
1. a completed application form;
2. a legible copy of applicant's current PTA/PTSA membership card on an 8½" x 11" sheet of paper;
3. an essay describing
a. your PTA/PTSA leadership responsibilities and volunteer services;
b. how the course(s) specified in the application form will improve your effectiveness as a PTA volunteer in working
with children and youth;
c. your involvement in school/student extracurricular activities;
4. reference forms and letters in sealed envelopes;
a. reference form and letter written specifically for this scholarship application;
b. first reference form and letter completed by applicant’s unit, council or district PTA president; and
c. second reference form and letter completed by a person unrelated to applicant and with whom applicant has
volunteered during the past two years.
d. Note: Each completed reference form and letter should be given to the applicant in a sealed envelope.
Mailing instructions:
1. Original application, and reference forms with letters must be mailed together in ONE envelope.
a. Facsimiles will not be accepted.
2. The application must be received in the California State PTA office by close of business October 15.
a. Postmarks will not be accepted. Applications will not be considered if received after due date or if any of the
required materials are missing.
b. When October 15 falls on a weekend, applications are due in the State PTA office by close of business the
following Monday.
SELECTION
Recipients are selected by members of the California State PTA Scholarship and Grant Committee. All applicants will be notified
of their standing by letter in January. A check for the scholarship is sent directly to each recipient.
FOLLOW-UP
Scholarship recipients must provide proof of enrollment and completion of coursework to the California State PTA office by June 1.
6/2014
California State PTA Toolkit – May 2016 FO52 Forms
District PTA # _____
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
APPLICATION
CONTINUING EDUCATION SCHOLARSHIP
FOR PTA VOLUNTEERS
DUE DATE IN THE CALIFORNIA STATE PTA OFFICE — OCTOBER 15
APPLICATION WILL NOT BE CONSIDERED IF RECEIVED AFTER DUE DATE
Please type or print legibly.
____________________________________________________________________________________________
Last Name First Name Middle Name
____________________________________________________________________________________________
Street Address City/State Zip Code
(______) _____________________________________________________________________________________
Area Code/Telephone Email
PTA Unit _______________________________________________________________________________________________
PTA Council (if in council)_____________________________________________________ District PTA ___________________
Total number of years:
as a PTA/PTSA volunteer in California _______________ in other states _______________
SIGNATURE of applicant (required)_____________________________________________ Date _________________________
List course(s) selected for continuing education. If course PROVIDE THE FOLLOWING:
schedule is not available, indicate subject area/ field of 1. Describe your PTA/PTSA leadership responsibilities and
interest.
_________________________________________________ volunteer services.
_________________________________________________ 2. Describe how the above course(s) will improve your
_________________________________________________
_________________________________________________ effectiveness as a PTA volunteer in working with children
and youth.
Name accredited college, university, trade or technical school 3. Describe your involvement in school/student extracurricular
you plan to attend. activities.
_________________________________________________
_________________________________________________ RETURN APPLICATION PACKET IN THE FOLLOWING ORDER:
• Completed application form
• Legible copy of your current membership card on
8½" x 11" sheet of paper
• Essay response to items 1-3, above [no more than two (2)
pages total]
• Two (2) reference forms with letters, in sealed envelopes
Paper clip the documents together – DO NOT STAPLE
RETURN TO: California State PTA, 2327 L Street, Sacramento, CA 95816-5014
FACSIMILES WILL NOT BE ACCEPTED
OFFICE USE ONLY q Copy of current membership card q Two (2) reference forms with letters
Forms q Unit ID Number ______________ q Unit in good standing
FO53 California State PTA Toolkit – May 2016
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
REFERENCE FORM
CONTINUING EDUCATION SCHOLARSHIP
DATE DUE TO CALIFORNIA STATE PTA OFFICE BY APPLICANT — OCTOBER 15
CHECK APPLICABLE SCHOLARSHIP:
o SCHOOL NURSES — On a separate sheet, give an evaluation of the abilities and characteristics of the
applicant, as well as comments regarding applicant's personal and professional qualifications. Include
any of the applicant's PTA or other volunteer work of which you are aware. Information provided will be
considered confidential. Please limit letter to one page.
o TEACHERS & COUNSELORS — On a separate sheet, give an evaluation of the abilities and charac-
teristics of the applicant, as well as comments regarding applicant's personal and professional qualifica-
tions. Include any of the applicant's PTA/school/student extracurricular activities of which you are aware.
Information provided will be considered confidential. Please limit letter to one page.
o PTA VOLUNTEERS — On a separate sheet, give an evaluation of the abilities and characteristics of the
applicant, as well as comments regarding applicant's personal and professional qualifications.
Unit/council/district PTA president – describe applicant's PTA volunteer involvement. Information
provided will be considered confidential. Please limit letter to one page.
RETURN THIS FORM WITH LETTER OF RECOMMENDATION IN A SEALED ENVELOPE
DIRECTLY TO APPLICANT.
APPLICANT’S NAME ______________________________________________________
Form completed by ________________________________________________________
Title/Position _____________________________________________________________
Mailing Address ___________________________________________________________
________________________________________________________________________
Telephone (____)_______________ Email _____________________________________
SIGNATURE ______________________________________Date ___________________
California State PTA Toolkit – May 2016 FO54 Forms
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
CONTINUING EDUCATION SCHOLARSHIP
FOR SCHOOL NURSES
Continuing Education Scholarships for School Nurses for up to $500.00 each are available from the California State PTA to public
school nurses employed in California public schools.
AVAILABILITY
California State PTA scholarship funds are available for Board-of-Registered-Nurses (BRN) continuing education course(s). The
course(s) must be at approved institutions and/or providers, such as schools of nursing, hospitals, organized nursing groups and
private providers who meet BRN requirements from January 1 through December 31. Courses must be completed by December 31
of the year following the awarding of the scholarship.
QUALIFICATIONS
Scholarships are awarded to licensed registered nurses
1. who have been employed as school nurses in the California public schools during the preceding academic year;
2. who have a minimum of three (3) years’ nursing experience in the public schools;
3. who have a nursing contract for the current year and who plan to continue as public school nurses; and
4. who are members of a PTA/PTSA unit in good standing and have an assignment in at least one PTA/PTSA school.
APPLICATION AND DUE DATE
The application and accompanying Reference Form may be obtained from:
• the website at capta.org;
• the California State PTA Toolkit; and
• the California State PTA office.
The final application packet must include:
1. a completed application form;
2. a legible copy of applicant's current PTA/PTSA membership card on an 8½" x 11" sheet of paper;
3. an essay describing
a. current responsibilities;
b. how the course(s) will improve your effectiveness;
c. any PTA or other volunteer work in which you are involved;
4. reference forms and letters in sealed envelopes;
a. reference form and letter must be written specifically for this scholarship application;
b. first reference form and letter completed by applicant’s current administrator, or representative; and
c. second reference form and letter completed by current PTA president, or representative.
d. Note: Each completed reference form and letter should be given to the applicant in a sealed envelope.
Mailing instructions:
1. Original application, and reference forms with letters must be mailed together in ONE envelope.
a. Facsimiles will not be accepted.
2. The application must be received in the California State PTA office by close of business October 15.
a. Postmarks will not be accepted. Application will not be considered if received after due date or if any of the required
materials are missing.
b. When October 15 falls on a weekend, applications are due in the State PTA office by close of business the
following Monday.
SELECTION
Recipients are selected by members of the California State PTA Scholarship and Grant Committee. All applicants will be notified
of their standing by letter in January. A check for the scholarship is sent directly to each recipient.
FOLLOW-UP
Scholarship recipients must provide proof of enrollment and completion of BRN coursework to California State PTA office by
June 1.
Forms FO55 California State PTA Toolkit – May 2016
District PTA # _____
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
APPLICATION
CONTINUING EDUCATION SCHOLARSHIP
FOR SCHOOL NURSES
DUE DATE IN THE CALIFORNIA STATE PTA OFFICE — OCTOBER 15
APPLICATION WILL NOT BE CONSIDERED IF RECEIVED AFTER DUE DATE
Please type or print legibly.
_______________________________________________________________________________________________________
Last Name First Name Middle Name
_______________________________________________________________________________________________________
Street Address City/State Zip Code
(______)________________________________________________________________________________________________
Telephone Email
License Number ______________________________________________________ Renewal Date_______________________
Credentials _____________________________________________________________________________________________
Total number of years: as a licensed registered nurse ________ employed at school(s) named below ________
SIGNATURE of applicant (required)_______________________________________________ Date ______________________
_____________________________________________ _____________________________________________
Complete Name of School Complete Name of School
_____________________________________________ _____________________________________________
School Street Address School Street Address
_____________________________________________ _____________________________________________
City/Zip Code Telephone City/Zip Code Telephone
List course(s) selected for continuing education. If course PROVIDE THE FOLLOWING:
schedule is not available, indicate subject area/field of interest. 1. Describe your current responsibilities.
__________________________________________________ 2. Describe how the course(s) will improve your effectiveness
__________________________________________________ as a school nurse.
3. Describe any PTA or other volunteer work in which you are
Specify approved Board-of-Registered-Nurses (BRN) institution or
provider. involved.
