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This Whistleblower Policy of the California State PTA: (1) encourages directors, officers, staff and volunteers to come forward with credible information on illegal practices or serious violations of adopted policies of the association; (2) specifies that the association will protect the person from retaliation; and (3) identifies where such information can be reported.

1.  Encouragement of reporting. The association encourages complaints, reports or inquiries about illegal practices or serious violations of the association’s policies, including illegal or improper conduct by the association itself, by its leadership, or by others on its behalf. Appropriate subjects to raise under this policy would include financial improprieties, accounting matters, ethical violations, or other similar illegal or improper practices or policies. Other subjects on which the association has existing complaint mechanisms should be addressed under those mechanisms, such as raising matters of alleged discrimination or harassment via the association’s president or the council/district president. This policy is not intended to provide a means of appeal from outcomes in those other mechanisms.

2.  Protection from Retaliation. The association prohibits retaliation by or on behalf of the association against employees or volunteers for making good faith complaints, reports or inquiries under this policy or for participating in a review or investigation under this policy.  This protection extends to those whose allegations are made in good faith but prove to be mistaken. The association reserves the right to discipline persons who make bad faith, knowingly false, or vexatious complaints, reports or inquiries or who otherwise abuse this policy.

Where to report. Complaints, reports or inquiries may be made under this policy on a confidential or anonymous basis. They should describe in detail the specific facts demonstrating the basis of the complaints, reports or inquiries. They should be directed to the association president and the council/district PTA president; if the president is implicated in the complaint, report or inquiry, it should be directed only to the council/district PTA president. The association or council/district will conduct a prompt, discreet, and objective review or investigation. Officers, volunteers, and staff must recognize that the association may be unable to fully evaluate a vague or general complaint, report, or inquiry that is made anonymously.

Download the Student Involvement Chair Job Description

Student involvement is the commitment of a PTA/PTSA to actively involve students in the leadership of the association. Parents, guardians, caregivers, 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, and it has been verified that the committee is included in the standing rules, the president will appoint a chair, 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 Guide, Parent’s Approval, Student, Family, and Participant Waiver).

Additional Resources

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

Download the Local Unit Leader Job Description

Key Role – Local Unit Leader

• Works collaboratively to oversee unit business and run a PTA effectively
• Provides information, activities and resources to empower members and community stakeholders
• Focuses on connecting families, school and community to support student success

Getting Started

Preparation – Review files and materials from last term to know more about your new position. Check your bylaws and standing rules to see what your duties are as a PTA officer/chair. Find out more about:

• PTA policies, best practices and resources
• California State PTA Insurance Guide

It’s also worthwhile to talk to your predecessor about what past activities worked well and what needs to be tweaked to make your PTA even better.

How Tos

Local unit leaders work together on behalf of their members to run a PTA well by:

Communicating:

• Update the board, members and community stakeholders on the plans and upcoming activities you’re working on
• Share information from council, district, State and National PTA with members and community stakeholders

Collaborating:

• Attend board and association meetings and give reports to keep everyone in the loop
• Be a team player by meeting deadlines, doing your part and asking for help if you need it
• Ensure federal and state tax returns and filings are submitted by due dates

Cooperating:

• Stay connected with your council/district PTA for information, advice and support
• Send monthly and annual reports and information to council/district PTA as requested

Did you know? … PTA Board Members:

• Adhere to PTA financial procedures as outlined in bylaws and State and National PTA guidelines
• Protect members’ privacy by utilizing member information for PTA work only
• Attend PTA sponsored workshops or trainings
• Maintain a current procedure book and files to pass on to a successor
• Work together as a team to improve the lives of all children and their families

Other Useful Information

Resources:

California State PTA – capta.org

• PTA Leaders tab and more
• California State PTA Toolkit 
• Running Your PTA Made Easy
• Insurance Guide– Mailed annually to PTA presidents

Online Services:

• MyPTEZ- Officer Contact System and Document Retention System – To enter officer and board member information and generate useful reports
• MyPTEZ Accounting Software – To handle PTA accounting needs and generate financial reports
• Tax Filing Support Center – To help units meet Federal and State reporting requirements
• TOTEM – Electronic Membership System – To join and renew membership and for PTAs to manage membership

National PTA – www.pta.org

• Run Your PTA tab and more
• E-Learning Workshops

Download the Fundraising Chair Job Description

Key Role – Fundraising Chair

• Works with a committee, appointed by the president, to plan and organize fundraising activities
• Focuses on raising the amount of funds needed to meet the unit’s budget
• Presents reports on proposed fundraising activities at board and association meetings for approval

Getting Started

Preparation – Review files and materials from last term to better understand the scope of your new position. Learn more about:

• PTA financial policies, procedures and best practices
• Insurance Guide

It’s also worthwhile to talk to last term’s chair to get advice and tips about your new role.

Schedule Meeting – Soon after election, meet with the Fundraising Committee to create a plan for the upcoming year. Assess what worked best in the past and what might be changed or introduced as a fundraiser.

Delegate tasks to committee members such as publicity, donations, and volunteer recruitment for fundraising events.

How-Tos

Units engage in a wide variety of fundraising efforts to finance PTA programs and activities to:

• Promote family engagement in school to support student success
• Meet the interests, needs and resources of the school community

Many PTAs fund academic enrichment programs such as field trips or after-school art, drama, music, math and reading programs.  Other PTAs support health programs, safety and physical education.

Fundraising Options – There is a broad range of options for PTA fundraisers. They include organizing product sales, providing services, promoting ‘Give Back’ programs, soliciting pledges and applying for grants.

