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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

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

Download the Family Engagement Chairman Job Description

Key Role – Family Engagement Chairman

• Plans and organizes family engagement outreach, programs and activities for the school year
• Publicizes family engagement activities and events using newsletters, website, social media and backpack express
• Works with committee and other chairmen

Getting Started

Preparation – Meet with last year’s family engagement chairman to learn more about what worked best and the scope of the position.

Read fliers, program booklets, surveys, evaluations, PTA training materials, PTA council and district information, and community resources.

Schedule Meetings – Discuss roles and goals of family engagement committee with executive board-elect. Align goals with those of the PTA and school.

Meet early with family engagement committee, appointed by president-elect. Include both new and experienced volunteers who reflect the diversity of the school community on the committee.

How Tos

5 Tips for Outreach

• Promote regular, two-way, parent-school communication
• Encourage parent and staff training on the value and importance of family engagement to support student success
• Collaborate with other PTAs and community partners to share information, materials and speakers and to co-sponsor family engagement events
• Put parenting tips in school/ PTA newsletters and email blasts or on the website and social media
• Hold meetings at different times/days in the community to ensure that parents feel welcome and to respect parents’ work schedules

Develop Year-Long Action Plan

• Survey parents, staff and students to identify the needs and priorities of the school community
• Create a family engagement team with parents, teachers, students, administrators and community partners to work together to support student success
• Design a family engagement Action Plan to reach and engage all families in the school community
• Present the programs budget for the Action Plan to the PTA board and association for approval
• Evaluate the effectiveness of the Action Plan, using a year-end survey or an evaluation sheet filled out at each event/activity

Program Ideas

• Organize family engagement events and parent information nights as part of the family engagement Action Plan on topics such as:
  • Child development, parenting skills, school policies, homework help, curriculum, reading, writing, math, STEAM, standardized testing, health and wellness, multiculturalism and diversity, school safety, bullying and gangs, substance abuse, the arts, family life/sex education or social media and cyber safety
  • Contact local preschools, nearby schools and neighbors to invite them to participate

Learn more: California State PTA – capta.org | National PTA – pta.org

 

Download the Parliamentarian Job Description

Key Role – Parliamentarian

• Assists the president to manage meetings and advises on parliamentary procedure
• Chairs Bylaws committee to review unit Bylaws each year and revise Bylaws every three years
• Arranges nominating committee’s first meeting, providing information on nomination and election process

Getting Started

Preparation – To know more about your new position, review files from last term including your unit Bylaws and Standing Rules. It’s also worthwhile to talk to the outgoing parliamentarian for advice and tips about your new role.

Visit California State PTA – capta.org – and learn more about:

• PTA resources and templates on parliamentary basics for meetings
• Bylaws review process
• Free e-Bylaws Program online to revise and update unit Bylaws
• Robert’s Rules of Order Newly Revised

Meetings – Meet with the incoming president to identify ways to work together to make board and association meetings even more effective.

At the first board meeting, hand out copies of the Bylaws and go through them together. This helps everyone learn more about PTA.

To make board meetings run smoothly, provide information on parliamentary basics such as how to make a motion.

Important Tasks – Contact your PTA council/district to verify that it has a copy of your current Bylaws on file. And, remember to update the username and password for access to California State PTA’s e-Bylaws Program online.

How Tos

Parliamentarians act as a facilitator for bylaws, consultant to manage meetings and mentor for members on parliamentary procedure.

Here are some quick tips to help you get started.

Facilitator – Bylaws are the legally binding document of your PTA as a nonprofit 501(c)(3) organization. They provide the basic framework of your unit and how it functions.

Information on your board, committees, membership, meetings and elections is in the Bylaws.

Details on PTA policies and required procedures for board rosters, financial reports, financial reviews, dues and Bylaws review are also supplied.

In addition, your unit’s legal name and identification numbers – issued by National and State PTA as well as Federal and State government agencies for tax filings – are listed in Bylaws.

As a facilitator, be prepared to know more about how Bylaws shape your unit and how it operates as a nonprofit organization.

A good first step is to create a quick Bylaws’ reference guide to use throughout the term.

Go online – capta.org – and download the resource, Running Your PTA Made Easy. Here, you will find the Unit Bylaws Information Summary sheet: a one-pager to print and fill in with details on your PTA.