NOTE: Course(s) to renew the RN license can be obtained only from
Board-of-Registered-Nurses-(BRN) approved institutions and/or Return Application Packet in the Following Order:
providers, such as schools of nursing, hospitals, organized nursing • Completed application form
groups and private providers who meet the BRN requirements. • Legible copy of your current membership card on
_____________________________________________ 8½" x 11" sheet of paper
• Essay response to items 1-3, above [no more than two (2)
_____________________________________________
pages total]
• Two (2) reference forms with letters, in sealed envelopes
Paper clip the documents together – DO NOT STAPLE
RETURN TO: California State PTA, 2327 L Street, Sacramento, CA 95816-5014
FACSIMILES WILL NOT BE ACCEPTED
OFFICE USE ONLY q Copy of current membership card q Two (2) reference forms with letters
q Unit in good standing
q Unit ID Number ______________
FO56
California State PTA Toolkit – May 2016 Forms
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
REFERENCE FORM
CONTINUING EDUCATION SCHOLARSHIP
DATE DUE TO CALIFORNIA STATE PTA OFFICE BY APPLICANT – OCTOBER 15
CHECK APPLICABLE SCHOLARSHIP:
o SCHOOL NURSES — On a separate sheet, give an evaluation of the abilities and characteristics of the
applicant, as well as comments regarding applicant's personal and professional qualifications. Include
any of the applicant's PTA or other volunteer work of which you are aware. Information provided will be
considered confidential. Please limit letter to one page.
o TEACHERS & COUNSELORS — On a separate sheet, give an evaluation of the abilities and charac-
teristics of the applicant, as well as comments regarding applicant's personal and professional qualifica-
tions. Include any of the applicant's PTA/school/student extracurricular activities of which you are aware.
Information provided will be considered confidential. Please limit letter to one page.
o PTA VOLUNTEERS — On a separate sheet, give an evaluation of the abilities and characteristics of the
applicant, as well as comments regarding applicant's personal and professional qualifications.
Unit/council/district PTA president – describe applicant's PTA volunteer involvement. Information
provided will be considered confidential. Please limit letter to one page.
RETURN THIS FORM WITH LETTER OF RECOMMENDATION IN A SEALED ENVELOPE
DIRECTLY TO APPLICANT
APPLICANT’S NAME ______________________________________________________
Form completed by ________________________________________________________
Title/Position _____________________________________________________________
Mailing Address ___________________________________________________________
________________________________________________________________________
Telephone (____)_______________ Email _____________________________________
SIGNATURE ______________________________________Date ___________________
Forms FO57 California State PTA Toolkit – May 2016
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
GRADUATING HIGH SCHOOL SENIOR SCHOLARSHIP
The California State PTA offers Graduating High School Senior Scholarships in the amount of $750.00 each to acknowledge the
achievements of high school seniors for volunteer service in the school and community.
AVAILABILITY
California State PTA scholarship funds are available to high school seniors graduating between January 1 and June 30 of the
current academic year from California high schools with a PTA/PTSA unit in good standing. Scholarship is to be used during fall
semester/quarter following high school graduation at an accredited* college or university, community college or trade/technical
school.
QUALIFICATIONS
This scholarship recognizes volunteer service in the school and community and does not have a grade point average restriction
or requirement.
Applicant must be
1. a California resident;
2. graduating from a high school in California with a PTA/PTSA unit in good standing;
3. a member of his/her high school PTA/PTSA; and
a. a copy of applicant’s current PTA/PTSA membership card must be submitted with application.
APPLICATION AND DUE DATE
The application and accompanying reference forms may be obtained from:
• the California State PTA office;
• the California State PTA Toolkit;
• the website at capta.org.
The final application packet must include:
1. a completed application form;
2. a legible copy of applicant's current PTA/PTSA membership card on an 8½" x 11" sheet of paper;
3. an essay describing
a. any PTA/PTSA responsibility you may have;
b. your career plans, goals, objective and any other information you feel would be valuable to the selection committee;
c. all school service-related activities;
i. including any service you provide to others in your school;
ii. without using abbreviations for any organizations listed;
d. your volunteer service in the community; (Do not include school activities listed in 3c, above.)
4. reference forms and letters in sealed envelopes;
a. reference form and letter written specifically for this scholarship application;
b. first reference form and letter completed by a community volunteer leader with whom student applicant has served
(may not be related to student);
c. second reference form and letter completed by a member of the high school faculty; and
d. copies of recommendation letters for college admission are NOT acceptable.
e. Note: Each completed reference form and letter should be given to the applicant in a sealed envelope.
Mailing instructions:
1. Original application, and reference forms with letters must be mailed together in ONE envelope.
a. Faxed submissions will not be accepted.
2. The application must be received in the California State PTA office by close of business February 1.
a. Postmarks will not be accepted. Application will not be considered if received after due date or if any of the required
materials are missing.
b. When February 1 falls on a weekend, applications are due in the State PTA office by close of business the following
Monday.
SELECTION
Recipients are selected by members of the California State PTA Scholarship and Grant Committee. All applicants will be notified
of their standing by letter by the end of March. A check for the scholarship will be sent directly to the recipient.
FOLLOW-UP
Scholarship recipients must provide proof of enrollment and completion of coursework to the California State PTA office by June 1.
*Accreditation acceptable from the Western Association of Schools and Colleges, Inc.; Middle States Association of Colleges and Schools; New England Association of Schools
and Colleges; North Central Association of Colleges and Schools; Northwest Association of Schools and Colleges; and the Southern Association of Colleges and Schools.
California State PTA Toolkit – May 2016 FO58 Forms
District PTA # _____
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
APPLICATION
GRADUATING HIGH SCHOOL SENIOR SCHOLARSHIP
DUE DATE IN THE CALIFORNIA STATE PTA OFFICE — FEBRUARY 1
APPLICATION WILL NOT BE CONSIDERED IF RECEIVED AFTER DUE DATE
Please type or print legibly.
_______________________________________________________________________________________________________
Last Name First Name Middle Name
____________________________________________________________________________________________
Street Address City/State Zip Code
(______)________________________________________________________________________________________________
Telephone Email
_______________________________________________________________________________________________________
Complete Name of High School Telephone
_______________________________________________________________________________________________________
High School Street Address City, State Zip Code
_____________________________________ ___________________________________________________________
Date of Graduation (Month, Day, Year) Intended major/course of study at college/university, trade or technical school
SIGNATURE of applicant (required)_______________________________________________ Date ______________________
List names of accredited colleges/universities, community col- Provide the Following:
leges or trade or technical schools to which you have applied 1. Describe any PTA/PTSA responsibility you may have.
and/or been accepted. Recipient must attend an accredited 2. Describe your career plans, goals, objective and any
college/university, community college or trade or technical
school within the first year following high school graduation. other information you feel would be valuable to the
selection committee.
__________________________________________________ 3. Describe all school service-related activities – include
any service you provide to others in your school. Do
__________________________________________________ not use abbreviations for any organizations listed.
4. Describe in detail your volunteer service in the
__________________________________________________ community. Do not include school activities listed in
3 above.
__________________________________________________ Return Application Packet in the following Order:
• Completed application form
__________________________________________________ • Legible copy of your current membership card on
__________________________________________________ 8½" x 11" sheet of paper
• Essay response to items 1-4, above [no more than
Do you give permission for your name to be used in a news
release concerning these scholarships? two (2) pages total]
• Two (2) reference forms with letters, in sealed
o Yes o No
envelopes
Paper clip the documents together – DO NOT STAPLE
RETURN TO: California State PTA, 2327 L Street, Sacramento, CA 95816-5014
FACSIMILES WILL NOT BE ACCEPTED
6/2014
OFFICE USE ONLY o Copy of current membership card o Two (2) reference forms with letters
Forms o Unit ID Number ______________ o Unit in good standing
FO59 California State PTA Toolkit – May 2016
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
REFERENCE FORM
GRADUATING HIGH SCHOOL SENIOR SCHOLARSHIP
TO BE COMPLETED BY SCHOOL FACULTY/COMMUNITY MEMBER
DUE DATE TO CALIFORNIA STATE PTA OFFICE BY APPLICANT – FEBRUARY 1
The purpose of this scholarship is to acknowledge the achievements of high school seniors for volunteer
service in the school and community and to provide an incentive for students to continue their education.
Name of Student__________________________________________________________
This student has applied to the California State PTA for a scholarship. Please include this reference form
and a separate letter of recommendation, which MUST be written specifically for this graduating high school
senior scholarship application. Copies of recommendation letters for college are not acceptable. Attach the
letter of recommendation, written on an additional sheet. Information provided will be considered confiden-
tial. Please limit letter to one page.
In what capacity do you know student ________________________________________________________
_______________________________________________________________________________________
Provide a description of each activity and the student’s involvement. Give your evaluation of the abilities,
attitudes and potential of the student and comments regarding student’s volunteer service, activities,
achievements and personal qualifications.
Name of Faculty/Community member completing form ___________________________________________
Faculty/Community position _______________________________________________________________
Mailing Address __________________________________________________________________________
_______________________________________________________________________________________
Telephone (____)___________________ Email _______________________________________________
SIGNATURE ___________________________ Date _________________________
RETURN THIS FORM WITH LETTER OF RECOMMENDATION IN
A SEALED ENVELOPE DIRECTLY TO APPLICANT.
California State PTA Toolkit – May 2016 FO60 Forms
Forms PTA’s nonpartisan policy prohibits Questions to consider in
the PTA from endorsing or oppos-
FO61 ing a candidate for public office. working more effectively PARTNERS
PTAs may support or oppose issues IN
and principles. with school boards:
TheEDUCATION:
PTAs should: • How many members serve on
• Find out when regular or special school the school board? What are School Board
their names and how can they
board elections will be held. be contacted? and PTA
• Be aware that, by law, PTA (as a non-
California State PTA Toolkit – May 2016 • How are school board members
profit association) must remain neutral chosen?
in any candidate election. PTA may
take positions on issues only. • How often and where does the
• Alert community members to the com- school board meet? Are the
ing election (or appointment) of school meetings aired on cable televi-
board members. sion, radio, or via webcast?
