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Scholarship and Grant Forms

Grant Application and Report for Unit, Council and District PTAs – Cultural Arts, Healthy Lifestyles, Leadership Development, Outreach Translation or Parent Education
Continuing Education for School Staff Members (Scholarship)
PTA Volunteers (Scholarship)
Graduating High School Seniors (Scholarship)

Running Your PTA Forms

Annual Historian Report – PTA Unit
Annual Historian Report – PTA Unit (Fillable)
Annual Historian Report – PTA Council
Annual Historian Report – PTA Council (Fiilable)
Annual Historian Report – PTA District
Annual Historian Report – PTA District (Fillable)
Application for Youth Group Sponsorship or Renewal
Bylaws Submittal Form for Units and Councils (Fillable)
Conflict/Whistleblower Form
Evaluation
Event Planning Worksheet
Final Action Plan
Photography Release
Volunteer Tally Sheet

Finance Forms

Annual Financial Report
Audit Checklist (Fillable)
Audit Checklist (Regular)
Audit Report (Fillable)
Audit Report (Regular)
Authorization to Purchase on the Internet
Authorization to Transfer Funds Between Accounts
Authorization to Transfer Funds Between Accounts (Fillable)
Authorization for Electronic Transfer for Attorney General (RRF-1) Only
Authorization for Payment Via EFT/Bank Bill Pay Services
Budget (Sample)
Cash Verification
Check and Checkbook Register
Committee Report
Donation Receipt
Facilities Use Permit Addendum
Fiduciary Agreement
Financial Secretary’s Report
Needs Assessment Worksheet
Service Provider/Speakers/Program Participants Check List
Facsimile Consent Form
Hold Harmless Agreement
Ledger (Sample)
Payment Authorization/Request for Reimbursement
Payment Authorization/Request for Reimbursement (Fillable)
Request for Advance/Payment Authorization (Fillable)
Treasurer’s Report (Sample)
Unit Remittance Form
Workers’ Compensation Annual Payroll Report Form (Online)
Workers’ Compensation Annual Payroll Report Form (PDF)

Award Forms

Honorary Service Award Order Form for Honorary Service, Continuing Service, Golden Oak, Very Special Person
Honorary Service Award Nomination Form
In Memoriam or Tribute Donation
PTA Unit/Council Spotlight Award

State Taxes and Government Forms

PTAs must adhere to state filing requirements.

Regardless of their asset or revenue levels, all PTAs are required to file the Registration Renewal Fee Report (RRF-1) annually with the California Attorney General’s Registry of Charitable Trusts.

The state charity registration number (CT#) is assigned after an organization is registered. The organization must submit the CT-1 Initial Registration Form and the other documents/supporting materials listed on the form. After the organization is registered, the CT# is assigned by the Attorney General’s office. An RRF-1 cannot be processed until an organization is registered and the CT# has been assigned.

The RRF-1 can be submitted after the organization receives the letter confirming registration which will include the CT#.

Beginning with the 2019-2020 fiscal year, all nonprofits in California who file a 990N e-Postcard form with the IRS are required to complete and submit a CT-TR-1 Treasurer’s Report with their annual RRF-1 form. PTAs who file an IRS 990 or 990EZ will continue to submit a copy of that filing with their annual RRF-1 form instead.

Every PTA must file a Form 199 or 199N annually with the Franchise Tax Board (FTB). PTAs with annual gross receipts normally more than $50,000 are required to file Form 199. Please note that PTAs should check box L on the 199 form as PTAs are public charities exempt under R&TC Section 23701d and meet the filing fee exception. PTAs with annual gross receipts normally equal to or less than $50,000 are required to file Form 199N (electronic form) annually with the FTB.

Forms and instructions are available on the Attorney General’s website https://oag.ca.gov/charities.

PTAs having unrelated business income of $1,000 or more are required to file Form 109 with the Franchise Tax Board.

PTAs that are incorporated must file a Statement of Information – Nonprofit (Form SI-100) with the California Secretary of State every other year. A filing fee is required.

Records, Reports and Forms

Contents of the Treasurer’s Records
Computer-Generated Financial Records
Guidelines for Computer Use
Budget
Treasurer’s Report
Financial Secretary’s Report
Auditor’s Report
Annual Financial Report
Unit Remittance Form
Cash Verification Form
Payment Authorization/Request for Reimbursement Form
Workers’ Compensation Annual Payroll Report

Forms

 SCHOLARSHIPS AND GRANTS

Grant Application and Report for Unit, Council and District PTAs – Cultural Arts, Healthy Lifestyles, Leadership Development, Outreach Translation or Parent Education
Continuing Education Credentialed Classroom Teachers and Counselors (Scholarship)
PTA Volunteers (Scholarship)
School Nurses (Scholarship)
Graduating High School Seniors (Scholarship)

Distance Learning

Adopted May 2021 — Education Commission

California State PTA believes that all students should have access to an equitable learning environment that promotes student success. In today’s world, there is an increasing likelihood that many students will experience distance learning for a variety of reasons. Distance learning is defined as an alternative to face-to-face instruction — whether out of necessity or by choice. Distance learning should meet standards for instructional quality and student learning that is comparable to classroom based instruction.

