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California State PTA Legislation Policies and Procedures

Adopted April 2023

Policies are presented to convention delegates for adoption in odd-numbered years.
Procedures are adopted by California State PTA Board of Managers.
Policies are italicized; procedures are not italicized.

A legislative measure includes:

  • Bills (state and federal)
  • Legislative ballot measures (constitutional amendments, bond measures and proposed changes in law placed on the ballot by the legislature)
  • Statewide initiatives — proposed or qualified (citizens directly propose state laws, bond measures, and amendments to the California Constitution)
  • Statewide referenda — proposed or qualified (citizens approve or reject state laws enacted by the Legislature)

Policy 1

California State PTA is responsible for analyzing and taking action on state and federal legislative measures.

Until the California State PTA  has taken a position on a  legislative measure or specifically declines to take a position, support or opposition should not be expressed in the name of PTA.

A legislation action committee is authorized to act on behalf of the State Board of Managers when taking positions on legislative bills. Such action must conform to established PTA positions and must be reported immediately to the California State PTA Board of Managers.  The Legislative Action Committee consists of the director of legislation, president, legislative advocates, president-elect, executive director, vice presidents and representatives from the subject matter commissions (education, health & community concerns, and family engagement), two district presidents (elected by the district presidents) and others as may be appointed by the president.

The Legislation Action Committee must complete a study based on PTA authorities before proposing a position on an initiative or a referendum to the Board of Managers.

In order to take a position on a legislative bill that places a measure on the ballot, a study must be prepared. The Legislation Action Committee’s action serves to recommend a position on the bill and the subsequent ballot measure. The recommendation must be adopted by the Board of Directors and the Board of Managers. The Board of Directors and Board of Managers shall hold a meeting within fifteen days of receipt of the recommendation from the Legislation Action Committee.  If bill amendments substantively change the content of the measure, the recommendation can be reconsidered utilizing the same process.

When there will be no meeting of the State Board of Managers between the date an initiative or referendum qualifies for the ballot and the date of the election, the Legislation Action Committee may recommend a position on the measure.  The recommendation must be brought to the Board of Directors and the Board of Managers.  The Board of Directors and Board of Managers shall hold a meeting within fifteen days of receipt of the recommendation from the Legislation Action Committee.

In order to maintain a strong united position, contacts to legislators in the name of PTA shall be made by PTA members authorized by the State Board of Managers, unit, council or district PTAs.

Policy 2

Legislative measures selected for action by California State PTA must be of statewide significance. These measures must also fit within the Purposes of the PTA, the legislation platform adopted by the convention delegates, and other relevant PTA authorities.

PTA action on legislative measures is based on some or all of the following authorities:

  • Legislation Platform;
  • California State PTA resolutions;
  • Position statements adopted by the Board of Managers;
  • National PTA positions and resolutions;
  • Previous PTA action on the same issue; and
  • Information from authoritative and professional sources

Policy 3

Any position on legislative measures adopted by California State PTA remains in effect, unless, after subsequent review, new action is deemed warranted, and is adopted according to California State PTA procedures.

When action on state or federal legislation is required between meetings of the legislation action committee, or when a bill has been amended to the extent that an existing position needs to be changed, such action may be taken by an interim committee. This committee consists of the president, president-elect, director of legislation, appropriate subject matter vice president and the advocate who will manage the bill.

When these situations occur, the advocate managing the bill shall contact the subject matter commission vice president. If the vice president concurs that an immediate decision is warranted, and the director of legislation agrees, an interim committee meeting shall be called.

Any such action(s) must be ratified at the next regular meeting of the Legislation Action Committee.

Policy 4

All positions on legislative measures taken by California State PTA shall be posted on the association’s website and shared with membership in a timely manner.

When positions are adopted on state legislative bills by the legislation action committee:

  • The positions shall be made available via an electronic information alert to all subscribers, including the district PTA presidents and other members of the Board of Managers.
  • Positions on legislative bills shall be maintained and displayed on the California State PTA website.

When positions are adopted on state ballot measures:

  • The study committee report shall be posted on the website and distributed to unit, council and district PTAs for distribution to their members.

Policy 5

A unit, council, or district PTA with an interest in a proposed or qualified statewide ballot measure, which pertains to the welfare of children and youth, must determine whether California State PTA is studying or has taken action, before considering any action locally. Action may be taken locally by following PTA’s standard procedure for making a study.

The issue or ballot measure must fit within the Purposes of PTA and the California State PTA legislation platform, adhere to PTA policies, and affect the well-being of children and youth.

Before a unit, council or district PTA takes a position on a statewide ballot measure, a study committee shall prepare a report including information from all sides of the issue. Authorities to take a position  described in Policy 2) must be documented in the study.

The unit, council or district PTA executive board must approve the study and then submit the report to the association for action.  The results must be recorded in the minutes. Adopted positions on must be communicated to California State PTA.

When no action is planned and information only is being presented to membership, both sides of the issue must be provided.

Policy 6

Any California State PTA action on legislative measures represents the official position of the organization and shall not be interpreted as representing the personal opinion or conviction of every individual PTA member.

Policy 7

Unit, council and district PTAs are encouraged to promote adopted California State PTA positions on legislative measures and may be requested to actively support them. This does not require a local vote affirming the state position. While unit, council, and district PTAs are not required to work actively for any position, they should not officially oppose a stand taken by California State PTA. Disagreement with a position on legislative measures should be communicated to California State PTA through regular channels, with a report of the extent of – and reasons for – the disagreement, including supporting PTA authorities.

Unit, council, district PTAs, or executive boards need not vote to affirm a California State PTA position in order to support the position.