During the year, you also take the lead in reviewing the Bylaws.

If changes are needed, ask the president to appoint a Bylaws committee to prepare revised Bylaws and send them to your PTA council/district parliamentarian. In turn, he or she will submit your Bylaws to California State PTA for approval.

Consultant – Assisting the president to manage meetings well is another aspect of your new position.

For instance, if a question on parliamentary procedure comes up, the president might ask for your advice before making a ruling. That’s why knowing more about Robert’s Rules of Order for parliamentary basics will prove useful.

Start the year right by working with the board to set ground rules for meetings.

This might include agreement on how many can speak in favor and against a motion and how much time is allowed for each speaker. If these agreed norms work well, consider adding them to your unit’s Standing Rules.

To make meetings run smoothly, encourage participants to focus discussion on the agenda item at hand. You can also help everyone stay on task by acting as a timekeeper so meetings start and end on time.

And, remember to keep a speakers’ list for the president to use when people raise their hands to be recognized. That way everyone has an equal chance to be heard.

Mentor – Members often rely on the parliamentarian to clarify how meetings are conducted and how to participate to achieve your PTA’s main goals and objectives.

Be proactive to raise awareness of how parliamentary procedure is a reliable way to run meetings. This includes understanding the five, basic ‘rules of the game’:

• Order – One business item at a time
• Equal Opportunity – Chance to participate
• Justice – Fairness | Everyone understands
• Right of Minority – To be heard
• Right of Majority – To decide

To explain the basics, provide how tos at meetings with mini-training or handouts on motions, voting and the rules of debate. For wider outreach, post these tips on your PTA website, e-news or social media.

You also mentor the nominating committee. This includes setting up its first meeting and conducting an election for the chairman.

To help it get started, supply information from your Bylaws on nominating and election procedures. Take time to explain what positions to fill and who is eligible to serve on the board for the upcoming term.

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 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
• Insurance Guide – Also mailed annually to PTA presidents

Online Services:

• Officer Contact System – To enter officer and board member information and generate useful reports
• e-Bylaws – To revise and update PTA unit Bylaws
• Tax Filing Support Center – To help units meet Federal and State reporting requirements
• MyPTEZ – To handle PTA accounting needs and generate financial reports
• 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
• One Voice Blog

 

Download the Membership Chairman Job Description

The PTA membership chairman/vice president works with the membership committee to plan the annual membership campaign. The membership chairman/vice president is responsible for creating and implementing a membership plan, promoting membership throughout the year, providing membership reports at PTA board and association meetings, collecting dues, and distributing membership cards.

Obtain (from predecessor and unit president) and study materials related to performing the duties of membership chairman/vice president:

• Membership campaign plans from past years, including goals, themes, calendars, budgets, final membership numbers, etc.

Download or obtain the Membership section of the California State PTA Toolkit to learn the basics of PTA membership, responsibilities, campaign planning and available resources.

Contact council or district PTA for current membership information, due dates, incentives and awards offered.

• Attend PTA training designed for membership chairmen/vice presidents.

Meet with the membership committee, appointed by the president-elect, before the beginning of the school year. Work closely with the school principal, the unit president and the membership committee members.

• Suggested committee members could include: principal, treasurer, teacher, hospitality chairman, public relations/publicity coordinator, room representative coordinator and students (essential in a secondary PTA).

Developing a Membership Plan

With the membership committee:

• Set attainable membership goals for the year.
• Develop a membership theme, if appropriate.
• Create a year-long calendar of membership events. Include due dates set by council and district PTAs for remittances, and for awards and incentive.
• Develop a budget to support your membership plan projects and events.

A successful membership plan will:

• Attract new members and retains previous members;
• Include a student, teachers and staff involvement element in the campaign.

Resources are provided to support a successful membership campaign.

• Membership envelopes are available for collection of membership dues. Contact the council or district PTA to order envelopes for a nominal cost.
• Membership cards are also available to you through your council or district PTA. There is no charge for membership cards. Develop a plan to ensure that each member of your PTA receives a membership card.

Present the membership plan to the executive board for approval.

