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Historian Report

Every PTA is required to prepare an Annual Historian Report. Information from these reports is compiled and forwarded to the California State PTA. Design and distribution of forms for the Annual Historian Report shall be the responsibility of the California State PTA.

Each historian, or someone designated by the president, shall prepare the Annual Historian Report. However, final responsibility remains with each president to see that the report is completed and submitted in accordance with due dates established by the California State PTA. Contact your council or district PTA for the due dates for reports.

Annual Unit Historian Report Forms

The Annual Unit Historian Report Form includes instructions to document pertinent information, volunteer hour totals, and brief descriptions about successful PTA program activities from July 1 and projected through June 30 of the following year. The California State PTA commissions and committees use the information as guidelines for review and revision of programs, publications, projects, and leadership training. The volunteer hour numbers are used to raise the awareness of legislators, school, and community personnel.

The volunteer hours must be totaled before the end of most school or PTA terms in order for the state office to process the information. Unit and council volunteers should be asked to project ahead and estimate as closely as possible the number of hours they will spend in PTA activities through June 30.

The district PTA report is due in the California State PTA office no later than June 1 each year. Councils and units must set due dates to allow for adequate time for their reports to be received by the district PTA, in order that all hours may be tallied and totals submitted on the district PTA report.

Councils should attach one copy of each unit’s submitted report and send them to the district PTA, with the Annual Council Historian Report. Out-of-district units or out-of-council units should submit their reports through channels. District PTAs should send the collected information to meet the state due date and continue to collect any reports outstanding from as many units and councils as possible.

Council and district PTA Annual Historian Report Forms are available from the PTA District President.

For more information on Annual Historian Reports, contact the California State PTA Historian at or 916.440.1985 ext. 326

Job Description for Historian

Download the Historian Job Description

KEY ROLE – Historian

  • Captures, assembles and preserves record of activities and achievements of a PTA
  • Collects volunteer hours for PTA meetings and events
  • Completes and submits the PTA Unit-Annual Historian Report to council/district PTA
  • Fills out Historian Summary Report and files copies as Historian records, like minutes are kept forever
  • Copies for minutes, procedure book and, if applicable, president’s memory book
  • Displays or presents brief overview of PTA year at meeting near the end of the school year


Preparation – Look through the procedure book and other materials supplied by previous historian for ideas on how it was done and what worked best last term.

Review Forms – Familiarize yourself with PTA Unit-Annual Historian Report and Historian Summary Report. Direct any questions to your council/district president.

Record Volunteer Hours – Decide on a process to record volunteer hours at all meetings and PTA events, using a tool such as a tally sheet or excel spreadsheet.

PTA Training – Attend council, district and California State PTA workshops for historians to get the big picture.


Why do historians collect volunteer hours for a PTA?
Volunteer hours are collected and reported to maintain PTA’s federal tax exemption status. As a non-profit 501(c)(3) organization, PTA must receive 1/3 (one-third) of its support from the general public. The recorded hours from volunteers are proof of this. They are also used in advocating on behalf of children and as information in grant writing.

What do I include as volunteer hours?
Include time spent by all of your members in activities related to the operation of your PTA. This includes volunteer time spent for meetings, preparation, travel, PTA events, workshops and convention. One easy way to remember is, if PTA asks you to do it, count it toward your PTA’s volunteer hours.

How do I collect volunteer hours?
Start to collect and tally all of your members’ hours from the beginning of the PTA year. Consider using a sign in or tally sheet at PTA events and meetings for everyone to use to report their volunteer hours each month. To meet the due date for the PTA Unit-Annual Historian Report in your PTA council/district, usually in April/May, remind your members to project their volunteer hours through June 30 of the reporting year.

Showcase Your PTA History

  • Take lots of photos at PTA events
  • Set up a display board to highlight your PTA activities in school hall/office
  • Share your PTA History at Back to School Night, staff luncheons and community events
  • Present ‘mock’ check to your school board to show dollar value of volunteer hours at end of school year
  • Collaborate with Founders Day Chairman to promote PTA History
  • Create a President’s Memory Book to present at end of term
  • Send out press releases to local media of your events
  • Add PTA History to your website or social media postings

Learn more:

Table of Contents

Table of Contents


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)

Table of Contents

Calendar of Events

These dates represent the dates by which materials must be received in the California State PTA office. Earlier due dates by council and/or districts may apply in order to ensure sufficient time for information to flow through channels. Units must observe council and district PTA due dates.

September and October are designated membership kickoff months.

15   Continuing Education Scholarship applications due in the California State PTA office.

15   Outreach Translation, Cultural Arts, Healthy Lifestyles, and Parent Education grant applications due in the California State PTA office.

23-31  Red Ribbon Week

30   Per capita for 30 members received from units to qualify for Ready, Set … Remit! Award.

31   Expiration date for all memberships from previous year and membership cards.

1    DRAFT Resolutions and Convention Action Cover Sheet due in the California State PTA office.

15   If fiscal year ends June 30, tax and government forms are due.

1    Last day for state office to receive (through channels) at least the minimal amount of memberships for a unit to remain “in good standing.”