When reporting a position of California State PTA, a unit, council or district PTA may also inform the membership of opposing views.

If a unit, council or district PTA desires to express disapproval of an adopted California State PTA Board position on legislation to the California State PTA Board of Managers, a study of both sides of the issue should be made by the disagreeing group, and results of the study (with supporting material) should be forwarded to the California State PTA Board of Managers.

If not speaking in their official capacity, a current or former PTA officer/board member must not use a PTA title, the name of the PTA or the trademark of PTA to take action in opposition to an official California State PTA position.

Policy 8

Any unit, council, or district PTA may request that California State PTA consider taking action on a legislative measure.

A request should be accompanied by background information and the reasons for the recommendation, including relevant PTA authorities.

A copy of the request should be forwarded to the PTA District.

Policy 9

Any unit, council, or district PTA may wish to take action on a state legislative measure that affects only its local or regional area. The unit, council, or district PTA affected must inform California State PTA before making a study and taking a position.

The measure must have serious implications for children and youth within that local or regional area.

The measure must fit within the Purposes of PTA and be supported by PTA authority.

The local PTA must complete a study and take a vote at its association meeting in order to take a position on any measure.

Meeting notice must be given according with the bylaws. A copy of the study must be provided with the notification.  After a position has been taken, the local PTA shall report that action to the California State PTA Director of Legislation.

Any advocacy of the local PTA’s position is the responsibility of the local PTA and must be preceded or accompanied by a statement making it clear that the local PTA spokesman represents a PTA area, and is not speaking for California State PTA.

The local PTAs concerned must communicate their positions on legislation, their actions, and the results to their membership in a timely manner.

Policy 10

Unit, council and district PTAs may take action on local issues originating in school districts, cities, regions, or counties, if such action fits within the Purposes of PTA, the legislation platform, is supported by PTA authorities, and affects the well-being of children and youth.

The local PTA must complete a study and take a vote at its association meeting in order to take a position on any measure.

A unit should consult the council, a council should consult the district PTA for advice and coordination of efforts and the district PTA president should be informed of any projected study by a unit or council.

Meeting notice must be given according to the bylaws. If this is a legislative measure, a copy of the study must be provided with the notification.  A vote of the association must be taken in order for the position to be adopted.

Policy 11

Informational (non-advocacy) material on PTA positions related to legislative issues, including local or statewide ballot measures, may be sent home with students, in compliance with local school district policies and procedures*

*State law requires school districts to adopt policies regarding sending material home with students.

Before sending any materials home with students or using any school district resources, PTAs must check with their school district to ensure compliance with school district policies and procedures.  Advocacy materials must never be distributed using school district resources such as websites, listservs, copy machines, email servers, and social media accounts.

Advocacy materials provide biased information about the issues and often tell the voter how to vote on a specific issue. This information must never be sent home with students, and PTAs must find alternative methods of distribution.

Only informational materials on legislative issues may be distributed via the students. Informational materials must provide “a fair and impartial presentation of relevant facts to aid the electorate in reaching an informed judgment regarding the bond issue or ballot measure.” (See California Education Code, Section 7054 (b)(2).) Note that a statement of California State PTA’s position on an issue is, in itself, informational.

If there is a question regarding whether legislative material constitutes advocacy or is informational, consult the district PTA president or the appropriate school district personnel.

The school district designated administrator must authorize in writing the distribution of all legislative material considered to be informational before it can be sent home with students or electronically posted on a school website.

It is a best practice for a PTA unit to maintain a file of all legislative materials distributed via students. The file should include a copy of every piece of legislation material with the appropriate written authorization for distribution.

Guidelines for Communications Leaders

An effective communications team may include one or more of the following:

  • Communications vice president or chairman
  • Website manager
  • Social media coordinator/administrator
  • Newsletter/e-newsletter editor
  • Distribution chairman

See Job Descriptions for Communications Leader.

A communications leader:

  • Works with the unit’s elected officers to develop an annual communications plan. The plan should complement the goals of the association and include internal messages for the school community as well as external communications for the public.
  • Serves as the chairman of the communications committee.
  • Assists the president and other officers in their preparation of remarks for media interviews.
  • Assists program and event chairmen in publicizing upcoming events/programs. Follows up with articles highlighting the event or program.
  • Attends training workshops, and makes reports during meetings, as requested.
  • Passes along all communications resources to a successor, including past communications and publications, website and publication information, distribution information, and schedules.

 

Communicating with Confidence – PTA Publications

PTA Publication Types


PTAs are encouraged to communicate with PTA members and the school community. Each unit must determine what will best meet the needs of its members and community, and what will fit within its budget. Options include:

  • print publications such as newsletters and fliers
  • emails
  • e-publications such as electronic newsletters
  • websites
  • social media
  • banners and posters
  • text messages

Plan PTA Communications

Plan PTA communications that inform the community about PTA activities and school functions.

Identify the Target Audience. It is important to clarify who you want to reach. Is your publication written for parents? for students? for teachers?

Choose the Right Tool. Decide how best to communicate with your audience. Consider using multiple tools to carry the message.

Prepare the Right Message. Review and refine each article to clearly and concisely convey the message.

Use the PTA Style Guide. Refer to the California State PTA Style Guide for grammar specific to PTA, helpful punctuation, writing reminders and correct use of the PTA logo.

Incorporate the PTA Logo into all PTA communications. An organization’s logo catches the reader’s eye and makes an instant, familiar connection. This PTA logo can be downloaded and customized for use by units, councils and district PTAs.

