Running Your PTA… Made Easy

One of the wonderful benefits of belonging to PTA is the support system it offers.

Running Your PTA… Made Easy provides simplified summaries of the PTA basics that all PTA board members should know. It covers meetings, recruiting volunteers, finance, membership and more.

Reading this basic guide will enhance your experience as a PTA leader and provide you with information on topics you will be likely to reference throughout your term of office.

Download here.

Job Descriptions

Officer and chairman job descriptions have been developed by the California State PTA for use by unit, council and district PTAs. These guidelines are meant to assist officers and chairmen in their duties throughout the term of office. The list includes the required president, secretary and treasurer officer job descriptions and numerous others.

The job descriptions typically are distributed to members of the board-elect at the beginning of a term for planning purposes and are used with the updated procedure books forwarded by the outgoing officers and chairmen. PTAs are encouraged to develop job descriptions and procedure books for other PTA positions to provide continuity and sound leadership practices.

These job descriptions can also be found on our Online Toolkit.

REQUIRED OFFICERS

President
Secretary
Treasurer

ADDITIONAL OFFICERS/CHAIRMEN

Arts Education Chairman
Auditor
Communications
Disaster Preparedness
Education Chairman
Executive Vice President
Financial Secretary
Founders Day
Fundraising Chairman
Graduation/Prom Night
Health
Historian
Honorary Service Award
Hospitality
Legislative Advocacy Chairman
Local Unit Leader
Membership Chairman/Vice President (Unit)
Outreach
Parliamentarian
Program Chairman
Reflections Program
Room Representative
Room Representative Coordinator
Safety
Student Board Member
Student Involvement Chairman
Volunteer
Volunteer Coordinator

Convention 2021

Please join us for California State PTA’s 122nd Annual Convention, which is all virtual.

Although we will not be meeting in person this year, thousands of PTA leaders, members and decision-makers from across the state will converge online for an exciting and dynamic period of learning and networking.

Convention is a wonderful place to ask questions, learn new things, meet new people and get energized for the coming term. This is where we learn how to make a positive impact in our local schools, councils and districts. At convention, we hear the stories of how PTA has impacted people’s lives, and we see the excitement in new leaders’ eyes after they have attended an amazing workshop. We know that when PTA leaders attend convention, they feel connected to the larger association and see how they are part of a bigger picture. PTA believes in our ability to lead and create change.

We believe this convention will be full of excitement. We have three General Meetings planned, more than 60 workshops, and activities including our Reflections Art Gallery, the virtual Exhibit Hall and networking opportunities.

Convention-related activities begin on Monday, May 3, 2021. Hearings for Bylaws, Legislation Policies and Resolutions will take place from May 3-7; workshops, the Reflections Art Gallery, and networking opportunities will occur from May 3-16; the official Business of the Association will take place between May 13-16; and the Exhibit Hall and Passport Challenge will be available from May 13-16.

The links below provide information about the scheduleworkshops, and registration procedures. All other information, including speakers and events, voting procedures and more can be found in Whova, our virtual convention platform. A link to the Whova tutorial can be found on the registration procedures page.

CONVENTION SCHEDULE

WORKSHOPS AND TRAINING

REGISTRATION PROCEDURES AND FEES  Please note: Voting delegates must register by May 6th

We look forward to seeing you there!

Building Membership and Marketing PTA

Here are a few easy-to-use tools and resources to help you plan and promote your PTA membership campaign during the back-to-school season — and all year long! Check back soon for announcements on membership training webinars. We’ll also announce the California State PTA membership goal.

Fire up your 2020-21 membership campaign!

Membership Challenges

Starting September 1, 2020 and ending June 15, 2021 our Membership Drive Challenge will take your PTA on a virtual drive through our state. We will have eight different checkpoints throughout the year. The game board/map and checkpoint descriptions are included in the links below:

  • Click here to view or download the game board/map in English
  • Click here to view or download the game board/map in Spanish
  • Click here to view or download the checkpoint descriptions and challenge instructions in English
  • Click here to view or download the checkpoint descriptions and challenge instructions in Spanish

The PTA units that complete the challenge at each checkpoint will be entered into a drawing for prizes ranging from digital postcards, to bumper stickers, banners, tablecloths, and more.