California State PTA believes that every local school and school district needs to have a current plan to provide distance learning in place that can be rolled out rapidly.  The plan should be reviewed annually with stakeholder input.

California State PTA believes that a high quality distance learning program should:

  • Provide all children and youth an equitable learning environment that fosters opportunities to develop their abilities to their fullest potential;
  • Ensure that students feel respected and know that the learning community cares about their individual needs and expects them to succeed;
  • Provide and sustain a safe and healthy learning environment for distance learning students that includes regular, ongoing assessments of students’ social-emotional, mental, and physical health, supported by additional resources and counselors as needed;
  • Incorporate social-emotional learning;
  • Ensure that every student has an equal chance for success by evaluating and addressing the unique challenges and barriers faced by individual students or by populations of students;
  • Provide the additional support needed to ensure that every child receives an equitable education whether in person or in distance learning; and
  • Identify students facing additional learning challenges due to distance learning. Recognize that distance learning students may require additional high-quality interventions such as individual tutoring, face-to-face instruction, social and emotional supports, extended school days and/or extended school years, and other supports as needed.

California State PTA believes that it is the responsibility of local education leaders to adjust operations, allocate resources, and actively engage families to ensure the quality and effectiveness of distance learning programs through such actions as:

  • Committing to provide educational support that works to close the achievement and opportunity gap for all students;
  • Investing in increased resources to support distance learning including access to devices, distance learning platforms and reliable, consistent and free internet connectivity and training to utilize this technology;
  • Meeting instructional quality and student learning standards, and provide curriculum and resources that are comparable to traditional classrooms;
  • Supporting a student’s awareness of racism, classism, discrimination and other issues in the world. Teaching students how to openly address these situations by ensuring that curriculum, teaching, and learning includes contributions from individuals of protected classes and reflects the story of all student populations.
  • Providing minimum amounts of interactive, live online instructional time based on developmentally appropriate pedagogy.
  • Ensuring active student engagement on a daily basis.
  • Encouraging and tracking student attendance on a daily basis.
  • Maintaining rigor and quality and ensuring proficient performance levels as assessed by accurate measurements;
  • Providing appropriate and ongoing professional development for teachers and staff;
  • Welcoming and encouraging families and community members to share ideas, talents and resources for supporting distance learning;
  • Providing families with resources to support their students in distance learning including but not limited to: tutorials on different education platforms, strategies to support and motivate students, and resources to support students with different learning needs; and
  • Including distance learning students in on-campus participation in athletics, on-campus student events and programs or other activities outside of the instructional day.

 

How to Support Student Learning at Home

Parents are a child’s first teachers and the home is a child’s first classroom. As key resources for learning and growth, parents help to shape a child’s social, emotional and physical development so that he/she can thrive in school and beyond.

Supporting student success starts with a shared agreement among families, schools and the community to work together and it involves committed actions to make it happen.

10 Tips for Parents

As a parent, you can do your part at home to reinforce this important family-school partnership. To help prepare your children for school readiness to stay on track and expand their learning opportunities:

  • Set up a daily family routine, including healthy eating and sleeping habits
  • Provide a place and time at home for homework
  • Check on assignments, homework and projects
  • Talk each day with your child about his/her activities
  • Promote literacy by reading to your child and by reading yourself
  • Limit and monitor TV watching, gaming, social media and computer time
  • Express high expectations and standards for your child’s learning
  • Attend parent-teacher conferences, Open House and Back-To-School events
  • Participate in decisions that affect your child’s education
  • Tap into community resources with visits to a library, museum, zoo or theater and encourage participation in after-school clubs, sports and art activities

Engaged parents are a key factor in helping students and schools succeed. With families, schools and communities working together as partners, student achievement is enhanced and children are better prepared to do well in school.

Keep in the Loop

With pre-teens and teens, staying connected with student learning remains critical. Yet, studies show that family engagement in school drops as students move from elementary to middle and high school.

With this transition to higher grades, parents often face new challenges including figuring out ways to best support student success at home.

Parent involvement at middle and high school takes many forms. Whether it’s checking homework, talking more about college and career choices, attending Open House or volunteering for PTA and booster clubs, your engagement makes a difference.

By knowing what’s happening in the classroom and on campus, you can help your student to focus on coursework and school activities to ensure college and career readiness.