• Emphasize citizen obligation to register
and vote. • When does the school board
• Publicize the duties of a school board reserve time on its agenda for
member and the qualifications of the the public to speak, as required
candidates by providing profiles of all by law?
candidates in a non-biased manner.
• Sponsor candidate forums where all • Does the school board have a
school board candidates are invited to written policy on parent
speak. (This may be done in coopera- involvement that agrees with
tion with other nonpartisan organiza- PTA policy and the California
tions, e.g., League of Women Voters.) state mandate on parent
involvement?
Encourage citizens to evaluate carefully
each school board candidate on the abil- • What is the relationship of site
ity to represent the whole community on council(s) or other school/parent
all educational issues. committees to the school board?
• Does the school board agenda
include a report from PTA?
Where are agendas, minutes,
reports, etc., available?
2327 L Street, Sacramento, CA 95816-5014
916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
11/08
Partnership, teamwork and cooperation • Overseeing the educational programs Promoting cooperation between PTA liaison to the school board Forms
are the building blocks of education and business operations of the district PTA and the school board
leadership today. The school board and according to the California Education A PTA liaison to the school board is a FO62
PTA can form an effective partnership Code. PTA bylaws encourage participation in valuable resource to both groups. The
to achieve quality public education. the decision-making process to develop duties of the PTA liaison to the school California State PTA Toolkit – May 2016
• Exercising fiscal authority. The board school policy. board include:
PTA as an organization is devoted to the adopts the budget, approving all expen- • Knowing PTA policies, structure and
well-being of all children and youth. It ditures. Working cooperatively with the school
provides parents, teachers and students board requires the knowledge and position statements and voicing the
with the means to participate and work • Long-range planning and goal setting understanding of each participant’s role, PTA’s consensus, not personal views or
effectively with the school board. At the for educational programs of the district. responsibility and authority. opinions, on an issue.
same time, PTA helps the school board • Studying agendas and reports in
become informed about the community • Approval of curriculum and adoption of PTA and school boards can be valuable advance of meetings.
and the needs of children. textbooks in accordance with state law partners by: • Introducing self to school board
and California State Department of • Establishing regular two-way members, and clarifying the role of
School boards are responsible for taking Education regulations and local goals. PTA liaison.
the lead in identifying the community’s communication. • Attending school board meetings
education needs and in meeting those • Representing the public as the employer • Appointing liaisons to attend each regularly, and then reporting to PTA.
needs through local school policies. of school personnel in any collective • Encouraging parents to attend school
bargaining process. other’s respective board meetings and board meetings.
The school board’s role making reports at those meetings. • Alerting the PTA unit, council or dis-
School board structure and • Communicating important school trict PTA to issues that may require
The school board is charged with the meetings issues being considered by the school PTA study and action.
responsibility for all aspects of education board. • Sharing PTA in California, National
in a school district. The board acts in con- School districts and their governing • Keeping members informed of school PTA’s Our Children, PTA printed and
formity with state and federal laws and boards vary greatly in size. Some families board/PTA actions and policies electronic newsletters and other
California Department of Education rules have children in one school district for through reports in newsletters, appropriate PTA publications with
and regulations. The board must also act in elementary school and in another for sec- meetings and special programs. school board members.
conformity with other state rules and regu- ondary schools. It is important to know • Presenting PTA positions on issues.
lations that impact school district activities the following: • Reporting PTA concerns and parents’ School board elections and PTA
(e.g., health and welfare, safety, etc.). • The geographic area and name of one’s reactions to school policies and
community issues. Leadership on local school boards is of
The school board is legally responsible for school district(s). • Promoting the school board’s written vital interest to all citizens.
policies that govern the operation of the • The organizational structure of the parent involvement policy as mandated
school district. The school board’s main by California law. School board members are either elected
functions are: school district(s) and the responsibilities • Ensuring that PTA has representation or appointed to serve a specified number
• Policy-making. of each part of that structure. on school and district advisory of years. It is important for PTAs to be
• Choosing and evaluating the superin- • How to encourage student participation committees and task forces. involved in either process.
on school site councils and secondary • Inviting school board members to
tendent, and approving selection proce- school forums. participate by helping plan and/or PTA members, including local, state and
dures for other personnel. • How to get an item for discussion on attend PTA meetings, conferences, National PTA officers, may serve on
the school board agenda. workshops and open forums. school boards, as long as they do not
• How to address the school board and • Encouraging parents to attend school seek PTA endorsement or use their PTA
voice the PTA’s position on issues. board meetings. office to promote their candidacy.
• Which decisions the school board has
the authority to make, and which are
made by a school site council or other
school/parent committees.
Forms • Observe strict confidentiality The Need for a Real Partnership
about all matters seen or heard at
FO63 school. Every volunteer is Today, there is an undeniable need for PARTNERS
expected to honor the ethical parents and administrators to work IN
considerations and legal respon- together to build strong partnerships in
sibilities regarding the privacy of education. In PTA, parents and admin- EDUCATION: The Site
students and their records. istrators work to improve education
and the well-being of children and Administrator
Site administrator and PTA youth.
president: Partners working and PTA
together With nearly one million members in
California, PTA is both the largest and
The site administrator and the PTA the most active child advocacy organi-
president represent two important zation in the state. PTA volunteers are
groups in the school: staff and par- part of a network unlike any other par-
ents. ent organization. As such, they have
• Meet regularly at agreed-upon extensive resources and impact when
advocating for improved education
times. Discuss issues. Review within a community.
plans for events. Keep each other
informed.
• Work out problems or misunder-
standings promptly in a direct,
honest way—privately. Keep an
open mind. Listen to each other.
• Be positive and enthusiastic
about the school when working
with parents and community
• Develop a win-win attitude.
Celebrate each other’s accom-
plishments.
California State PTA Toolkit – May 2016 2327 L Street, Sacramento, CA 95816-5014
916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
11/08
Partnerships, teamwork and coopera- • Implement the school district’s proce- • Planning for and facilitating parent- • Schedule forums for parents/community Forms
tion are the building blocks of educa- dures for student admission, registration, teacher conferences, scheduling the con- that build support for public education.
tion leadership today. The site adminis- placement, instruction, evaluation, ferences at times when parents can FO64
trator and PTA can form an effective behavior, due process, and student attend, and educating parents and teach- PTA and site administrator
partnership to achieve quality public record maintenance. ers how to use these conferences to partnership California State PTA Toolkit – May 2016
education. build parent-teacher-student teamwork.
• Supervise all school personnel, includ- A working partnership between the site
Effective partnership requires the knowl- ing training and evaluation, hiring and • Being sensitive to the varied circum- administrator and PTA, dedicated to the
edge and understanding of each partici- firing according to the policies and stances in students’ lives that affect well-being of all children and youth,
pant’s role, responsibilities and authority, guidelines established by the school behavior and academic performance. can strengthen family life and improve
which includes setting goals and working board. education for children.
cooperatively to achieve them. Working Partnership with PTA
together can lead to success for all students. • Oversee the school building, safety, The PTA should:
maintenance and security. To further the PTA partnership, the site • Present PTA/community concerns and
PTA administrator can:
PTA as an organization is devoted to the • Prepare the budget and being account- • Be an active PTA member. issues to the site administrator. Develop
well-being of all children and families. It able for budget expenditures. • Be active in PTA, attending meetings a process that allows for frank and open
provides parents, teachers and students discussion.
with the means to participate and work • Ensure that the school is in compliance and encouraging teachers to participate. • Focus on education and how to benefit
effectively with the site administrator. At with applicable local, state and federal • Encourage PTA to keep its primary students.
the same time, PTA helps the site adminis- laws. • Encourage the site administrator to share
trator become informed about the commu- focus on education issues and parent goals for and concerns about the school.
nity and the needs of children and families. *A school site council is a group of people education rather than fund-raising. • Work with the site administrator and/or
at the local school who have decision- • Work together to solve problems and set school site council to set goals and help
Site administrator’s role making power for the school. Councils goals that will benefit all students. plan programs/activities to achieve
include elected teacher, staff and parent • Help the PTA plan activities to accom- these goals.
It is the site administrator’s leadership that representatives, and generally include a plish specific goals (for example, • Be alert to staff and community talents
sets the tone of the school, the climate of site administrator. Students must be repre- encouraging PTA to plan events that and resources, and draw on them for
learning, the level of professionalism, the sented on high school councils; middle promote children’s well-being, home- the benefit of the entire school.
morale of the staff, and the degree of con- school student participation is optional. school cooperation, and community bet- • Encourage the site administrator to
cern for students. terment). These events often strengthen promote fair discipline for all children.
Partner with parents/guardians the school’s business and community Volunteer to serve on a committee to
School official relationships as well. write a discipline code, if one does
The site administrator is responsible for • Work with PTA to develop a program not exist.
The main duties of the site administrator local implementation of the school dis- for training and utilizing parent and • Work with the site administrator to
are to trict’s parent involvement policy. The site community volunteers, who can help develop annual school reports and the
• Ensure that the school follows the cur- administrator can ensure parent involve- school staff enrich all areas of the annual local site budget. Authorized
ment by: school. PTA representatives can speak in
riculum guidelines adopted by the • Being available to the community. • Write a regular column for the PTA support of budgets and other issues at
school board and/or school site council*. newsletter to keep parents informed of school board and local government
• In cooperation with the school staff, (scheduling meetings for the public at current education issues. meetings.
determine the instructional strategies different times — days, evenings and • Provide space for a parent resource cen- • Disseminate the annual school
used in the school. weekends.) ter and suggesting materials to include accountability report card (SARC).
• Inviting parents to make private appoint- in the center.
ments to discuss concerns. • Recognize PTA and community volun-
• Ensuring that parents feel welcome at teers’ efforts for their contributions to
and comfortable in the school. the school.