Implementing the Membership Plan

• Announce the membership plan and theme.
• With permission from your principal, include membership information in the first day packet or at school registrations.
• Ask principal to send membership information to the school community including membership join links.
• Create a membership kick-off plan which should include invitations to join, outlining the accomplishment and benefits of PTA. Invitations, with membership envelopes, can be sent home with students if the school administration approves. Translate invitations as needed.  The membership kick-off plan could also include a special kick-off event.
• Encourage the return of all envelopes, full or empty, by recognizing all students for their efforts.
• Use a membership theme to create visually enticing invitations to join PTA. Promote the theme through events and incentives.
• Distribute special invitations for all teachers and staff.
• Promote PTA membership through social media sites, email invitations, texts, etc.
• Include the join link in all email/social media communication
• Include QR code in Join PTA posters at the school and on community bulletin boards
• Regularly promote membership in your PTA or school newsletter and website.
• Set up a PTA membership table at school and community events.
• Create a welcome packet for new families who come to your school during the year.  Include an invitation to join and a calendar of PTA events.
• Invite past PTA leaders, past administrators and teachers, past school staff members, past Honorary Service recipients, community leaders, local businesses, elected officials, librarians, crossing guards, after school program providers—INVITE EVERYONE TO JOIN PTA!
• Report membership progress at all PTA meetings

Collecting Membership Dues

Determine your PTA dues amount; it is listed in your local unit PTA bylaws. See Membership Dues, California State PTA Toolkit.

Dues collection:

• Work with your school principal to establish the best process for collection of membership dues envelopes without taking away from classroom time.
• Collect membership envelopes promptly. PTA leaders are responsible for membership dues, not school staff.
• Use PTA financial procedures for counting and depositing money. Assign at least two people to open membership envelopes and count membership dues; one should be a financial officer.
• Ensure that per capita dues are forwarded though PTA channels regularly—at least monthly.
• E-membership dues are forwarded automatically

Distributing Membership Cards

• Membership cards can be obtained from the council or district PTA. Request additional membership cards as needed.
• Fill in the membership cards using an available template and your computer printer. PTA EZ™ and Just Between Friends also have online membership templates. Membership cards can also be completed by hand.
• Every member should receive a membership card.  Remember: one dues payment=one membership card=one association vote.

Ongoing Responsibilities

• Give regular membership reports at all PTA meetings.
• Maintain a list of members, updating as new members are enrolled. Provide copies to the unit president and secretary.
• Promote current member benefits to give added value to PTA membership.
• Make an effort to qualify and/or apply for available membership awards to recognize and honor your PTA for membership efforts.

Download the Health Job Description

The National PTA and California State PTA consider health education to be of major importance. Local units should promote health education.

Some ways to promote Physical, Mental and Emotional Health Education are to:

• Help parents recognize and respond to the health and nutrition needs of their children and families.
• Encourage compliance with mandated health education curriculum.
• Work to improve health care services, in particular the credentialed school nurse-to-student ratio, in school and community.
• Stress the concepts of wellness and prevention.
• Update and implement school wellness policies.
• Emphasize the importance of healthy lifestyles and modeling these lifestyles for children.
• Support and promote a healthy school environment.
• Make parents cognizant of and responsive to environmental issues and hazards that may jeopardize the health of children and families.
• Ensure a comprehensive school health program that integrates activities and services designed to promote the optimal physical, emotional, social and educational development of children and youth.

Recommended Action

• Work with program chairman each year to facilitate at least one PTA meeting about health topics.
• Arrange to have a health display table at PTA meetings. Distribute health materials.
• Work with classroom teachers and parents to secure alternatives to food as rewards.
• Identify alternative ways to celebrate school and non-school events by using non-food items.
• Be sensitive to student and adult special needs when planning PTA sponsored events including physical accessibility and dietary needs such as food allergies; students with diabetes, etc.
• Ensure that the school complies with the standards for physical education and recess for every student.
• Promote physical education and activity events throughout the community.
• Encourage volunteerism in the areas of student screening for hearing, vision, scoliosis, etc.
• Request a line item in the PTA budget for student health and welfare needs.
• Support comprehensive health education instruction at all grade levels, in compliance with the California Standards for Health Education, including first aid, cardiopulmonary resuscitation (CPR), and Automated External Defibrillator (AED) training. See Education Code 51202.
• Promote hand washing in classrooms, especially prior to eating and after using the restroom.
• Promote increased access to fruits and vegetables and free, fresh drinking water.
• Submit health-related articles for unit newsletter. Ask the school nurse for articles and suggestions or use health articles from State PTA publications, PTA allied agencies and health websites.
• Use social media to promote health and wellness messages and tips.
• Participate in ongoing health projects of the National PTA and California State PTA.
• Support health-related events, such as Red Ribbon Week, National Immunization Month, School Nurse Day, Children’s Health Month, Yellow Ribbon Month, National Nutrition Month, Dental Health Month, World AIDS Day, and the Great American Smoke Out.
• Work with local school districts and statewide policymakers to ensure policies are enacted to provide appropriate health leadership by credentialed school nurses, including adoption of the recommended nurse-to-student ratio of 1-to-750.
• Educate school staff and families on the importance of healthy indoor air quality and its relationship to student and staff health, academic achievement and absenteeism.
• Educate students, parents, school personnel and the community about the high incidence of skin cancer and recommended strategies for reducing risk for this disease.
• Educate school staff and families on the importance of comprehensive school health programs including dental programs.
• Encourage schools to implement Public Access to Defibrillator Programs (PADs).

