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Annual Historian Report – PTA Unit
Annual Historian Report – PTA Unit (Fillable)
Annual Historian Report – PTA Council
Annual Historian Report – PTA Council (Fillable)
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
Event/Program Planning
…Evaluation
…Event Planning Worksheet
…Final Action Plan
…Needs Assessment Worksheet
…Service Provider/Speakers/Program Participants Check List
Facsimile Consent Form
Photography Release
Volunteer Tally Sheet

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.

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
• Displays or presents brief overview of PTA year at meeting near the end of the school year

GETTING STARTED

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 Annual Report Form – Familiarize yourself with the form entitled “PTA Unit-Annual Historian Report Form” which is used to report volunteer hours annually to council/district PTA. The form is found in the California State PTA Toolkit, Forms Chapter, online to download. 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.

FAQs – HISTORIAN

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.

Learn more: www.capta.org

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
September and October are designated membership kickoff months.

October
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.

November
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.

December
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   Insurance premiums due through insurance portal. Late fee applies for any premiums received after December 20.

January
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 remitted through California State PTA’s insurance broker.

February
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.

February 3-4, 2025 – California State PTA Legislation Conference – Sacramento

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

March
1    Phoebe Apperson Hearst Innovation in Family Engagement Award applications due in National PTA office (pta.org).

April/May
May 1-4, 2025 – California State PTA Convention – Ontario

June
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 pta.org for more information.

30   Final per capita for the year is due.

July/August
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.

Download the Program Chairman Job Description

KEY ROLE – Program Chairman

• Works with committee and other chairmen to plan and organize programs for the school year
• Collaborates with principal, PTA president, other committee chairmen and campus student groups to coordinate, plan and implement programs
• Develops annual program calendar and presents it at PTA association meeting for adoption
• Publicizes approved program calendar using newsletters, website, social networks and school handbook
• Oversees and delegates volunteer recruitment for implementing and running programs

GETTING STARTED

• Preparation – Review procedure book and materials supplied by last year’s program chairman to get an overview of what programs worked best for your campus.
• Schedule Meeting – Meet early with program committee, appointed by president-elect. Involve experienced and new volunteers on the committee to share the decision-making and work.
  The committee may include members, students, teachers, principal and, as a resource, chairmen for hospitality, publicity, parent education, health or safety.

WHAT TO DO

Programs provide opportunities to enhance a school campus by boosting student achievement, stimulating family engagement, promoting community and meeting student needs so they thrive.

PTA programs focus on parent education nights, student achievement, wellness and safety presentations, special events and student activities. Consider varying the type and format of programs – town hall, panel, video, student activity or family event – offered each year. Develop a program plan collaboratively to encourage inclusiveness and participation of the school community.

Defining Program Goals

• Review prior years’ programs to see what worked best
• Survey school community on preferences for programs
• Prioritize community feedback to determine program plans
• Network with other PTAs for possible collaboration
• Brainstorm ideas on programs with board and committee members
• Check program information from council, district, State and National PTA for resources and ideas

Implementing Programs

• Community Engagement – Involve students, families, educators and community partners in program preparation and activities.  Always consider school and community factors for program plans including ethnicity, transportation, site access for the disabled and meeting place availability.
  
• PTA Insurance – Ensure that every program meets PTA insurance requirements for allowable activities.
  
• Volunteers – Coordinate and delegate volunteer recruitment to assist in running the program.
  
• Presenters – Book presenters and send written confirmation for their audio-visual equipment needs. Provide information on who to contact if there are questions and a request for a brief biography to use for introductions at the event.
  
• Follow Up – Confirm program date, time and location plus time allotted, topic and type of presentation (question and answer opportunities or lecture) with presenter. Provide directions or map, details on audience size and type and a cell phone number at the event site.
  
• Publicity – Prepare and send notices for PTA publications and to council/district PTA and local media.  Work with room representatives to use phone trees, backpack express, email blasts and social networking to widely distribute notices to school’s families.
• Review Materials – Order audio-visual materials and handouts in advance for committee to vet before the event.

Presenting Programs

• Arrive early and check site for requested equipment, room set-up and hospitality arrangements
• Allow extra time to test all sound and audio-visual equipment before program starts
• Greet presenter, provide nametag, agenda and briefly review presentation format and content
• Introduce presenter and topic and, after the presentation, extend the group’s appreciation
• Act as host during social time
• Send thank-you notes promptly, along with authorized expense reimbursements, photos or press clippings

Evaluating Programs

• Review completed programs as a committee on what worked best, report to PTA board or association and make recommendations for future planning groups
• Pass on program flyers and publicity to historian for PTA records
• Maintain a procedure book, noting successes and failures, ideas for future presentations, copies of correspondence, program resources and references

Learn more: www.capta.org