Forms The Benefits of Partnership Parents/Guardians are a child’s
FO65 Together PTA and the school superin- first educator and school partner PARTNERS
tendent can work toward a quality IN
education for all children by develop- Parents/Guardians share responsibility
ing a working partnership, communi- for their children’s education by: TheEDUCATION:
cating with each other, sharing in the • Sending to school a child who is
decision making and mobilizing the Superintendent
community to action. ready and eager to learn, self-disci-
plined and prepared to accept the and PTA
The Need for a Real authority of school staff.
Partnership • Seeking the advice of teachers to
understand their children’s growth
Today, there is an undeniable need and learning—and sharing informa-
for parents and the superintendent to tion that will help school staff plan
work together to build strong partner- for their children.
ships in education. In PTA, parents • Showing commitment to education
and the superintendent work to by attending parent-teacher confer-
improve education and the well-being ences, open houses, PTA meetings,
of children and youth. student concerts and other school
programs, whenever possible.
With nearly one million members in • Attending programs to learn about
California, PTA is both the largest current issues and trends in educa-
and the most active child advocacy tion.
organization in the state. PTA volun- • Understanding and working for the
teers are part of a network unlike any passage of school measures.
other parent organization. As such, • Learning about and actively support-
they have extensive resources and ing school programs, curriculum,
impact when advocating for regulations and procedures.
improved education within a commu-
nity.
California State PTA Toolkit – May 2016 2327 L Street, Sacramento, CA 95816-5014
916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
11/08
Partnership, teamwork and cooperation • The superintendent presents recom- Superintendent • Making it a priority to involve the Forms
are the building blocks of education mendations to the school board at the community in addressing school dis-
leadership today. The school superin- annual budget meetings. State law requires school boards to trict issues.
tendent and PTA form an effective develop policies for parent involvement.
partnership to achieve quality public • In addition to school board policy, The superintendent sets the tone for how • Helping the community identify edu-
education. federal/state laws govern the superin- such policies are implemented. PTA is cation-related areas of interest, con-
tendent’s actions. critical to this implementation, since it cern and need.
represents a broad base of parents and
The superintendent serves as the chief Note: In communities where site-based community members. • Documenting PTA input to the school FO66
executive officer (CEO) of the school management is in place, decision-mak- board.
district. The superintendent interacts ing and staff responsibilities may be del- The superintendent can help the partner- California State PTA Toolkit – May 2016
with the school board, site administra- egated differently. ship succeed by: • Recognizing PTA’s involvement.
tors, parents, community leaders, teach- • Implementing school district policies • Becoming an active PTA member.
ers and students. A good working part- Superintendent and PTA as educa-
nership between PTA and the school tion leaders on parent involvement. PTA
superintendent enhances opportunities • Sharing school district parent/commu-
for quality education for young people. • Build positive community relation- By joining together the voices of par-
ships to support public schools. nity involvement policies and proce- ents, teachers and community members,
PTA as an organization is devoted to the dures. the PTA becomes a powerful partner
well-being of all children and families. • Bring together community members to • Listening to parents. with the superintendent in working for
It provides parents, teachers and stu- support public education. • Strongly encouraging all schools to quality education.
dents with the means to participate and have a PTA and helping PTA organize
work with the superintendent. At the • Form coalitions, as needed, for action one, if necessary. The PTA can help the partnership suc-
same time, PTA helps the superintendent regarding education issues. • Requiring PTA and community partic- ceed by:
become informed about the community ipation in school-wide and district- • Becoming familiar with school poli-
and the needs of children and families. Building a partnership with PTA wide advisory groups and committees.
• Sharing the decision-making process cies and procedures.
The superintendent’s role The PTA and the school superintendent with parents, teachers and students, • Understanding and using administra-
have a common goal—quality educa- where applicable.
The superintendent presents the school tion. Reaching this goal takes a team • Providing school board agendas, tive channels.
board with a vision to help identify effort of parents, teachers and adminis- administrative agendas and action • Knowing the different responsibilities
goals for the school district. Together, trators working together. items to the PTA.
the superintendent and school board pri- • Assisting site administrators and PTA and roles of the board, superintendent
oritize education goals and objectives. In achieving this partnership, both the officers in developing a working rela- and site administrator.
superintendent and PTA have important tionship. • Setting priorities and goals each year
roles to play. • Meeting and conferring with the PTA and sharing these with the superin-
and other community groups at their tendent.
Official duties meetings. • Involving people who will participate
• Assigning key administrators to repre- actively on committees and task
• The superintendent receives general sent the superintendent to meet with forces.
directions and outlines of goals and PTA and community groups. • Mobilizing coalitions, when necessary,
policies from the school board. • Working with elected officials on mat- to achieve education goals to support
ters that concern children. school issues.
• The superintendent organizes staff to
accomplish these goals and policies
and evaluates staff efforts.
Forms The Need for a Real Partnership Parents/Guardians are a child’s first
Today, there is an undeniable need educator and school partner
FO67 for parents and educators work Parents/Guardians share responsibili- PARTNERS
together to build strong partnerships ty for their children’s education by: IN
in education. In PTA, parents and • Sending to school a child who is
teachers working to improve educa- TheEDUCATION:
tion and the well-being of children ready and eager to learn, self-disci-
and youth. plined and prepared to accept the Teacher
authority of school staff.
With nearly one million members in • Seeking the advice of teachers to and PTA
California, PTA is both the largest understand their children’s growth
and most active child advocacy and learning—and sharing infor-
organization in the state. PTA volun- mation that will help school staff
teers are part of a network unlike any plan for their children.
other parent organization. As such, • Showing commitment to education
they have extensive resources and by attending parent-teacher confer-
impact when advocating for ences, open houses, PTA meetings,
improved education within a commu- student concerts and other school
nity. programs, whenever possible.
• Attending programs to learn about
Home and school are a child’s major current issues and trends in
influences. The partnership between education.
teachers and parents can help chil- • Understanding and working for the
dren develop into responsible and passage of school measures.
reliable citizens. • Learning about and actively
supporting school programs,
Children and youth need the support curriculum, regulations and proce-
of both teachers and PTA. dures.
California State PTA Toolkit – May 2016 2327 L Street, Sacramento, CA 95816-5014
916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
11/08
Partnerships, teamwork and cooperation The teacher’s role How PTA helps teachers • Advising parents on how they can rein- Forms
are the building blocks of education Teachers can encourage family engagement in A PTA can assist teachers in creating an envi- force learning at home.
leadership today. Teachers and PTA their school by: ronment favorable to learning by: FO68
form an effective partnership to achieve • Setting a friendly tone in communication with • Helping to integrate in-school and out-of- • Assisting parents to become more
quality education. PTA has always con- involved in their children’s education.• California State PTA Toolkit – May 2016
sidered teachers an integral part of the parents. school activities. Helping to establish coalitions of
PTA organization. • Instituting a regular means of communication • Providing insight into family and communi- organizations that work for children.
Research shows that family engagement with parents/guardians throughout the school ty structures, attitudes and influences that • Contacting state legislators and mem-
plays an important role in learning. Parent year, including weekly classroom print or elec- affect children. bers of Congress on matters that con-
involvement is enhanced by a positive tronic newsletters, teacher-parent journals, good • Working to improve curriculum. cern children.
parent-teacher relationship. Teachers are news phone calls or weekly student folders. • Offering programs that improve the lives of
the critical link in a successful partnership • Establishing a clear policy on homework, its children and youth (Red Ribbon Week, Building community support
between home and school. PTA is an purpose, how much time it should take and alcohol and drug abuse prevention, civic Educating children is a shared responsi-
effective means of bringing parents and how parents can help. responsibility). bility. Positive results occur when parents
teachers together. • Making sure that parents/guardians understand • Encouraging informal discussions between and teachers support each other. Working
classroom programs and policies, and the parents and teachers. as a team, parents and teachers can enlist
PTA as an organization is devoted to the importance of parent support. • Working for adequate funding for schools. community support for education, as well
well-being of all children and families. It • Supporting parent and community volunteers • Making parents and other members of the as improve the well-being of all children
provides parents, administrators and stu- in the school. school community more aware of what is and families.
dents with the means to participate and • Sharing with the PTA current topics in educa- happening in their school.
work effectively with educators. At the tion and issues of concern to teachers. • Recruiting room representatives and skilled By working together, PTAs and teachers
same time, PTA helps educators become • Joining PTA and attending PTA meetings, volunteer aides to assist at the school and in can encourage community members to
informed about the community and the serving on committees and in leadership posi- the classroom. support education by:
needs of children and families. tions and joining in PTA programs and projects. • Encouraging community members to
• Discussing PTA programs at teachers’ meet- How teachers help PTA
Building a partnership ings and sharing tips about successful ways to The teacher can assist a PTA in promoting the become informed about education
Through PTAs and PTSAs (Parent- involve parents in the classroom and on the education, health, and well-being of children issues.
Teacher-Student Associations), parents school campus. and youth by: • Working to maintain a strong public
and teachers may work together to • Becoming an active PTA member. school system with
achieve common objectives. They may PTA’s role • Attending PTA meetings, serving on PTA quality educational programs
work to: A PTA can encourage parents/guardians to be for all children and youth.
• Promote education, health and well- involved in their children’s education by: committees, and participating in PTA pro- • Supporting training for teachers, site
• Informing parents of school policies and pro- grams and projects. administrators, school board members,
being of children and families in the • Encouraging other teachers, parents, and parents and community members in
home, school and community. grams. students to join PTA. their roles as shared decision-makers.
• Offer parents programs to improve par- • Helping parents understand the importance of • Alerting PTA to parents’ needs. • Urging communities to support profes-
enting skills. • Notifying PTA of school concerns such as sional development for teachers.