Additional Projects Might Include

• Establish a School Health Council.
• Represent PTA on allied agency committees and school district committees or task forces.
• Plan a community or school wellness fair including speakers, health-related demonstrations, displays and video materials provided by local agencies (Community and Wellness Fairs).
• Advocate for school or community fruit and vegetable gardens and farmer’s markets.
• Encourage adult and youth participation in first aid, Cardiopulmonary Resuscitation (CPR) classes, and Automated External Defibrillator (AED) training, and Public Access to Defibrillator Programs throughout the community.
• Prepare and distribute a list of community health agencies, hotlines for drug/alcohol abuse, child abuse, and crisis intervention.
• Support school-based immunization programs and parent education related to the benefits of immunization.

Additional Resources

Action for Healthy Kids, California tab
Alliance Working Antibiotic Resistance Education (AWARE)
American Academy of Pediatrics
American Cancer Society School Health Programs
American Dental Association
American Diabetes Association
American Heart Association
American Lung Association (www.lungusa.org) (www.californialung.com)
California Association of Public Hospitals
California Association of School Based Health Centers
California Dental Association
California Department of Health Care Services,Mental Health Services Division
California Department of Public Health
California Dietetic Association
California Environmental Protection Agency
California Food Policy Advocates
California School Boards Association, School Wellness
California School Nurses Organization
California School Nutrition Association
California State PTA, Council or District PTA Health Chairs
Centers for Disease Control and Prevention
California Department of Education, Learning Support Division, including School Nutrition, Health, Counseling and Support and Safe Schools (www.cde.ca.gov)
Children’s Environmental Health Network
Coordinated (Comprehensive) School Health
County Health and Mental Health Departments
County Health Department Health Educator
Dairy Council of California
Environmental Protection Agency
Food, Allergy, Research & Education
Healthy Kids Resource Center
Institute of Medicine of the National Academies
Kids’ Safe and Healthful Foods Project
Local county or city health department bulletins
Mental Health America
National Association of School Nurses
National Association of State School Nurse Consultants
National Center for Health Education
National Institute on Drug Abuse (NIDA)
National Institutes of Health
Natural Resources Defense Council (Environmental)
School Nutrition Association
The Center for Health and Health Care in Schools
The Via Foundation

PTA Resources

PTA in California (official magazine of California State PTA)
California State PTA Health Pocket Pal
California State PTA website
Insurance and Loss Prevention Guide (English and Spanish) mailed annually to PTA presidents
Our Children (National PTA magazine)
Back-to-School Kit for Leaders (National PTA)
National PTA website Health and Safety webpages
California State PTA Vice President for Health (health@capta.org) or 916.440.1985 ext. 306

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

Download the Founders Day Job Description

Key Role – Founders Day Chairman

• Works with committee and other chairmen to organize PTA Founders Day event
• Oversees and delegates volunteer recruitment for implementing and running event
• Presents Founders Day budget for approval at the executive board meeting at start of the PTA year and monitor authorized budget
• Reports on Founders Day plans and organization at board meetings

Getting Started

Preparation – Review the procedure book from last term for ideas on what worked well.

Schedule Meeting – Get together early in the year with the Founders Day committee to brainstorm ideas, set goals and propose activities together.  Include new and experienced volunteers on the committee for planning, preparation and work. Coordinate efforts with your historian, program chairman and hospitality chairman.