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Guidelines for PTA Publications


Adhere to PTA noncommercial, nonpartisan and nonsectarian policies.

Communications must be cleared with the PTA president and school principal before printing, publishing or posting. The principal is responsible for the accuracy of school information and compliance with the State Education Code and school district policy. The PTA president is responsible for the accuracy of PTA information and compliance with PTA policies. (Article VI, Section 1i, Bylaws for Local PTA/PTSA Units).

Publication best practices:

  • Create a visual identity. PTA publications should be consistent in appearance and easily identifiable.
  • Date all publications.
  • The name of the unit, council, district and state PTA should be on each publication.
  • Publications should list PTA contact information—units should use school address; council and district PTA should use office or mailing address.
  • Include references to other PTA resources such as council and district PTA, California State PTA and National PTA publications, websites and social media sites.
  • Develop a plan to reach all members.

In PTA publications, publish only a summary of actions taken from PTA association meeting minutes. Do not publish, without written permission, photos or personal information about students or adults. Use of photographs or videos of children requires a Photography Release form, available in English and Spanish.

Advertising and Sponsorships

PTAs may be approached by commercial businesses or individuals seeking a presence in their publications. All advertising should be screened to ensure it meets PTA’s high standards and legal obligations.

The California State PTA strongly recommends finding sponsors rather than accepting advertising. See Sponsorship vs. Endorsement. Thank funders and sponsors. One sentence should do it! To preserve the PTA’s tax-free income generated from a sponsorship, the acknowledgement thanking the organization must not actually promote the sponsor, its product or services. Become familiar with the noncommercial policy.

  • The Sunshine PTA expresses grateful appreciation to the following merchants for making this publication possible:
  • The Sunshine PTA expresses thanks to Neighborhood Bank for the use of its parking lot for the car wash.
  • Sunshine PTA thanks Romano Pizza for the generous offer to donate 10 percent of all sales made on Saturday.

Mailed publications should meet the guidelines of the US Postal Service. Learn more about nonprofit mail content eligibility.

For any publication containing advertising, use the following disclaimer:

The mention of any business or service in this publication does not imply an endorsement by the PTA.

Copyright Laws

PTA must abide by federal copyright laws governing printed matter, poetry, art, music and computer software. Republish articles, art, photographs etc. abiding by all laws and in an ethical manner.

For complete copyright information, go to copyright.gov.

California State PTA articles and artwork may be used by unit, council and district PTAs without permission. Read National PTA materials carefully to determine when permission to republish is required. Always credit the source.

  • It is most important that anything copyrighted, including original artwork, not be reproduced on an item to be sold or to advertise an event. Permission must be secured to avoid litigation. The artist or the syndicating company will generally require a royalty on each item sold and a specific number of complimentary copies of the item.

When showing movies during school or at after-school events or fundraisers, PTAs must observe movie/video copyright laws, site licensing, and promote the event only as permitted by the site license.

Best practices for Improving Content

  • Ask for feedback. Use an opinion poll, a questionnaire, or interactive questions on social media.
  • Publicize: coming events, the results of past events, membership campaigns, and PTA award recipients.
  • Remember, people don’t read, they skim. Use bullets, quotes, charts and graphics.
  • Proofread everything. Have two to three people proofread before anything is distributed.

Translating Materials

PTAs should work closely with the school to meet the language needs of those who receive association publications. To translate information and materials, seek help from:

  • bilingual parents on the executive board;
  • teachers or support personnel in the classrooms or the school district; or
  • foreign language departments at local high schools, community colleges and universities.

Consider providing translated content in one of the following ways:

  • Present side-by-side translations of articles on each page, or
  • Print or post a separate issue.
  • Offer all information in English with short recaps of major information in languages needed in the school community.
  • Have a bilingual point person to contact or a Web page with information available in each target language.
  • Develop audio or videotapes of recorded newsletters, notices and parenting tips in different languages and post on your website.
  • Learn how to reach out to members in your community whose native language is not English.

The California State PTA offers Outreach Translation Grants to unit, council and district PTAs for written or verbal translation of PTA materials into other languages

Publication Preparation

Efficient and timely distribution is crucial to the publication process.

  • Set a publication schedule at the beginning of the school year and share with contributors.
  • Send publication article reminders as the due date approaches.
  • Ask board members to contribute articles and reports about their projects and events.
  • Advise contributors that material will be edited for space and form (grammar, punctuation, spelling and accuracy of information) for all publications.
  • Remember to allow time for review of the publication and approval by the PTA president and school principal before distributing.
  • Include the cost of materials, supplies, copying, software, service provider subscriptions and equipment in the association budget.

Publication Distribution

Send copies of unit PTA publications to council and district PTA presidents. Share your publications with the California State PTA by mailing to the state PTA office or emailing communications@capta.org. If the publication is in print form, leave several copies in the school office.

Use your publications as a PTA marketing tool. Distribute them to school district superintendents and trustees, businesses, chambers of commerce, service groups, city offices, police departments, libraries, recreation departments, after-school day-care centers, preschools, media outlets, county supervisors, junior colleges, and local state legislators.

Electronic Communications


Website

A website is a useful tool for promoting and providing resources. It is usually the first point of contact for persons interested in finding out more about your PTA.

  • Plan the design and content of the website strategically. Simplicity is the key to user-friendly design.
  • Budget for website development and maintenance. Websites may be hosted by the county office of education, the school district, or by a service provider paid for by the PTA.
  • Do not post PTA bylaws, minutes and financial reports on the website except in summary form.
  • Update your website content regularly. Forward approved copy to the website manager with requested posting dates and removal dates.
  • Link to information on the California State PTA, National PTA websites, council and district websites.
  • Permission should be obtained prior to posting any name, photograph, or contact information on a website. Observe copyright laws. Use a Photography Release form, available in English and Spanish.