• Secure passage of adequate laws for the school rules and procedures. absenteeism and safety to and from school. • Providing parent education and training
protection of children and youth. • Strengthening communication between teach- • Encouraging the school to participate in the programs for parents and community
• Strengthen home-school cooperation Reflections Program, National PTA’s cultur- members.
and communication. ers and parents through classroom newsletters, al arts project. • Furnishing opportunities for
workshops, and invitations to classroom • Explaining to parents the school programs parents to focus on school and student
Fostering family engagement events and activities. and policies and the importance of parental successes through school site councils,
Family engagement in education becomes • Providing information to parents on parenting support. exhibits, open houses, award cere-
a reality when there is strong support skills and ways to support children’s learning monies, performances, and other such
from the school site. When teachers effec- at home. events.
tively partner with parents, they strength- • Encouraging volunteer programs in the
en children’s education as well as their schools and in classrooms.
school community. • Assisting parents through outreach programs
and referrals to community resources.
• Ensuring that parents are full participants in
parent/teacher conferences.
California State PTA Toolkit – May 2016 FO69 Forms
Professional Governance Certificate
The California State PTA has adopted the
professional governance standards. Every PTA
is encouraged to adopt professional governance
standards at the beginning of each term.
The California State PTA will issue a certificate
to each PTA that adopts the professional gover-
nance standards.
Mission Statement
of the California State PTA
The mission of the California State PTA is
to positively impact the lives of all
children and families.
California State PTA Board of Managers, August 2013
Purposes of PTA
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 chil-
dren 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; and
To advocate for fiscal responsibility regarding
public tax dollars in public education funding.
The California State PTA would like to recognize your PTA for its work. Please notify the California State
PTA that your PTA has adopted the Professional Governance Standards. A certificate will be mailed to the PTA
president and a letter of acknowledgement will be sent to your administrator.
Name of PTA __________________________________________________________________________ID# ________________
Name of Principal ______________________________________________Number of PTA Executive Board Members ________
Name of PTA President ______________________________________________________________________________________
Mailing Address ____________________________________________________________________________________________
Email Address ____________________________________________________________________________________________
Date Adopted ____________ Council ______________________________________________________ District ____________
PTA President Signature ____________________________________Print Name ______________________________________
Mail to: California State PTA, 2327 L Street, Sacramento, CA 95816-5014
916.440.1985 • FAX 916.440.1986 • capta.org • [email protected]
Professional
Governance
Standards
Professional Governance The Individual Board Member Forms
Standards
A PTA board member is a person elected or appointed to serve on a PTA executive board.
The bylaws and standing rules for Individual board members bring unique skills, values and beliefs to the PTA board and in order to
each PTA provide a framework for function effectively, individual board members must work together for the association. To be
the organization. In order to operate effective, an individual board member:
effectively using this framework, PTA
executive boards and individual board • Recognizes and respects differences of • Participates in opportunities for training FO70
members will benefit from adherence to perspective and style among the individual • Commits the time and energy necessary to be
professional standards of governance. board members
an informed and effective leader
Professional governance standards • Acts with dignity and understands the implica- • Assists those with less experience
specify principles involved in governing tions of demeanor and behavior • Understands the distinctions between PTA and
responsibly and effectively and were
developed to support PTA boards in • Honors the confidentiality of board discussions the school staff and refrains from performing
their efforts to enhance their member- • Is open to new ideas and suggestions functions that are the responsibility of the
ship’s and the community’s under- • Is familiar with the bylaws in respect to the school district
standing about the responsibilities of • Values, supports and advocates for public
the PTA board. individual position as well as the organization as education
a whole • Represents the PTA only when authorized to
• Understands that authority rests with the board as do so
a whole and not with individuals
• Understands that the basis for all authority rests
with the membership
The PTA Executive Board “With strong leadership, PTA will have the California State PTA Toolkit – May 2016
competent, committed people necessary to be
The members of the PTA executive board work together as a governance team which assumes effective advocates for children and youth.”
collective responsibility for building unity and creating a positive climate during term of office.
To operate effectively, the executive board: California State PTA Toolkit
• Develops a unity of purpose by involving • Takes collective responsibility for the board’s • Works collaboratively with other groups and
parents/guardians, students, staff and community performance agencies that share the same concerns on issues
that affect children and youth
• Communicates a common vision • Proposes for adoption by the membership a
• Operates with trust and integrity fiscally responsible budget based on the • Encourages individual board members to attend
• Remains responsive to input from the school organization’s vision and goals available training opportunities
community • Monitors the fiscal health of the association • Serves as a communication link between the
• Governs in a professional manner, treating regularly home, school and community
everyone with civility and respect • Ensures that safe and appropriate activities are • Evaluates the activities and direction of the board
• Fulfills requirements set within bylaws and provided to implement the goals on a regular basis
standing rules • Provides community leadership on issues that JULY 2008
affect children and youth
Commas cont. OFTEN-USED PTA WORDS
Forms • Between names of states and nations used with after-school programs fundraising activities president-elect
cities at-risk fundraiser (noun) preteen
– Los Angeles, California, is a big city. back-to-school handout (noun) school-based
bylaws health-care clinics seat belt
• For dates with month, day, and year caregiver HIV/AIDS self-esteem
– October 30, 2007 citywide Internet statewide
curricula (plural) kindergartner teenage/teenager
• When the day of the month is omitted, so is the curriculum (singular) nationwide T-shirt
comma day care (noun) noncommercial vice president
– June 2007 day-care (adjective) nonpartisan Washington, D.C.
dropout nonprofit website everychild. onevoice.
Apostrophes email nonsectarian well-being
• Singular possessive - PTA’s office extracurricular online year-round Style
• Plural possessive nouns not ending in “s” flier (NOT flier) preschool Guide
– children’s books PTA’S VISUAL IDENTITY Capitalization,
• “It’s” means “it is”; not the possessive, “its size.” Number Use,
• Plural possessive nouns ending in “s” Phoebe Apperson Hearst Punctuation,
Spelling, Terminology
FO71 – unit PTAs’ collaboration See the National PTA website pta.org regarding use and Visual Identity
• Not with plural nouns, figures guidelines for the logo and tagline. Customize the logo
California State PTA Toolkit – May 2016 for the unit, council or district PTA using Arial Black or for
– PTAs advocated for arts education Helvetica Black font for the PTA name. Use Times PTA Publications
– legislation in the 2000s Roman font for the tagline. Black or dark blue color is
preferred, or reverse white on a colored background.
WRITING STYLE
Mission Statement of the
Use: California State PTA
• Active tenses, not passive;
• Verbs, not adverbs; The mission of the California State PTA is to
• 4 p.m., 10-11 a.m., noon and midnight; positively impact the lives of all children and families.
• Chairman, not chair or chairperson;
• People, not persons; California State PTA Board of Managers, August 2013
• Family engagement;
• Either Dr. Jane Jones or Jane Jones, Ed.D., California State PTA
not Dr. Jane Jones, Ed.D.;
• United States as a noun, U.S. as an adjective. 2327 L Street, Sacramento, CA 95816-5014
916.440.1985 • FAX 916.440.1986
Tips: capta.org • [email protected]
• Rewrite to avoid using etc., and/or, he/she, s/he.
(usually, a plural form does the trick: June 2013
“A student likes his/her homework” becomes
“Students like their homework.”
• Beware singular noun plural pronoun problems.
“Speak with the teacher about your child’s home-
work. Their success depends on it.” This is incor-
rect because the antecedent of “their” is the singu-
lar “child.” Better: “Speak with the teacher about
your child. Your student’s success depends on it.”
• The term disability is preferred to handicap.
• Use “people first” style – “a student with a disabili-
ty,” rather than “a disabled student.”
• Include year of passage with names of all laws
except those passed in current legislative session.
• No all cap headlines (except CALL to Convention).
• Conform to time, date, place format: meeting is at
10 a.m., May 4, at the Capitol.
CAPITALIZATION TITLE CAPITALIZATION Use Numerals for Forms
• Large numbers such as million and billion
California Congress of Parents, Teachers and • For titles in text, capitalize the first and last words FO72
Students, Inc. and all nouns, pronouns, adjectives, verbs, adverbs, – $12 million
and subordinate conjunctions (therefore, however). • Percentages California State PTA Toolkit – May 2016
California State PTA – not CSPTA or CAPTA
State PTA • Articles (a, an, the), conjunctions (and, or, for, but), and – 15 percent (spell out “percent”)
National Congress of Parents and Teachers prepositions of three letters or less (for, to, on) are • Ages
National Parent Teacher Association lowercase, unless they are the first or last words of a
National PTA title or subtitle. – age 3 to 6
Parent Teacher Association – 26-year-old (hyphenate)
Parent-Teacher-Student Association • The infinitive “to” should be capitalized. • Pages
PTA or PTSA – no periods • Use typeset italic or boldface for titles of books, – page 2
Founders Day • Ratios 3-to-1; No. 1 killer of teens
Sacramento County, but Sacramento and periodicals, movies, videos, plays, operas, reports,
pamphlets, and kits. PUNCTUATION
San Joaquin counties
– California State PTA Toolkit Quotation Marks
Nouns or Adjectives Forming Part of Proper Name – National PTA Quick-Reference Guide • Always set outside the comma and the period.
of an Organization – Parents Empowering Parents (PEP) Guide • Always set inside the colon and the semicolon.
Sun Elementary PTA • When the title or designation precedes the name, it • Set outside or inside the exclamation point, depending
Hillside Council PTA is capitalized. If it follows the name, it is lower case.
Twenty-Fifth District PTA – President-elect Jones on whether the marks belong to the quoted matter.