20   Ensure that insurance premium is forwarded through channels. The premium must be received in California State PTA office from the district PTA by December 20, or a late fee of $25 will be assessed by California State PTA. Postmarks will not be accepted.

National PTA Reflections Program entries due in California State PTA office. Contact your district president for the current year’s schedule.

5   FINAL Resolutions and Convention Action Cover Sheet due in the California State PTA office.

31   Ensure that Workers’ Compensation Annual Payroll Report and insurance premium, if any, are forwarded through channels. They must be received in the California State PTA office from the district PTA by January 31.

Check with council/district PTA for California State PTA convention pre-registration deadline and discounts.

1    Graduating High School Senior Scholarship applications due in the California State PTA office.

17   Founders Day honors the three PTA founders as well as past and present PTA leaders.

1    Phoebe Apperson Hearst Innovation in Family Engagement Award applications due in National PTA office (

April 27-29, 2018 – California State PTA Convention – Ontario
May 16-18, 2019 – California State PTA Convention – Monterey

1    District PTA presidents responsible for submitting unit, council and district PTA rosters of officers, including complete contact information for the California State PTA mailing list and directory.

1    Annual Historian Reports to be sent to the California State PTA historian.

1    Leadership Development Grant Report from district PTAs due in California State PTA office.

1    Grant Report from unit, council or district PTA grant recipients due in California State PTA office.

1   Final remittance of Founders Day freewill offerings due in California State PTA office.

National PTA Convention see for more information.

30   Final per capita for the year is due.

Use the summer months to begin planning programs, events, and membership recruitment activities for the coming school year.

California State PTA publishes numerous resources to empower and support the efforts of unit, council and district PTAs to impact positively the lives of children, youth, and families.

California State PTA
2327 L Street, Sacramento, CA 95816-5014
916.440.1985 • FAX 916.440.1986  •

Additional officers/chairmen

Running Your PTA Forms

Committee Development and Guidelines

Committees are formed to plan, promote, and implement the activities of the PTA. The quorum for a committee is a simple majority of the members serving on that committee. A standing committee is established to perform a continuing function and remains in existence permanently for the life of the assembly that established it. A special committee should have a definite purpose and is subject to the directives of the membership. It remains in existence until the duty assigned to it is accomplished, unless discharged sooner, and it ceases to exist as soon as the association receives its final report.

All unit, council, and district PTAs are required to elect a nominating committee (Nominations and Elections).

Committee Creation

PTAs are encouraged to explore areas of local concern not listed in these guidelines, as long as these concerns fall within the scope of PTA activities. PTAs should share their successful programs and ideas for new committees with their councils and districts, so that other units with similar concerns may benefit from these successful experiences.

special committee: may be appointed by the president or elected by the association for a specific purpose. It ceases to exist when its final report is submitted.

The number of committees needed to carry on the work of the unit will depend upon the size of the membership and the program and activities (goals) for the year (Goal Setting) and may include:

Community Concerns
Disaster Preparedness/Crisis Response
Family Engagement
Financial Committee
Founders Day
Graduation/Prom Night
Honorary Service Award
Public Relations
Publications Coordinator
Reflections Program
Room Representative Coordinator
Student Involvement
Volunteer Coordinator
Others as needed

The responsibilities and goals of the committee must be clearly defined. The committee members should know if funds have been allocated for the committee’s use and what records or resources are available to them. A timeline must be established for scheduled meetings, the completion of specific tasks, and the presentation of the final report to the president and executive board.

Committee members must understand that:

  • Committees do not function as separate groups but are part of the association and must operate within the framework of PTA bylaws, policies, and procedures;
  • Committees make recommendations, not decisions;
  • All projects and activities must have the approval of the executive board and the association in advance; and
  • All money raised or derived from the activities of a committee is deposited in the unit treasury and shall not be expended by any chairman or committee without the approval of the executive board and association.

Recommended Officers and Chairmen

All PTAs are required to have a president, secretary, and treasurer. Other officers may vary at the unit, council, and district PTA levels. All officers are listed in the bylaws. The president, as an effective leader, will see that officers receive their respective job guidelines promptly.

Recommended Officers
Vice President(s)
Financial Secretary
Corresponding Secretary

Job Descriptions for Officers and Chairmen
The president should provide the officers and chairmen with their respective job descriptions as soon as possible. Basic job descriptions for all elected and appointed officers are included in PTA bylaws.

In addition, Officer and Chairman Job Descriptions found in the California State PTA Toolkit, 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 following election 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 all PTA positions to provide continuity and sound leadership practices.

Human Relations

The six most important words:  “I admit I made a mistake.”
The five most important words:  “You did a good job.”
The four most important words:  “What is your opinion?”
The three most important words:  “If you please.”
The two most important words:  “Thank you.”
The one most important word:  “We”
The least most important word:  “I”