PTA Email Accounts

Create PTA position-specific email addresses, e.g. ABCPTAPresident@xxx.com, called email aliases. The email alias does not change from year to year but is passed on to the position successor. Email alias addresses are set up to automatically forward email to the personal email accounts of board members. Update email aliases, forwarding addresses and passwords at the beginning of each term.

Email Distribution Lists

Email distribution lists are a cost-effective and efficient way to share information with committees, board members and the membership. Some service providers allow a user to set up a group distribution list at no charge. Blind-copy recipients to avoid publicizing members’ personal email addresses. Abide by the email limitations of personal email service providers to avoid triggering spam filters.

Provide an unsubscribe option. Honor all requests to unsubscribe.

E-newsletters

An e-newsletter is a time- and cost-effective way to share information with a large number of people. Typically it is an informational update sent via email to members of an electronic distribution list.

Use an online marketing company to send e-newsletters. Such companies offer excellent e-newsletter templates and allow your PTA to create distribution lists that are not limited by personal email restrictions.

Graphic elements are blocked for some email recipients. Use a text-only format or send an email that includes the hyperlink to a newsletter posted on the PTA website

Convert your newsletter to Portable Document Format (PDF) before emailing to ensure that all recipients can open the document. Include a link to the Adobe PDF Reader website so members can download the PDF reader free of charge.

Keep the e-newsletter brief. Provide short summaries for each topic, adding links to additional information available on the unit’s website.

For template and design ideas, refer to the California State PTA e-newsletters.

Social Media

Guidelines for social media remain the same as for every PTA publication.

  • Maintain PTA’s high standards of respect and courtesy.
  • Observe the PTA’s nonpartisan, noncommercial, nonsectarian policies, “do no harm” to an individual or an organization, and be knowledgeable about PTA positions.
  • PTA social media site administrators should be appointed to review the site posts and messaging daily, if not more frequently.
  • Follow the guidelines established by each social media site. Use the Photography Release form available in English and Spanish when publishing photographs.
  • Be cautious with censorship. Social media sites encourage members and partners to share insights freely. Remove postings or comments to your social media pages or accounts only when they violate PTA social media standards of respect and courtesy, or violate our nonpartisan, noncommercial, or nonsectarian policies. Refer to National PTA Social Media Tipsheets.

Print Communications


Fliers

Fliers are a good way to publicize upcoming events.

Fliers should:

  • Have limited text and plenty of “white space” so that the information stands out.
  • Provide the who, what, when, where and why.
  • Use graphics and fonts sparingly.
  • Use the PTA logo.

Use the customizable membership marketing flier to tell prospective members about your PTA.

Communicating Strategically

PTA should employ multiple means to communicate with members and the community at large.

Create a strategic communications plan that would:

  1. Establish a clear objective for your communication.
  2. Use the right strategy and media.
  3. Prepare the right message for the right audience.
  4. Communicate your message at the right time.
  5. Follow up with frequent assessment of your communications.

Using a strategic PTA communications plan will more effectively serve and engage key audiences, as well as continue to build greater awareness of the importance and value of PTA.

Draft your PTA communications with these things in mind:

  • Key Audiences:
    • members and leaders
    • public (parents)
    • teachers/educators
    • media
    • opinion leaders and partners
    • non-English speakers
  • Messaging: Craft the message for the audience. The message to your members will be very different from your message to the local newspaper, for example.
  • Communications tools: Decide which tools will best deliver your message.
    • website
    • text message
    • email
    • social media
    • newsletter
    • e-publication
    • banner
    • flier
    • video
    • word of mouth
    • mail
    • phone
    • media

Communicating With Confidence – Public Speaking

As a PTA leader, you may be called upon to speak in public. Keep in mind the following tips for public speaking.

  • Plan remarks with an objective in mind.
  • Become knowledgeable about the topic.
  • Prepare talking points. Include appropriate personal stories in your presentation.
  • Plan a message that will resonate with your target audience.
  • Begin and end on time.

Communications Basics for PTA Leaders

Be comfortable with yourself. Success comes from projecting your own personality.

Don’t worry about “butterflies.” We all have them – in fact, we need them to keep us from becoming complacent.

Do your homework. Few people can “wing it.” The trick is to appear relaxed, and you can be if you are well prepared.

Be flexible. If necessary, adjust remarks to help meet the need at hand. Find out in advance who the audience will be, and why you were selected to speak.

Cultivate effective listening skills. If you are part of a program, listen to what other participants are saying. If the previous speaker “steals your thunder,” comment on sharing similar viewpoints and suggest, “Let’s talk about this from another angle.” Then continue with your own remarks.

Know when to stop. Respect your audience’s time.

Talking Points

When talking about PTA to new audiences, it helps to give a brief overview to show the scope and strength of PTA. The more these messages are said, the more likely it is the messages will be heard and repeated.

  • The mission of California State PTA is to positively impact the lives of children and families in California.
  • PTA is the largest volunteer association working on behalf of children and youth. In California alone, we have over 800,000 PTA members and have served them for over 118 years.
  • PTA speaks for every child with one voice.
  • PTA is a nonpartisan, nonsectarian and noncommercial organization that promotes the welfare of children and youth in home, school, community and place of worship.
  • PTA connects families and schools. We encourage communication and cooperation between parents, communities and schools to ensure that children and youth receive the best possible physical, mental, social and spiritual education.