University of California – Jane Jones, president • Use single quotation marks for quotations within
Do not capitalize association or unit, council, – Sarah Smith, president-elect
– Henry Jones, the principal of the school quotations.
district PTA, university when used alone. – James McCay, Ed.D., principal • A quoted passage of four lines or more may be used
• Capitalize schools of a university, but not courses or
Terms Specific to California State PTA departments. Capitalize languages. without quotation marks if indented from the body of
Advisory Board – School of Journalism material.
Board of Directors – biology department • Use quotation marks for themes, such as for
Board of Managers – UCLA Spanish department conventions, workshops, or administrations.
California State PTA Annual Convention • Avoid overuse of exclamation marks!
CALL (to board or convention) DO NOT CAPITALIZE • Ellipses (…) should be treated as a word with a space
Continuing Service Award – CSA before and after. At the end of a sentence, a period is
“everychild. onevoice.” • Association, unit, council, district PTA, or board of still needed (for a total of four dots).
Golden Oak Service Award education unless used as part of a name of a specific • Dashes require space before and after.
Honorary Service Award – HSA group;
Mission Statement of the California State PTA Colons and Semicolons
Purposes of the PTA – as title or in a sentence • Titles after the word “the” or after a name; • Use a colon only if the introductory phrase can
Vice President for Communications (etc.) • Organizational terms such as bylaws, chairman,
stand alone as a sentence.
PTA Projects, Programs or Workshops committee, director, parent education, preschool, • Do not use a colon after a verb.
PTA Leadership Training policy, scholarship, grant, vice president, workshop; • Capitalize the first word after a colon if it is a proper
Reflections Program • Seasons of the year, directions (north, southeast),
“SMARTS: Bring Back the Arts!” state, nation, federal, flag. noun or the start of a complete sentence. For a
vertical list, capitalize the first word of each item,
State or National Government Terms NUMBERS use commas or semicolons with a final period if the
Titles (Governor, Senator and Assembly Member) phrases are lengthy.
When To Spell Out Numbers • Use semicolons to separate elements of a series when
capitalized ONLY when preceding a name • At the beginning of a sentence, except for years; the individual elements contain information that is set
Legislature, Senate and Assembly capitalized when • One through nine, 10 and above use numerals; off by commas or to join two clauses when a coordi-
• First through ninth, after 10th use numerals; nating conjunction (and, but, for) is not present.
referring to the California bodies • First grade, grade one, first-grader; 10th grade, grade
Commas
10, 10th-grader Use a comma:
Note: More than 100 (not over 100) and fewer than 100
• Before the conjunction only when the series of items
(not less than 100). or phrases is complicated or lengthy.
– The flag is red, white and blue.
• Before an independent phrase: “He gave me an
apple, and I ate it.”
PLEASE REMOVE THIS PAGE
AND REPLACE WITH
JOB DESCRIPTIONS TAB
PLEASE REMOVE THIS PAGE
AND REPLACE WITH
JOB DESCRIPTIONS TAB
Job Descriptions
Officer and Chairman Job Descriptions have been developed by the California State PTA for use by unit,
council, and district PTAs. These guidelines are meant to assist officers and chairmen in their duties
throughout the term of office. The list includes the required president, secretary and treasurer officer Job
Descriptions and numerous others.
The job descriptions typically are distributed to members of the board-elect at the beginning of a term for
planning purposes and are used with the updated procedure books forwarded by the outgoing officers
and chairmen. PTAs are encouraged to develop job descriptions and procedure books for other PTA
positions to provide continuity and sound leadership practices.
TABLE OF CONTENTS
REQUIRED OFFICERS
President ............................................................................................................................................ J3
Secretary............................................................................................................................................ J7
Treasurer.......................................................................................................................................... J11
ADDITIONAL OFFICERS/CHAIRMEN
Arts Education Chairman ................................................................................................................. J13
Auditor.............................................................................................................................................. J15
Communications .............................................................................................................................. J19
Disaster Preparedness..................................................................................................................... J21
Education Chairman......................................................................................................................... J23
Executive Vice President ................................................................................................................. J25
Family Engagement Chairman......................................................................................................... J27
Financial Secretary .......................................................................................................................... J29
Founders Day................................................................................................................................... J31
Fundraising Chairman...................................................................................................................... J33
Graduation/Prom Night .................................................................................................................... J35
Health............................................................................................................................................... J41
Historian ........................................................................................................................................... J43
Honorary Service Award .................................................................................................................. J45
Hospitality......................................................................................................................................... J47
Legislative Advocacy Chairman ....................................................................................................... J49
Local Unit Leader ............................................................................................................................. J53
Membership Chairman/Vice President (Unit)................................................................................... J55
Outreach .......................................................................................................................................... J57
Parliamentarian ................................................................................................................................ J59
Program Chairman........................................................................................................................... J63
Reflections Program......................................................................................................................... J65
Room Representative ...................................................................................................................... J67
Room Representative Coordinator................................................................................................... J69
Safety ............................................................................................................................................... J71
Student Board Member .................................................................................................................... J73
Student Involvement Chairman........................................................................................................ J75
Volunteer.......................................................................................................................................... J77
Volunteer Coordinator ...................................................................................................................... J79
Job Descriptions J1 California State PTA Toolkit – May 2016
California State PTA Toolkit – May 2016 J2 Job Descriptions
Job Description for
President
2327 L Street, Sacramento, CA 95816-5014
Serving as president of a PTA includes the responsibility descriptions and materials as noted with the chairmen
to lead that PTA toward specific goals chosen by its and help them to secure procedure books and materials
members. The goals must be consistent with the policies from their predecessors.
and Purposes of the PTA. The president is the presiding
officer and the official representative of the association. Names and addresses of additional executive board
members should be sent to council and/or district PTA
Throughout the year, mailings will be sent from the for their respective directories.
California State PTA and National PTA that contain
important material to assist the unit. Distribute and Attend workshops offered by council or district PTA and
discuss these materials with the appropriate officers and urge incoming board members to attend.
chairmen.
The president-elect is one of the unit’s delegates to the
For PTA training, counseling, or information, contact the California State PTA Convention.
council or district PTA president.
Attend the convention orientation meeting held by the
All written materials produced by PTA (e.g., newsletters, district PTA and study materials in order to be a
fliers, website postings, or notices) are to be cleared with knowledgeable delegate. Be sure to ask the current
the PTA president and school principal before president for all information regarding convention (State
publishing. The principal is responsible for the accuracy Convention).
of school information and compliance with the State
Education Code and school district policy. The PTA Prior to taking office, request the outgoing president’s
president is responsible for the accuracy of PTA procedure book and review it and all material received
information and compliance with PTA policies. from previous president.
Prior to Taking Office Coordinate with treasurer-elect to have the signature
cards for bank accounts updated with new officers and
To ensure a successful term of office, certain submitted to the bank at the beginning of the new term.
responsibilities begin as soon as new officers are
elected. During Term of Office
The president-elect should confer with the school Be sure a signed facility use permit is on file, if required
principal and call meetings, as necessary, of the board- by the school district. Never sign a Hold Harmless
elect (elected officers and principal) soon after election Agreement on behalf of the PTA (Know the PTA
to ratify appointed officers, fill any vacant offices and Chapter, Finance Chapter). If the PTA is asked to sign a
make plans for the coming year. When appointed Hold Harmless Agreement for any reason, the PTA
officers are ratified, they become part of the board-elect. should contact the California State PTA insurance
broker. When directed by the insurance broker to sign
Hold brainstorming session(s) with the board-elect to the "Facilities Use Permit Addendum" for events held on
establish unit goals. Review past unit activities, become public school campuses, locate the form in the Toolkit,
familiar with National PTA and California State PTA Forms Chapter.
goals and Purposes, set realistic goals and prioritize
projects. Evaluate current chairman positions and decide When planning PTA events and activities you must
which are needed. Ask for suggestions of people to fill always refer to the Insurance and Loss Prevention Guide
chairmanships. that is updated and mailed annually to all unit presidents.
If you have any questions or concerns about the event
Start recruiting chairmen and committee members; strive contact the California State PTA insurance broker.
for a balance of experienced and new members, keeping Contact information for the California State PTA
in mind that all areas of the community should be insurance broker can be obtained from the California
represented. Select first those whose work begins State PTA office.
immediately: program, budget and finance, and
membership. If the standing rules or bylaws designate Appoint a committee to review and/or revise the bylaws.
some of these duties to the vice president(s) or
treasurer, appoint additional members to their respective Work with committees in charge of activities scheduled
committees. A special meeting of the board-elect may be before school begins, such as student registration and
called to ratify the appointment of all chairmen, so they welcome for teachers, new students, and parents.
can begin their activities. The president-elect may also
do this at the first executive board meeting when the Meet with the room representative coordinator and
term begins. principal to plan an orientation meeting for room
representatives and/or grade level representatives.
Become familiar with the duties of each chairman by
reviewing the California State PTA Toolkit. Share job Confer with officers and chairmen regarding plans for the
year and progress toward set goals.
Job Descriptions J3 California State PTA Toolkit – May 2016
Prepare a master calendar that includes executive board Remind the treasurer to schedule audits of the financial
meetings, association meetings, PTA special events, books twice a year (Audit, Finance Chapter and Forms
and president/principal meetings. Chapter) and to determine whether the council or district
PTA requires a copy of the Annual Financial Report
Order PTA materials that will be helpful to (Annual Financial Report Form, Finance Chapter and
officers/chairmen in fulfilling their responsibilities. This is Forms Chapter).
a legitimate PTA expense. If possible, obtain a
subscription for the principal to PTA in California, the Work with the program committee to complete plans for
official newsletter of the California State PTA, and Our Founders Day, typically celebrated in February
Children, National PTA magazine. Promote PTA (Founders Day, Programs Chapter). Include an
officer/chairmen use of the PTA websites: capta.org and opportunity to collect the Founders Day Freewill Offering
pta.org. in the program. Remind the treasurer to remit any funds
collected promptly to council or district PTA.