What To Do

• Draft an outline for your Founders Day event with suggested program ideas, date, venue and budget to present to the board and association for approval. Use the Event Planning Worksheet as a record and checklist of your committee’s timeline, preparations, expenses and work.
• Consider what format – family potluck, town hall meeting, ice cream social or special luncheon – might work best for your event.
• Blend in other program elements such as a student performance, speakers, Honorary Service Awards presentations, a freewill offering and membership drive for your Founders Day Event.
• Widely publicize your event on campus – starting with a ‘Save the Date’ notice – using backpack express, newsletters, email blasts, websites and social media.
• Build a guest list to invite past and present PTA leaders, HSA recipients plus school district and community members.
• Book a venue or site in advance. Check that all permits including a facility use permit are filed, set-up arrangements are confirmed and access for the disabled is planned.
• Recruit volunteers to help with invitations, publicity, handouts, presentations, signs, evaluations, decorations and hospitality.
• Assign volunteers for set up, equipment checks, program coordination, photographs, reception, membership drive and cleanup for the day of the event.
• After the event, send thank you notes, assess evaluations and remind treasurer to forward the Founders Day freewill offering to council/district PTA.
• File a report in a procedure book with samples of invitations, publicity and handouts for your successor.

Learn more: capta.org

Download the Arts Education Chairman Job Description

Research strongly supports the belief of California State PTA that it is important to promote and sustain academic and career success for all California public school students through increased and equitable access to a complete curriculum that includes high-quality arts education. To further this belief, the Arts Education Chair will:

• Advocate for high-quality arts education for all California students;
• Seek opportunities to share best practices; and
• Raise awareness about the relevance of the arts in increasing academic achievement and building a vibrant, productive society.

THE ARTS EDUCATION CHAIR SHALL:

• Collaborate effectively with parents, teachers, administrators, and the community to build, support and sustain ongoing arts instruction for all children;
• Understand the academic, social and career benefits of arts education;
• Understand key components of a fully developed, standards-based arts program;
• Understand how the arts can be integrated into and reinforce a rigorous curriculum;
• Understand and articulate the goals and benefits of a comprehensive arts education;
• Understand and promote the National PTA Reflections program within the association, school district, and community;
• Engage teachers, site administrators, school district administrators and school boards, county leaders and community arts groups to achieve the goal of providing standards-based arts education for all students;
• Promote media attention and build school district awareness of the importance of encouraging children to participate in the arts;
• Strengthen the relationship between the cultural and performing arts community and the association.

RESPONSIBILITIES

• Inform and educate the PTA membership, school community, and community at large about the importance of an integrated arts curriculum in the education of the whole child;
• Promote and encourage participation in the National PTA Reflections program, in conjunction with its chairman/coordinator;
• Connect with the SMARTS network and read and disseminate information provided in the SMARTS newsletter;
• Collaborate with arts leaders in the county office of education, teachers and administrators to promote and provide PTA- and/or school sponsored cultural arts activities and assemblies for all students;
• Seek partnerships with professional arts organizations in the community to better coordinate arts education, programs and cultural enrichment services for all students;
• Provide a forum for the positive exchange of information about cultural and performing arts programming in the community;
• Speak at unit, council, and district level meetings about the importance of arts education and advocacy;
• Communicate with the council/district PTA counterpart;
• Share information prepared and distributed by the council/district, California State PTA, and National PTA;
• Attend council and district PTA trainings and California State PTA conventions;
• Obtain training on leadership skills and working/communicating with parents and families of diverse backgrounds; and
• Maintain a procedure book.

RESOURCES AND REFERENCES

California State PTA website
California STATE PTA SMARTS website
SMARTS newsletter
PTA in California
National PTA Reflections Program
California State Board of Education Content Standards for the Visual and Performing Arts
Be a Leader for Arts Education (joint publication of California County Superintendents Educational Services Association (CCSESA) and California State PTA)

 

 

Download to print the Secretary Job Description

Key Role – Secretary

• Takes minutes at board and association meetings
• Co-signs formal papers with president: authorizations for payment, resolutions and formal letters
• Handles PTA correspondence as directed by the president
• Maintains and preserves PTA records and important documents to pass on at the end of the term