Making PTA Talking Points Personal

These talking points are only intended as guidelines for speaking on behalf of PTA. Make them your own by considering:

  • How can I share my personal PTA experience?
  • Why am I so dedicated to the work of PTA?
  • How did I get involved?
  • What are the areas that need improvement at our school(s) or in our community?
  • Is my message concise and compelling?

Representing PTA

PTA officers represent their unit, council or district PTA. PTA is a diverse organization, and its leaders speak with one voice on behalf of all children:

  • Presidents are the official representatives of their PTAs and may appoint others to officially represent the organization, as needed.
  • Know and reflect the official PTA positions.
  • Do not commit the association to programs, projects or positions the association has not voted to authorize.
  • Build credibility as an individual so that your comments are of value to the audience.
  • Do not mix personal and PTA opinions while representing PTA.

Resources

Communications

Part of the mission of the California State PTA is to empower and support our members with skills in communications. PTAs are encouraged to communicate with PTA members, the school community and the community at large to inform them about PTA activities and school functions. We can also communicate a broader message about the value of PTA. As we communicate the PTA message, we will build identity, increase recognition for PTA, and advance the work of PTA in the community and throughout the state and nation.

Purpose of PTA Communications
Communicating Strategically
Communicating with Confidence – PTA Publications
Publicizing PTA to the Larger Community
Guidelines for Communications Leaders
Digital Literacy
Social Media Guidelines for PTAs in California
Social Media Guidelines for PTA Leaders and Members in California

California State PTA Officers and Commissions

The seven commissions can be classified into two groups: (1) those dealing primarily with internal, organizational matters: special events, leadership services, membership services, and communications; and (2) those dealing with external issues in which PTA has a vital interest: health & community concerns, education, and family engagement.

The commissions are chaired by vice presidents elected biennially by the PTA membership at the annual convention in odd-numbered years. Commissioners are appointed members who serve during the administration. The treasurer serves on the leadership services commission.

California State PTA constantly assesses children’s needs to determine where and how PTA action should be initiated or intensified. State resolutions, letters, and results of studies from unit, council, and district PTAs as well as National PTA programs and priorities provide direction to the California State PTA Board of Managers. Each commission develops its plan of action based on the goals and priorities of the association.

The work of the commissions is facilitated through special committee studies and cooperation with statewide allied groups, agencies, and coalitions whose goals are similar to PTAs. Each commission is responsible for providing leadership and education to unit, council, and district PTAs to help implement the projects and activities that fall within its area of concern. Through PTA in California, the website – capta.org – and other avenues of communication, unit, council, and district PTAs are kept informed of current projects, the progress of studies, and the initiation of new projects.

Communications Commission

The Communications Commission is responsible for internal and external California State PTA publicity. Its work includes news releases and news conferences; radio and TV appearances by California State PTA Board of Managers members; website maintenance (capta.org); social media outreach; and development, design, and publication of print and digital communications including PTA in California, PTA Connects, and SMARTS. It is responsible for concerns related to mass media and their effects on children, youth, and families.

Health and Community Concerns Commission

The Health and Community Concerns Commission deals with issues related to the support of the whole child within the home, school and community. Topics in this area address the health and welfare of children and their families such as:

  • Bullying prevention
  • School and Community Safety
  • Tobacco and Substance Abuse Prevention
  • Chronic Absence and Truancy
  • Mental, personal and community health issues
  • Homeless and Foster Youth

The Commission supports collaborations among parents, schools, communities, institutions, agencies and organizations, which are essential to the health, wellbeing and academic success of California’s children and youth.

Special Events Commission

The Special Events Commission plans, implements and evaluates facilities, vendors, security, transportation and operations of special training events for California State PTA including convention/annual meeting, regional trainings and more.

Education Commission

The Education Commission focuses on policies, pending legislation and education trends affecting public education. Education commissioners represent California State PTA on numerous statewide coalitions and committees to bring the parent perspective to policymakers and the public. The commission provides tools and information to actively engage PTAs throughout California in local and statewide efforts to ensure that every child has the opportunity for an excellent education.

Leadership Services Commission

The Leadership Services Commission is responsible for strengthening and extending the work of PTA. Its activities include providing opportunities for leadership development and training to unit, council, and district PTAs; giving guidance in strengthening, organizing, reorganizing, and disbanding unit, council, and district PTAs; and generally augmenting the influence and public understanding of PTA, its purpose, and work.

Legislation Team

The Legislation Team includes the director of legislation, an advocate for federal issues, and state legislative advocates who specialize in specific issues regarding education, family engagement, community concerns, and health as these affect children, youth and families.

The team works closely with the commissions dealing with external issues. The commissions are responsible for preparing background information and authority for bills in their subject matter area and for recommending appropriate action. Once a position has been adopted, the legislation team is responsible for all further actions on related legislation. This includes relaying information on PTA positions to legislators and communicating PTA action on legislation-related matters to the constituent organizations of California State PTA.

Membership Services Commission

The Membership Services Commission promotes the value of PTA in membership recruitment and retention strategies including marketing outreach and implementation of PTA programs such as National PTA Reflections Art Program, Founders Day, scholarships and grants, awards and more.

Family Engagement Commission

The Family Engagement Commission acknowledges parents as the first teachers of their child and realizes the integral role that parents play in the total development of the child.

The commission supports parents/guardians and family caregivers by strengthening/teaching parenting skills and encouraging involvement in schools and at home, supporting the understanding of childhood development stages, providing resource materials and networking with agencies and groups that focus on parent involvement.