The California State PTA Toolkit is included in the
summer service mailing and includes membership Appoint an award committee to select local recipient(s)
enrollment materials, which should be reviewed and for award(s) (Awards, Programs Chapter and Forms
given to the membership chairman. Membership Chapter). Be sure a motion is made to authorize the
enrollment may be planned before the service mailing is purchase of Honorary Service Awards and emblems, to
received. Arrange to obtain membership envelopes and be ordered from the state office in time for the
cards according to procedure of the council or district presentation. Allow six weeks for delivery (Honorary
PTA. The PTA may wish to print its own envelopes. Service Award, Programs Chapter and Forms Chapter).
Make certain membership enrollment activities are Forward any proposed resolutions for the California
approved by the principal and do not interfere with State PTA convention in time for council or district PTA
school activities. action (Convention Resolution Process, Advocacy
Chapter).
Membership enrollment may begin at any time in the
new term and should continue throughout the year. Review the California State PTA convention registration
information when received. Prepare convention pre-
All members must receive a membership card. Remind registration and housing materials as instructed by
each member to sign the card. Remind the membership council (if in council) or district PTA.
chairman to insert the October 31 expiration date on
each card. Prepare for Association Meetings
Schedule a budget committee meeting with the principal Check with program and hospitality chairmen about
and officers (treasurer, program chairman, and arrangements.
fundraising chairman) whose input to the budget is
important. Verify that programs and fundraising activities Work with the publications, public relations, and room
comply with insurance guidelines. representative coordinators on meeting notices,
publicity, and parent contacts.
Have the proposed budget, including programs,
fundraisers, California State PTA convention, and other Be sure the proposed budget, including programs and
plans, presented to the executive board. fundraisers, is presented for adoption at the first fall
association meeting (Budget, Finance Chapter).
The association must approve the proposed budget,
including programs, fundraisers, and other plans, before Prepare the agenda for the meeting ahead of time, and
implementation (which includes the signing of contracts). provide copies to the secretary and parliamentarian (The
A motion for each fundraiser, including how the money Agenda, Running Your PTA Chapter; Sample Agenda
will be used (books for the library, etc.), must be Fig. R-2).
approved by the association. This should be done at the
first association meeting of the new term (The Agenda, Check bylaws for the procedures to elect the nominating
Running Your PTA Chapter; Fig. R-2). committee, and include that election on the appropriate
month’s agenda.
It is the responsibility of the president and unit delegates
to attend the council meetings (if in council) or district Check bylaws for the meeting designated for the election
PTA meetings (if not in council). Check with council (if in of officers, provide the required notice of the election to
council) and district PTA for meetings or training the membership and conduct election.
programs that may be held during the year.
Conduct election of delegate(s) to the California State
The executive board fills any vacant offices and ratifies PTA convention. The number of delegates is determined
additional chairmen and committee members before the by unit membership. Elect an alternate for each delegate
school term starts. (State Convention, Running Your PTA Chapter).
Remind the treasurer to send the per capita portion of End of Term
dues for council (if in council), district, State and National
PTA through channels each month; to submit insurance Submit a roster that includes the name, title and contact
premiums by the district PTA due date; to prepare and information for the new officers to council or district PTA.
submit the mandatory Workers’ Compensation Annual For presidents, contact information should be personal
Payroll Report through channels by the due date mailing address.
(Financial Officers’ Reports, Finance Chapter).
California State PTA Toolkit – May 2016 J4 Job Descriptions
Give helpful materials to the president-elect immediately
following the election (Procedure Book, Running Your
PTA Chapter).
Work with the president-elect to plan the installation of
new officers.
Invite incoming president to attend meetings of council
or district PTA and meetings of community groups.
Continue president’s responsibilities until new officers
assume office. Encourage cooperation and sharing of
materials between outgoing and incoming board
members.
Work with the historian to compile the Annual Historian
Report, and mail this report by the council or district PTA
due date (Unit Annual Historian Reports, Running Your
PTA Chapter; Forms Chapter).
At the last association meeting of the school year, a
motion should be made authorizing the executive board
to pay necessary summer bills. A motion may also be
made to appoint a committee to read the minutes of the
last association meeting of the year and report at the
next association meeting.
See that outstanding bills have been paid, committee
reports have been filed, projects have been completed
and financial books are scheduled for audit. Be certain
that any correspondence, including thank you notes and
acknowledgments, have been sent.
When the term as president is completed, stay involved
but not in charge.
Resources and References
National PTA
Quick-Reference Guide, Leadership Section
Website: pta.org
Our Children (National PTA magazine, subscription)
California State PTA
California State PTA Toolkit (English and Spanish)
Leadership Pocket Pal (English and Spanish)
Financial Pocket Pal (English and Spanish)
Insurance and Loss Prevention Guide (English and
Spanish) mailed annually to PTA presidents
Administrator’s Manual
State PTA convention training handouts
Website: capta.org
PTA in California
(official newsletter of the California State PTA)
03/2009
Job Descriptions J5 California State PTA Toolkit – May 2016
California State PTA Toolkit – May 2016 J6 Job Descriptions
The recording secretary is elected by the association Job Description for
and is one of the three required officers for a PTA. The Secretary
secretarial responsibilities may be assigned to one
person or divided between a recording secretary and a 2327 L Street, Sacramento, CA 95816-5014
corresponding secretary, as specified in the bylaws. If
there is no corresponding secretary, the duties of the ! Minutes are not to be posted on any website;
corresponding secretary may be combined with the however, a summary of association minutes is
duties of the recording secretary, in accordance with the appropriate.
bylaws. In addition to the bylaws, the duties of a
secretary are discussed in the California State PTA • Prepare the minutes and give a copy to the president
Toolkit and Robert’s Rules of Order Newly Revised. soon after each meeting.
Responsibilities • Make all corrections to the official minutes.
Corrections to the minutes are made immediately
• Attend PTA-sponsored workshops or trainings. following the reading of the minutes, during the time
specified on the agenda for minutes, or at any
• Obtain the secretary’s record book, which contains subsequent meeting when errors are discovered. The
the minutes from previous executive board and current minutes shall reflect that a correction was
general association meetings. Also obtain the made. In the master copy of the minutes, the
procedure book which contains the master set of the secretary circles the incorrect words with a red ink
bylaws, list of members and other official documents pen and notes the correction in the margin.
and records of the PTA. Corrections must be dated and initialed. Only the
group that held the meeting for which minutes were
• Keep an accurate, concise, permanent record of the taken (executive committee, executive board,
proceedings of all meetings of the association and of association) may correct them.
the executive board. These minutes are the legal
record of the PTA/PTSA and the original copy of the • Prepare and read a report (not the full minutes) of
minutes is known as the master copy. each executive board meeting at each association
meeting, and move the adoption of board
• Minutes are entered into a bound book. Minutes may recommendations.
be handwritten in permanent ink, typed, or computer
generated. The original copy must be bound. • Sign, with the president, authorizations for payment
after the association votes to pay a bill. Record all
! Minutes contain a record of action taken by the expenditures in the minutes.
group, with action recorded in the order it took
place. Personal opinion and discussion are not • Enter all amendments to the bylaws in the minutes,
included. at the meeting at which the vote is taken.
• Prepare a list of unfinished business items for the • In the absence of the president and vice presidents,
president and assist with preparation of the agenda, call the meeting to order and preside until the
if requested. election of a chairman pro tem, unless the bylaws
specify otherwise.
• Have on hand for reference at each meeting a copy
of the bylaws and standing rules, copies of agendas, • Be prepared to help count a rising vote when
motion forms, minutes of previous meetings, list of all requested, and have blank paper available for voting
committees, and an up-to-date list of all members. by ballot.
• Read the minutes of any previous meeting, when • Be responsible for all records, documents and papers
called upon to do so. (except those assigned to others).
! Copies of the association minutes may be
prepared for each member to expedite the
meeting, or association minutes may be published
in the association newsletter. When the
newsletter is distributed to the school community,
only a summary of action is printed.
! With approval of the association, reading of the
minutes may be postponed to a succeeding
meeting, or a committee may be appointed by the
president to read the minutes and report.
Job Descriptions J7 California State PTA Toolkit – May 2016
SAMPLE SUMMARY OF ASSOCIATION MEETING ! Brief notation of program topic, names of
PHOEBE APPERSON HEARST ELEMENTARY SCHOOL participants, and method of presentation;
JULY 1, 2011 ! Time of adjournment; and
RECOGNITIONS ~ ! Signature of secretary, using own given name
• Selena Sloan Butler was recognized for her efforts and date approved.
in parent involvement. Corresponding Secretary
REPORTS ~ Responsibilities of the corresponding secretary are
Committee reports were given by the Bake Sale, defined in the bylaws and include other related duties
Hospitality, Membership, and Ways and Means. that the president or executive board may assign.
CONSENT ITEMS ~ Responsibilities
Consideration and approval of:
• A field trip to the Natural History Museum for • Send notices of meetings to executive board
members and/or association members, as directed.
Grades 4-5.
• Science Camp for Grades 4-5 in Sacramento, Calif. • Read correspondence at executive board and
association meetings, as requested by the president.
ACTION ITEMS ~
Consideration and approval of: • Check with the president about letters to be written
• 2011-12 proposed budget immediately after the meeting.
• 2011-12 fundraising project with ABC Giftwrap, Inc.,
! Some letters will be written for the president to
to raise funds for Science Camp. sign and will contain specific wording, as directed
• 2011-12 fundraising project to provide a guest by executive board or association action.
speaker regarding parent involvement. ! Other letters will be written and signed by the
corresponding secretary following general
PLANNING ITEMS ~ instructions.
