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Job Description for Safety Chair

Download the Safety Chair Job Description

The safety of students and staff at school, and traveling to and from school, is of paramount concern. PTAs have a responsibility to identify and promote awareness of safety issues in the school community and, in collaboration with others, to help develop solutions.

Safety is a growing concern for the public. Preparedness for emergencies and disasters, as well as the prevention of unintentional injuries (accidents), is a serious concern of those who care for children in the home, at school, and in the community.

Activities to promote safety are closely related to, and can be incorporated in, all PTA interests.

What To Do

  • Have president appoint a Safety Chair
  • Encourage participation in the annual creation and/or review of the school’s Safety and Emergency/Disaster Preparedness Plans and share the plans with the membership and the community. Involve students in this process where appropriate.
  • Create a travel safety plan that includes drop-off instructions for buses and private vehicles as well as safe access for students walking or bicycling to school. Review and update the plan annually, involving students and parents. Include this information in registration packets, websites and fliers. Work with local government as needed to address access problems.
  • Become familiar with PTA publications from the California State PTA. Use the following links to accessCalifornia State PTA position statements https://toolkit.capta.org/?s=position+statements and resolutions http://downloads.capta.org/res/ResolutionBook.pdf
  • Contact the council and/or district PTA for additional information.
  • Establish an ongoing working relationship with the school district and safety agencies within the community (i.e., local branches of the National Safe Kids Coalition and the National Safe Routes to School Partnership, local law enforcement and government agencies). Attend safety workshops/conferences and clinics.
  • Research the facts on safety problems and regulations in the school and community. Interview school officials, student leaders, local police and fire officials, health departments, safety councils, automobile clubs, medical societies and others.
  • Determine what safety instruction is included in the school curriculum, K-12, and adult education programs.
  • Become familiar with the school district’s and school site’s state-mandated disaster preparedness program. Is it up-to-date, adequate and enforced?
  • Cooperate with school authorities to inform the public of these programs.
  • Suggest a neighborhood survey to determine potential  environmental and toxic substance hazards and follow up with proper authorities for correction and implementation of safety programs.
  • Cooperate with the PTA Program Chair to plan a safety program for at least one PTA meeting during the year. Secure guest speakers from community safety agencies. Make announcements and arrange displays, exhibits and posters at meetings.
  • Sponsor parent education safety awareness programs.
  • Keep informed about all safety legislation in local, state and federal government. Study measures regulating schools and residential areas.
  • Share all information with unit, council, district PTA and California State PTA.

Additional Resources

California State PTA Insurance Guide (English and Spanish), mailed annually to PTA presidents

Coalition for Children’s Safety and Health

Attorney General’s Office of Prevention and Education

National Safety Council

Insurance Information Institute

National Education Association

Safe Routes to School

Listings for first aid and/or survival guide provided in local telephone directories

 American Red Cross

 California Department of Education, Ed Codes

County Disaster Plan

Governor’s Office of Emergency Services, Sacramento

School District Disaster Plan

School Disaster Plan

Job Description for Program Chair

Download the Program Chair Job Description

KEY ROLE – Program Chair

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

Quick Tips – Program Calendar

Check dates and times for:

  • School district and community events
  • Religious or public holidays such as Hanukkah, Presidents’ Day
  • Traditional PTA events – Founders Day, board elections, Reflections Program
  • Public Awareness dates – National Child Safety Month, Red Ribbon Week
  • PTA meeting schedule in bylaws
  • PTA council and district schedules
  • Best times/days for families to readily participate

GETTING STARTED

  • Preparation – Review procedure book and materials supplied by last year’s program chair to get an overview of what programs worked best for your school.
  • Schedule Meeting – Meet early with the Program Committee, which should be appointed by the president-elect. Involve experienced and new volunteers on the committee to share the decision-making and work.
    The committee may include PTA members, students, teachers, the principal and, as a resource, the chairs for hospitality, publicity, parent education/family engagement, 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/guardian/caregiver 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 the prior years’ programs to see what worked best
  • Survey the 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, translation/interpretation arrangements, 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 fliers, 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.

Did You Know …?

For PTA activity plans, you should:

  • Refer to the current Insurance Guide, mailed annually to unit presidents, for guidelines on approved activities.
  • Never sign a Hold Harmless Agreement on behalf of the PTA. If asked to sign a Hold Harmless Agreement, the PTA should contact the California State PTA insurance broker.
  • When directed by the insurance broker to sign the Facilities Use Permit Addendum for events held on public school campuses, locate the form in the Toolkit, Forms section.
  • Obtain a Hold Harmless Agreement and Evidence of Insurance from each vendor, concessionaire or service provider used. Instead of providing Evidence of Insurance to each individual unit, the vendor, concessionaire or service provider may file an annual copy of coverage with the California State PTA insurance broker.

Learn More – Toolkit, Finance section
Questions? – Contact the California State PTA insurance broker

Presenting Programs

  • Arrive early and check the 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 the presenter, provide nametag, agenda and briefly review presentation format and content
  • Introduce the 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 to determine what worked best; present a report to the PTA board or association and make recommendations for future planning committees
  • Provide any 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

Job Description for Health Chair

Download the Health Chair Job Description [Read more…]

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