Student State Board Members

Student State Board Members serve as commissioners on the California State PTA Board of Managers. Student Commissioners are members of the Student Involvement Committee, assigned to a commission and included in the planning and presentation of student involvement workshops. Involving youth on the California State PTA Board of Managers is part of California State PTA’s commitment to training students as community leaders and advocates by giving students a voice and working with them on their concerns. For information on applying to become a student state board member, contact your district PTA president or go to the Student Involvement web page at capta.org (Involving Students).

Service to Unit, Council, and District PTAs
California State PTA Brief Statements on Current Issues

Figure
Organizational Flow Chart

The Basics of PTA Membership

While membership is the responsibility of the entire PTA board, each PTA should have a designated membership leader. Membership chairmen are appointed; membership vice presidents are elected. For details on the responsibilities of the Membership chairman/vice president at a unit PTA, see “Job Description for Membership Chairman/Vice President” in the PTA Toolkit.

The membership chairman/vice president works with a membership committee and serves as chairman. The membership committee consists of members appointed by the president, or the president-elect if the committee is formed before the school year begins.  Committee members should include teachers and students, if appropriate, and should represent your school population. Under the direction of the membership chairman/vice president, the membership committee:

  • sets membership goals,
  • designs a membership marketing plan with outreach promotions,
  • calendars events and activities throughout the school year,
  • submits a budget to support the membership program, and
  • implements and evaluates the final plan.

The membership plan must be approved by the executive board.

Develop a Membership Marketing Plan

Set membership goals.

Plan a membership promotion campaign that uses a variety of methods and outreach activities to promote the value of PTA membership. Go to the California State PTA website, capta.org and the National PTA website, pta.org, for membership campaign ideas, resources and current membership incentives and award programs.

Your membership plan should include a theme, if appropriate, a membership calendar and a membership budget.

Membership Theme


Create a membership theme for your membership campaign, if appropriate. Choosing just the right theme for your PTA can make a big difference in your membership growth for the year. The membership committee, the membership chairman/vice president and the president should work together to develop the membership theme.

For theme ideas, go to capta.org.

  • PTAs may select the current California State PTA or National PTA theme.
  • The school mascot or a community symbol can serve as inspiration.
  • The theme should appeal to everyone your PTA is trying to reach.
  • Consider using theme-related incentives and rewards to promote membership growth.

Membership Calendar and Budget


Membership promotion is year round and should include a membership kick-off and a mid-year membership push. Work with the president and the principal to calendar membership events and promotions. Include due dates set by council and district PTAs for membership dues remittances, and for awards and incentives. PTA/PTSAs using the electronic membership system that remits directly to other PTA levels do not remit per capita dues for those members.

California’s membership year begins on July 1 and ends on June 30.

Prepare a membership budget to submit to your executive board. Include a list of expenses for membership promotions, incentives, and events for the entire year. If your PTA uses California State PTA membership envelopes, the budget should also include the cost of envelopes purchased.

Implementing a Membership Marketing Plan


It is the responsibility of the membership chairman/vice president and the membership committee to implement your membership marketing plan. Responsibilities should be shared by membership committee members. Duties could include:

  • preparing invitation letters or the Customizable Membership Marketing Tool Instructions flier and envelopes for first day packets or school registrations;
  • writing/preparing an invitation to join with the e-membership link;
  • preparing invitations to join for teachers, staff and administrators;
  • sharing responsibilities at membership kick-off or promotional events;
  • preparing promotional fliers, banners, posters, social media postings, etc.;
  • sending invitation to join with e-membership link to all past members.
  • asking the school site administrator to send invitation to join PTA (including e-membership link) to the all family/guardian list
  • tracking membership progress for incentive rewards;
  • staffing a membership promotion booth or table at school or community events;
  • writing/preparing special invitations to community leaders, local business leaders, elected officials, community members, after school program providers, past PTA leaders, past Honorary Service Award recipients, retired teachers, administrators or staff members. Invite everyone to join PTA!
  • creating welcome packets for new arrivals at your school;
  • preparing/printing “Join PTA” signs that include the QR code for e-membership;
  • create a bulletin board highlighting PTA/PTSA activities and include a join link/QR code
  • developing a plan/calendar to staff membership tables at PTA events;
  • developing a plan/calendar to talk to key school and community groups.

Membership Envelopes


Membership envelopes are available for purchase from your council or district PTA for a nominal fee. They can be used to encourage membership participation. Envelopes can be included in welcome or registration packets and can be used to collect relevant information about members. Two board members need to be present when the membership envelopes are opened. Proper PTA financial procedures should always be followed.

Membership Dues


Membership is effective as soon as dues are paid although certain rights may not activate until thirty days after dues are paid, such as the right to make motions, debate, hold an elected office, and vote. A portion of the membership dues collected stays in your unit. Membership campaigns are not to be considered fundraisers. Dues should be kept affordable so that everyone can join.

A portion of the membership dues collected stays in your unit, and a portion of the membership dues (known as per capita) is sent through channels to the council, district, state and National PTA. These pass-through monies are used to support those levels of PTA which, in return, support the unit with leadership, training, advocacy and other needed services. The e-membership system automatically remits the appropriate per capita dues to all PTA levels for memberships purchased through the system.

Membership dues may differ in amount in each PTA and are listed in the local unit PTA bylaws. Dues amounts can only be changed by updating the unit bylaws and submitting them through channels for approval by the California State PTA parliamentarian. A unit-initiated dues increase will not go into effect until the association’s bylaws have been updated and adopted by the membership.