• Discussion regarding implementing the Reflections
• Write authorized letters promptly.
Art Program in September.
• Discussion regarding Red Ribbon Week in October. ! Be accurate – check names and titles carefully.
• Minutes should contain: ! Give precise information, with exact copy of
recommendations, resolutions or motions and
! Name of the association and kind of meeting reasons for action taken.
(association, executive board, special);
! Refer to any one of many reference books on
! Date, time and location of meeting; writing business letters for suggestions as to form
and style.
! Name and title of presiding officer (or pro tem);
• Keep file of all letters received and copies of replies
! Attendance list; written.
! Disposition of minutes of previous meeting – ! Important correspondence should be passed
whether read and approved/corrected, or their along to successor or placed with the official
reading postponed, including when and how they records of the unit.
are to be approved;
• Unless the bylaws specify otherwise, notify officers
! Statement of account as given and list of bills and committee members of their election or
approved for payment; appointment.
! Summarized reports of other officers and Council Secretary
chairmen (important reports such as budget
should be attached to the minutes); In addition to the duties listed for the PTA secretary, the
council secretary shall:
! Record of each motion voted upon, the name of
member who made the motion, and whether • Maintain a list of member units.
adopted or defeated (the name of the member
who seconded the motion is not recorded); if • Keep an accurate, concise, permanent record of the
counted vote requested, record if a quorum or proceedings of all meetings of the executive
majority was needed and the number for and committee and of the council.
against the motion; if a two/thirds vote was
required; i.e., for bylaws changes, it must be • Have on hand for reference at each meeting a list of
noted after the outcome of the motion; all unit representatives to the council and a
membership list for each unit belonging to the
! Copy of any resolutions adopted; council.
! Record of results of any election and votes cast;
California State PTA Toolkit – May 2016 J8 Job Descriptions
• Have available at each meeting motion forms/blanks. District PTA Secretary
• Plan and present PTA secretary training for member In addition to the duties listed for the council secretary,
units. the district PTA secretary shall:
Council Corresponding Secretary • Maintain and have on hand for reference at each
meeting a list of member units and councils.
In addition to the responsibilities listed for the PTA
corresponding secretary, the council corresponding • Keep an accurate, concise, permanent record of the
secretary shall: proceedings of all meetings of the executive
committee.
• Send notices to unit representatives and council
board members, as directed. District PTA Corresponding Secretary
• Notify officers and committee members of their In addition to the responsibilities listed for the council
election or appointment unless the bylaws specify corresponding secretary, the district PTA corresponding
otherwise. secretary shall:
• Plan and present PTA corresponding secretary • Notify officers and committee members of their
training for member units. election or appointment unless the bylaws specify
otherwise.
Resources
Running Your PTA Chapter, California State PTA Toolkit
Quick-Reference Guide, National PTA
Robert’s Rules of Order Newly Revised
For Reference
Council/District PTA Secretary
__________________________________________________________________________________________
Name
(_______) __________________________________________________________________________________
Telephone
__________________________________________________________________________________________
Address
__________________________________________________________________________________________
City/Zip
Dates of PTA Workshops/Training
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
01/2011
Job Descriptions J9 California State PTA Toolkit – May 2016
California State PTA Toolkit – May 2016 J10 Job Descriptions
Job Description for
Treasurer
2327 L Street, Sacramento, CA 95816-5014
The treasurer is an elected officer and the authorized – Budget membership income reflecting only the
custodian of all funds of the local PTA. Some local portion of membership dues. The portions of
responsibilities of the office are specified in the unit membership dues for council, district PTA, state
bylaws and others are established by district PTA and and National PTA are transitory funds.
California State PTA procedures. The treasurer’s duties
also include keeping records and preparing reports to – Present the proposed budget to the executive
comply with local, state and federal laws. board for suggestions.
The outgoing treasurer cannot pay bills after the end of – Have the executive board recommend adoption of
their term when the books are closed for audit. Upon the budget to the association at the first regular
assuming office, the incoming treasurer may pay meeting of the year. The association may amend
authorized bills and deposit funds in the PTA bank the budget before voting on adoption.
account before the audit is completed.
• Issue a receipt for all monies received and, if there is
What to Do no financial secretary, deposit all monies promptly in
the unit PTA bank account.
• Attend training workshops given by the California
State PTA and/or district PTA. Council treasurer may • Pay by check all bills duly authorized. The budget is
be contacted to assist unit PTAs with financial not an authorization to pay bills. Bills must be
matters. presented to the association or to the executive
board for payment or ratification according to
• Become familiar with ethics of money raising and procedures specified in unit bylaws.
secure copies of financial resource information:
California State PTA Toolkit, Finance Chapter, and • Transfer funds, such as membership dues, freewill
National PTA’s Quick-Reference Guide, Money offerings and insurance premiums, must be sent no
Matters. Copies of California State PTA publications later than due dates to the council or district PTA. No
can be obtained from the unit president or from the authorization is needed for these payments. Transfer
California State PTA List of PTA Materials, of these funds must be noted in the next treasurer’s
Introduction section. report.
• Obtain hard copy of financial records and materials • Comply with all due dates set by council and district
such as supplies, ledger, checkbook, tax records, PTA (if out of council) for remittance of monies and
and procedure book from predecessor. forwarding of reports, allowing for the timely receipt
by council or district PTA (if out of council) through
– If the previous PTA treasurer utilized a computer channels. Channels are the formal communication
program to maintain the financial records, identify route through an organization to ensure that each
how those files have been saved, how the level within the organization is informed. In PTA, the
computer files will be transferred, and if a channel is from the unit to the council (when within a
computer program will continue to be used. council) or from the unit to the district PTA (when
there is no council), from the council to the district
– These should include the standardized PTA PTA, and from the district PTA to the state.
treasurer’s book (ledger). (Treasurer’s book may
be ordered through the List of PTA Materials, Forward through channels:
Introduction section.)
– Council/district/State/National PTA portions of
• File new signature cards for PTA account at bank membership dues;
approved by executive board. Require two signatures
on all checks. Authorized signers SHALL NOT be – Full amount of Founders Day freewill offerings;
related by blood or marriage or reside in the same
household and shall only be those officers as – Comprehensive General Liability, Directors and
authorized in the bylaws. Officers Liability, Bonding, and Workers’
Compensation insurance premiums;
• Serve on and meet with budget committee appointed
by president-elect as soon as committee appointment – Workers’ Compensation Annual Payroll Report.
is made. It is important to meet as early as possible An annual payroll report from each unit is
to establish goals, identify projects, and develop the mandatory whether or not anyone was hired.
budget for the upcoming term. The treasurer is Keep a record of hours of service for which
designated the budget committee chairman. anyone has been paid by the unit. (This does not
include payments to the school district for school
– Develop a carefully considered budget as a personnel services.)
financial guide for the year.
– Copies of government reporting forms, as
required. (e.g., IRS 990/990EZ, CA/99, CARRF-1)
Job Descriptions J11 California State PTA Toolkit – May 2016
and any employee and/or independent contractor • Check amount of gross receipts to determine if a tax
report forms. return is required. Refer to the California State PTA
Toolkit, Finance Chapter, for current regulations and
• Keep in ink (no erasures or whiteout) an accurate instructions concerning tax reporting requirements.
and detailed account in the permanent treasurer’s
book (ledger) of all monies received and disbursed; • Make all financial records, as detailed in the
the number of members; the amount of dues California State PTA Toolkit, Finance Chapter,
collected from members; and amount of membership available for audit at the times specified in the Bylaws
dues remitted through channels to the California for Local PTA/PTSA Units. Books must be audited
State PTA. mid-year and fiscal year end and at any time a
financial officer or check signer resigns or is
• Amend notations by drawing a single line through the terminated, before the new officer assumes the
number to be changed. Note the changed amount duties, and whenever deemed necessary.
above or in the margin.
• Comply with State Board of Equalization sales tax
• Keep treasurer’s book (ledger) and checkbook up to requirements. Unit PTAs are considered consumers
date, with current balance shown in checkbook at all rather than retailers and are not required to hold
times. sales tax permits or to collect, report or pay sales tax
on fundraising activities. Units pay sales tax at the
– Reconcile bank statement immediately upon time of purchase.
receipt.
• Keep all financial records as stipulated in California
– It is strongly recommended for the protection of State PTA Toolkit, Records Retention Schedule. The
the unit PTA, that the auditor or another elected treasurer’s book (ledger) and other specific records
officer who does not sign PTA checks also are to be retained as permanent records.
reconcile monthly bank statements in addition to
the treasurer. 04/2005
– Watch for checks that do not clear within a
reasonable time and investigate.
• Submit written reports for each bank account at
regular meetings of the executive board and the
association. Following the sample in the California
State PTA Toolkit, Forms, include in each report:
– the total balance on hand at the beginning of the
period covered by the report;
– listing separately, amounts credited to the general
fund and any special fund;
– receipts and disbursements detailed as to origin
and recipient and corresponding to budget line
items;
– the total balance on hand and the ending of the
period as of the date of report;
– signature of person preparing report and date
prepared.
• Prepare an annual financial report following the
sample in the California State PTA Toolkit, Forms,
and covering the current fiscal year to include:
– name of unit, names of council and district PTA,
and IRS Employment Identification Number (EIN);
– balance on hand at the beginning of the fiscal
year;
– receipts and disbursements listed according to
budget line items and separated by general or
any special transient funds;
– total balance on hand at the ending of the fiscal
year; and
– signature of person preparing report and date
prepared.
California State PTA Toolkit – May 2016 J12 Job Descriptions
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