When you create a fundraising plan, consider what format might work best: an in-person activity or a virtual fundraiser. Think about the duration of a fundraiser and if an ongoing activity or short-term event is a good fit.

Keep in mind that PTAs should use the 3-to-1 Rule. For every fundraiser, PTAs organize three, non-fundraising activities to grow family engagement and home-school partnerships.

In selecting a fundraiser, the committee should also ensure that it:

• Creates goodwill for PTA
• Does not exploit students or involve door-to-door sales by students
• Involves no commercial or advertising obligations as the PTA is a nonprofit 501(c)(3) organization

Before identifying the best date/time for your fundraiser, look at PTA and school calendars to see what holidays and other activities are already scheduled.

Examples – Book Fair | Recycling | Holiday Boutique | Auction | Community Garage Sale | Spirit Wear Sale | Arts and Crafts Fair | Carnival | Valentine Grams | Plant and Flower Sale | Walk-A-Thon | Game Snack Bar

PTA Policies and Fundraisers

The California State PTA Toolkit provides guidelines, best practices and tips for fundraising. When choosing a fundraiser, ensure that it complies with:

• PTA goals, policies and purposes as a 501(c)(3) nonprofit organization
• School district policies on facilities’ use, equipment, safety, food services and nutrition
• State and local laws regulating charitable solicitations or sales and games of chance
• Requirements in the Insurance Guideon approved PTA activities

Noncommercial Policy – Fundraising efforts must support the goals of PTA and be related to its educational, charitable and philanthropic purposes as a tax-exempt, nonprofit organization.

This means that a PTA cannot promote or endorse products, services or businesses. And, the names of PTA officers cannot be used for commercial purposes.

When selling a commercial product, please include the following disclaimer in all publicity:

“This is a PTA fundraiser. Distribution of this information does not imply endorsement by PTA.”

Contracts – Contracts with a vendor are always signed by two board members: the president and another elected officer. Before signing a contract on behalf of your PTA:

• Get your association’s approval and ensure that it is recorded in meeting minutes
• Verify that vendors are fully covered by their own liability insurance and Workers’ Compensation and obtain a copy of their certificate of insurance
• Have vendors sign a Hold Harmless Agreement

With any contract, the president is responsible for the agreement and should clearly identify that it is the PTA entering into the contract and not the president as an individual. The signature on a written contract should read: “ABC PTA by Jane Smith, President and (name), officer.”

In addition, as a PTA officer, never sign a Hold Harmless Agreement on behalf of your PTA. Signing such a contract naming the PTA responsible for all injury and damages may increase PTA’s liability and the amount PTA might have to pay if a claim occurs.

If you have questions about a contract, contact the PTA insurance broker to review it prior to signing.

Did you know? … PTA Board Members:

• Adhere to PTA financial procedures as outlined in bylaws and State and National PTA guidelines
• Protect members’ privacy by utilizing member information for PTA work only
• Attend PTA sponsored workshops or trainings
• Maintain a current procedure book and files to pass on to a successor
• Work together as a team to improve the lives of all children and their families

Other Useful Information 

California State PTA – www.capta.org

• PTA Leaders tab and more
• California State PTA Toolkit, Finance section
• California State PTA Insurance Guide– Mailed annually to PTA presidents

National PTA – www.pta.org

 

Download the Executive Vice President Job Description

Key Role – Executive Vice President

• Works as the primary aide to the president
• Helps lead a PTA toward specific goals consistent with PTA purposes and policies
• Performs president’s duties in their absence
• Carries out other duties outlined in unit bylaws and standing rules or as assigned

Getting Started

Preparation – Review files, procedure book and materials from last term to better understand the scope of the position and learn more about:

• President’s role and responsibilities
• Duties of each officer and chair
• California State PTA policies, best practices and resources
• PTA council and district information
• Community resources

Meet with your predecessor to talk about your new role, what past activities and efforts worked well and what needs to be tweaked to make your PTA even better.

Schedule Meeting – Get together with the president, before the term starts, to discuss your role and assignments and how you can assist them in managing your PTA.

How-Tos

As an elected officer and member of a PTA board, the executive vice president:

• Works closely with the president to help run a PTA
• Attends meetings as requested by the president including council, district and state PTA meetings
• Presents a report to the board for any meeting attended on behalf of the president
• Informs the board of new and updated PTA materials, information and resources
• Helps facilitate a smooth transition between incoming and outgoing officers and committee chairmen

Did you know? … PTA Board Members:

• Adhere to PTA financial procedures as outlined in Bylaws and State and National PTA guidelines
• Protect members’ privacy by utilizing member information for PTA work only
• Attend PTA-sponsored workshops or training
• Maintain a current procedure book to pass on to a successor in hard copy or electronic format
• Work together as a team to improve the lives of all children and their families

Other Useful Information

Resources:

California State PTA – www.capta.org

• PTA Leaders tab and more
• California State PTA Toolkit 
• Running Your PTA Made Easy
• California State PTA Insurance Guide – Also mailed annually to PTA presidents

Online Services:

• MyPTEZ- Officer Contact System and Document Retention System – To enter officer and board member information and generate useful reports
• MyPTEZ Accounting Software – To handle PTA accounting needs and generate financial reports
• e-Bylaws – To revise and update PTA unit Bylaws
• Tax Filing Support Center – To help units meet Federal and State reporting requirements
• TOTEM – Electronic Membership System – To join and renew membership and for PTAs to manage membership

National PTA – www.pta.org

• Run Your PTA tab and more
• E-Learning Workshops

Download to print the Secretary Job Description

Your Main Role – Secretary

You are the official record-keeper of the PTA. You take minutes at meetings, co-sign important documents with the president, handle correspondence, and preserve PTA records to pass on at the end of your term.