The dues portion not belonging to the unit (per capita) must be forwarded through channels at least monthly. Once dues have been forwarded through channels, dues cannot be refunded to an individual member. To remain in good standing, a unit must remit  per capita membership and insurance premiums. The district PTA will be notified if a unit is “not in good standing” by the California State PTA office by December 15 if dues for at least 15 memberships have not been received. If dues are not received by March 31, the unit is delinquent and the unit’s charter shall be withdrawn by vote of the California State PTA Board of Managers at its April/May meeting.

Donations can be solicited, but must be kept separate from membership dues in all financial records and reports.

Members join at the unit PTA. As unit PTA members, they are also members of their council, district, California State PTA and National PTA, and are represented at these levels of PTA.

Membership Cards


Membership cards are provided by California State PTA and distributed through PTA channels (units receive them from their council, if in council or their district PTAs). Each member should receive an official membership card from the unit PTA upon payment of dues. Members who join using the electronic membership system authorized by the California State PTA will receive electronic membership cards upon joining, so the unit will not need to provide them with paper membership cards.

Membership information is filled in on the card before the membership card is distributed. The National PTA unit number is used as the Unit ID number on the membership card. Membership information can be printed on the card using a computer printer; a membership card template is available at capta.org. Information can also be printed by hand or stamped onto the membership cards. Electronic membership cards are now available from district PTAs. These electronic cards which contain the unit’s ID number and member’s name, may be saved on the members’ Smart phone or tablet, and serve as proof of membership.

The California State PTA membership year is July 1 to June 30. Membership cards in California expire on October 31, allowing a grace period (from July 1 to October 31) for our members to renew their membership. During this grace period, members are entitled to their full membership rights, including approval of the PTA budget and program at the summer or fall association meetings.

As each PTA is a separate and individual association, members having children in more than one school may pay dues to support the PTA in each child’s school.

Member Contact Information and Membership List


A membership list must be created and maintained by the membership chairman/vice president. A regularly updated copy should be provided to the secretary and the president. The list should include member name, contact information and the date the member joined. Lists should be kept confidential within the PTA organization. PTA recommends that membership lists be kept for 3 years in the event of an audit by the Internal Revenue Service.

Memberships


Any individual who subscribes to the purposes and basic policies of PTA becomes a member upon payment of dues to a PTA or PTSA unit. The rule of thumb is one dues payment=one card=one association vote.

Student Membership


Student membership is a vital part of the association. Membership is open to students of all ages. Please see Involving Students for additional information.

If a PTA unit chooses to include a different membership dues structure for students, the bylaws must reflect this structure. The student membership dues must be at least equal to the portion of dues which is forwarded to council, district, state and National PTA.

Administrators/Teacher/Staff Memberships


Administrators, teachers and staff members are valuable members of the association. They should be invited and encouraged to join and participate. A PTA unit can choose to include a teacher/staff membership dues structure. If they do bylaws must reflect that dues structure, and it must be at least equal to the portion of dues which is forwarded to council, district, state and National PTA.

Family Memberships


If a PTA unit chooses to include a family membership dues structure, the bylaws must reflect this structure. The number of members per family must specified, and the dues paid per member should be at least equal to the portion of dues forwarded to council, district, state and National PTA. Please consult with your district parliamentarian for specific language regarding family memberships.

Charter Memberships


Charter members of a PTA are those who pay dues at the organizational meeting of a new PTA. Charter members at an organizational meeting held between April 1 and June 30 are considered members for the following year and are entitled to a new membership card without payment of dues. For more information about Charter Memberships, please contact your local PTA district.

 

Job Description for Volunteer

Download the Volunteer Job Description

Key Role – Volunteer

  • Assists with programs, events and activities organized by the PTA, school or classroom teacher to support student success
  • Works cooperatively as a reliable team member to complete volunteer assignments
  • Understands the ethical and legal responsibilities involved and maintains strict confidentiality regarding the privacy of student records, students and school personnel

Role of a Volunteer

School volunteers may be parents/guardians, community members, senior citizens or upper grade students whose participation supports a PTA or school program, activity or event.

How much time and commitment is involved depends on a volunteer’s availability. And, it can range from one time only assignments to monthly, weekly or daily volunteer activities to meet the goals, needs and priorities of a PTA or school to help ensure student success.

  • Assignments might involve activities such as:
  • Tutoring and mentoring students
  • Supervising lunchrooms and playgrounds
  • Assisting in a class, library or school office
  • Sharing a special skill or occupation to enrich classroom learning
  • Preparing materials or assisting with a PTA or school program, activity or event

Getting Started

  • Preparation – Find out more about what volunteer opportunities are offered on campus by checking PTA and school newsletters, websites and social media. Sign up for volunteer assignments that fit well with your interests, availability and skill sets.
  • Attend Training – Learn more about your role and school policies related to volunteers and parent involvement by attending a volunteer orientation meeting organized by the PTA Volunteer Coordinator at your school.

How Tos

  • Before a volunteer assignment – Add the day and time of your volunteer assignment to your calendar. If you are unable to participate as planned, remember to contact the organizer in good time so that another volunteer can be recruited.
    Plan to arrive early for your assignment so you can sign in at the school office before heading to the activity or event.
  • During a volunteer assignment – Take time to review what the volunteer job entails with the organizer and ask questions to clarify the assignment including who does what, how breaks are handled and what is expected. To ensure the success of larger events, be prepared to be flexible and assist where needed.
  • After a volunteer assignment – Provide feedback on the volunteer survey so that organizers can tweak the program, activity or event to make it even better. Attend the volunteer recognition event and sign up for other volunteer opportunities to stay connected at your school to support student success.