Take Action: For parent tips on how to support student success and stay connected in middle and high school, visit our website: capta.org

UPDATES

2021 Updates

ADVOCACY

Resolutions

New

  • Teaching Hard History: American Slavery in K-12 Education

Position Statements

New

  • Distance Learning
  • Grief-Sensitive Schools: Building Healthy Coping Skills

Position Statements

Revised

  • Vaccinations
  • Minor Consent for Health Care
  • Missing and Exploited Children
  • Safe School Environment
  • Status Offenders
  • Student Participation in Public Demonstrations
  • Credentialed School Personnel
  • Charter Schools
  • Education: Higher Education
  • School-to-Career Technical Education
  • Environmental Health and Environmental Education

Various additional resolutions and position statements were reviewed and deemed relevant.

FINANCE

  • Amended Audit Report form
  • Amended Fiduciary Agreement form
  • Amended “Request for Advance” section

FORMS

  • Updated PTA Unit/Council Spotlight Award Form

KNOW THE PTA

  • Updated California State PTA Bylaws

2020 Updates

ADVOCACY

  • Revised “Election Campaigns” Section
  • Revised Legislation Platform
  • Revised Position Statements
  • Revised List of Resolutions
  • Revised Resolutions Book
  • New Position Statement “Voting”
  • Revised Resolutions section

FINANCE

  • Revised Audit Report
  • Revised Audit Checklist
  • Revised “Gross Receipts” Section
  • Multiple Revisions from “Signs of Good Financial Procedures” through “Standards for PTA Fundraising”
  • Multiple Revisions from “Selecting Appropriate Fundraising Activities” through “Glossary”

FORMS

  • Revised Conflict/Whistleblower Form Annual Questionnaire
  • Revised Audit Report

PROGRAMS

  • Revised Due Dates for Program Grants and Continuing Education Scholarships
  • Eliminated School Nurses Continuing Education Scholarship
  • Revised School Staff Continuing Education Scholarship
  • New Application Forms for All Continuing Education Scholarships, Program Grants and Graduating High School Senior Scholarships
  • Revised School Smarts section

2019 Updates

INTRODUCTION

  • Added list of 2019-2021 Board of Directors

KNOW THE PTA

  • California State PTA Bylaws (amended May 2019)
  • PTA Basic Policies and Principles
  • California State PTA Map
  • The Local Unit PTA
  • The Council PTA
  • The District PTA
  • Cooperating with Other Organizations
  • Making the Coalition Successful

FINANCE

  • Selecting Appropriate Fundraising Activities — Alcohol and PTA Events
  • PTA Provided Babysitting Services
  • State Taxes and Government Forms — Update to filing requirements for 199N
  • Updated Workers’ Compensation Annual Payroll Report form (also updated in Forms)
  • Cash Verification Form (also updated in Forms)
  • Tax Filing: Sales Tax

ADVOCACY

Resolutions

New

  • Early Child Care and Education for All of California’s Children
  • Temperature Control Standards in the School Setting

Position Statements

Revised

  • Character Education (1968)
  • Dangers of Energy/Caffeinated Drinks (2009)
  • Nutrition and Physical Activity Education (Revised and combined “Nutrition Education”, 1974 and “Physical Education (K-12)”, 1993)

RUNNING YOUR PTA

  • California State PTA Officers and Commissions
    • Family Engagement Commission
    • Service to Unit, Council and District PTAs
    • California State PTA Brief Statements on Current Issues
    • Basic Policies and Principles of PTA
    • Professional Governance Standards
  • Meetings
    • Executive Board Meetings
    • Association Meetings
    • Committee Meetings
    • Suggestions for Year-Round Schools
    • Program Planning
    • Announcements and Materials
    • Conducting PTA Meetings
    • Parliamentary Procedures
    • Eights Steps to Making a Motion
    • The Agenda and Meeting Notice
  • Nominations and Elections
    • Electing the Nominating Committee
    • Qualities of Nominating Committee Members
    • Responsibilities of the Committee
    • Responsibilities of Chairperson
    • Alternates to the Nominating Committee
    • The Role of the Parliamentarian
    • Selecting Nominees
    • Contacting Nominees
    • The Election
    • Questions and Answers
  • Planning and Organizing
    • Guide to Executive Leadership
    • Executive Board
    • Brainstorming
    • Goal Setting
    • Procedure Book
    • Records Retention and Destruction Policy
    • Retention Schedule
    • Responsibilities of Officers and Chairpersons
    • Recommended Officers and Chairpersons
    • Job Descriptions for Officers and Chairpersons
    • Administrators Serving as Officers/Check Signers
    • School Staff Serving as Primary PTA Officers
  • Fig. R-1 Organizational Flow Chart
  • Fig. R-2 Sample Agenda and Meeting Planner
  • Fig. R-3 PTA Nominating Committee Checklist – Quick Tips
  • Fig. R-4 PTA Election Checklist – Quick Tips

JOB DESCRIPTIONS

  • President
  • Secretary
  • Treasurer
  • Auditor
  • Executive Vice President
  • Financial Secretary
  • Historian
  • Parliamentarian