Learn more: www.capta.org

 

Job Description for Student Involvement Chairman

Download the Student Involvement Chairman Job Description

Student involvement is the commitment of a PTA/PTSA to actively involve students in the leadership of the association. Parents, teachers, and students work together as a team to train youth to be future advocates and community leaders. California State PTA encourages and supports student participation in PTA leadership, events and programs. Refer to Student Involvement Templates for ideas for involving students in elementary, middle and high school activities. (California State PTA Toolkit, Involving students)

Once the membership has voted to have a student involvement committee, the president will appoint a chairman, subject to ratification of the executive board.

Responsibilities

  • Include adults and students on the Student Involvement Committee.
  • Discuss student involvement with your PTA/PTSA executive board.
  • Survey the school community to find out what types of activities would encourage student involvement.
  • Develop a plan for student involvement. Set reasonable goals based on available resources and the desired outcome.
  • Recruit student membership, making a formal commitment to youth involvement in the form of a motion or an action item.
  • Review and revise bylaws according to California State PTA procedures if the association decides to incorporate students into the legal name of the association.
  • Request that the executive board plan meetings during a time the majority can attend; be considerate of schedules so students and adults can be equally represented.
  • Publicize PTA/PTSA meetings to students with school posters, morning announcements and school newsletters.
  • Promote student membership. Highlight benefits of involvement such as PTSA scholarships, community service opportunities, and enhancement of college and job applications.
  • Develop and implement programs that are relevant and that involve both students and adults. Include students in the initial planning stages as well as in the execution of the projects.
  • Publicize activities through the PTA/PTSA newsletter, fliers, marquees, school website, e-mail blasts, social media, personal telephone calls and local newspapers.
  • Evaluate activities/accomplishments at least once a year. This will show how students were actively involved, and how students can continue to be involved in PTA/PTSA activities.
  • Encourage students to have an active voice in your PTA/PTSA. Payment of membership dues entitles students to all membership privileges and responsibilities.
  • Elect students as officers. California Corporations Code and civil laws allow students to hold office in PTA/PTSA.

Think of student involvement as a process:

  1. Make student involvement a PTA/PTSA priority.
  2. Encourage the support and participation of students as stakeholders in their school community.
  3. Work as a collaborative team with students, teachers and community members to bring about positive change.

Financial / Legal Issues to Consider When Involving Students

Checking Accounts – in accordance with PTA policy, two signatures are required on all checks issued for payment. Students may be signatories on the PTA/PTSA account as long as they have been approved as one of the signatories by the association and it has been noted in the minutes of the association. Contact your local bank, as bank policies may differ from those of California State PTA.

Contracts or Binding Procedures – all contracts or binding commitments of the association must be approved and voted on by the association in accordance with PTA policy. Refer to Finance, Developing the Budget, California State PTA Toolkit. After approval by the association, if the officer authorized to sign contracts is under 18, that individual is still authorized to sign a contract under the PTA bylaws and with the authority of the local PTA. If there is a default on the terms of the contract, allegations would be filed against the PTA, not the individual signing officer.

Insurance – California State PTA provides comprehensive general liability coverage and basic bonding insurance that covers all unit, council and district PTAs/PTSAs in the state when involved in allowable PTA activities. These policies make no distinction regarding, and are not limited by, the age of the PTA volunteer. Youth under the age of 18 are not excluded from these insurance policies.

Parent Approval – Have on file a signed contract signifying the approval of the student’s parent or guardian if the student is under the age of 18 (Insurance and Loss Prevention Guide, Parent’s Approval and Student Waiver).

Additional Resources

National PTA website, www.pta.org
California PTA website, www.capta.org
Insurance and Loss Prevention Guide (English and Spanish), mailed annually to PTA presidents

Job Description for Room Representative

Download the Room Representative Job Description

Key Role – Room Representative

  • Works with teacher(s) and parents/guardians, as a parent contact and liaison, to build stronger family-school partnerships for a classroom or grade level
  • Encourages easy, two-way communication between teacher(s) and parents on what’s happening in the classroom to support student success
  • Collaborates with the teacher(s) to identify how parents can assist with classroom activities
  • Recruits parent volunteers and delegates volunteer assignments for a classroom or grade level
  • Helps to promote PTA goals, membership and activities on campus

Getting Started

  • Preparation – Talk to the Room Representative from last year about what worked well in working with teacher(s) and parents. Review his/her procedure book and other materials to better understand the scope of your new position. Learn more about your role and school policies related to parent involvement at a meeting organized by the Room Representative Coordinator at your school.
  • Meet with Teacher(s) – Get together with the teacher(s) to talk about the various ways and options available for parents to assist with classroom activities, field trips and celebrations for the upcoming year. Develop a list together of volunteer opportunities to share with parents.

How Tos

  • Contacts – Create a list of parents’/guardians’ names and contact information. Work with the teacher(s) to obtain this information for PTA use only and remember to keep it confidential.
  • Welcome – Develop and implement an inclusive outreach plan to introduce yourself, welcome parents in home languages and provide a general overview of why parent involvement matters at your school.
  • Survey – Distribute a volunteer survey, listing volunteer opportunities, to parents/guardians to share their availability, skills and interests with you and to sign up for classroom activities. Offer a range of volunteer options with different amounts of time and commitment to encourage inclusion and to respect parents’ work schedules.
  • Delegate – Assign volunteer jobs and maintain a database of parents’ interests, skills and availability as volunteers to use throughout the school year.
  • Connect – Communicate regularly with parents using multiple pathways – emails, phone calls, text messaging, websites and social media as well as newsletters and backpack express – to keep families in the loop on upcoming class or grade level activities and to grow family-school partnerships for student success.

Learn more: capta.org

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