The Membership Drive Challenge is not mandatory, but rather a fun way for us to recognize our local PTAs for their achievements. We’re hoping you find the checkpoints simple and fun.

For additional information, visit the Membership Incentives and Awards page.

CONGRATS TO LAST YEAR’S MEMBERSHIP CHALLENGE WINNERS!

Thank you to the hundreds of units, councils, and districts who took part in the Teachers Matter, Best in 5, and Tell Us Your Theme and Goal challenges last year. We appreciate your efforts  – especially during the difficult spring months.

We drew winners for Best in 5 and Tell Us Your Theme and Goal on April 24th, 2020 and for Teachers Matter in February 2020.

Without further ado, here are the winners!!!

Teachers Matter:

  • Walteria Elementary PTA – 33rd District
  • Cameron Elementary School PTA – 1st District
  • Cypress Elementary PTA – 1st District
  • Santiago Hills Elementary PTA – 4th District
  • John C. Fremont Elementary PTA – 33rd District
  • Joseph Arnold Elementary PTA – 33rd District
  • William Green Elementary PTA – 33rd District
  • First Avenue Middle School PTSA – 1st District
  • Richardson Middle School PTSA – 33rd District
  • Gregg Anderson Academy PTA – 34th District

Tell Us Your Theme and Goal:

  • Ethan A. Chase PTSA – 23rd District
  • Stanton PTA – 1st District
  • Wingland Elementary PTA – 7th District
  • Cutten-Ridgewood PTA – 22nd District
  • Barranca Elementary PTA – 1st District

Best in Five:

  • John L. Golden Elementary School PTA – 5th District
  • Donald Graham Elementary PTA – 23rd District
  • Hillcrest Elementary School PTA – 1st District
  • Sanchez Elementary PTA – 2nd District
  • Westborough Middle School PTSA – 17th District
  • TECA PTA – 2nd District
  • Kwis Elementary PTA – 1st District
  • La Patera Elementary PTA – 15th District
  • Santiago Elementary PTA – 4th District
  • J. Haley Durham Elementary PTA – Peralta District
  • Fern Drive Elementary PTA – 4th District
  • Sunset Elementary PTA – 11th District
  • Alvarado Intermediate PTSA – 1st District
  • Monroe Middle PTA – 6th District
  • Rolling Hills Elementary PTA – 4th District

Originally the prize for the winners of each challenge was going to be a free registration to the 2020 California State PTA Convention in Riverside. Though we had to cancel convention this year, we still intend to honor our winners’ accomplishments, so they will receive a free registration to the 2021 California State PTA Convention in Sacramento or another training opportunity that may arise in the 2020-2021 school year. Winners were also acknowledged on California State PTA’s Facebook page (here and here).

Our collective efforts to increase membership across the state are important for a number of reasons: they help us increase our advocacy voice; provide us with new leaders to train and develop so that we can continue our legacy; and just as important, allow us to connect even more families, schools, and communities.

Keep up the good work, and thank you again for proving that Every Member Matters!

MEMBERSHIP TRAINING

Organizing and running a PTA membership campaign can be fun — and easy! Visit our Online Training Center to access recent membership and marketing webinar recordings. Visit the training center for more videos and resources.

MEMBERSHIP TOOLBOX: NEW IDEAS TO BUILD MEMBERSHIP

ToolkitLooking for new ideas to increase PTA membership at your school? How about ways to engage students or teachers in PTA? Check out these great ideas and resources:

MEMBERSHIP ENVELOPES AND CARDS ARE HERE FOR YOUR PTA

  • Membership Envelopes: Available now at a low-cost to local PTA units. Contact your district PTA to place your order today!
  • Membership Cards: Cardstock membership cards are available through your district PTA. To print member names on the cardstock membership card, a downloadable Word template is available. Membership cards should be given to members at the point of sale. Remind your members to create a “PTA Profile” to gain access to national membership resources and year-round savings from PTA member benefit providers. Download the template.

GRAPHICS AND VIDEOS REINFORCE OUR BRAND

NEW! Social media and website graphics can help reinforce the PTA brand. Download the new graphics with the “All Children are Our Children” theme.

Social Media Graphics

Other Graphics

Videos

FLIERS AND PRINTED RESOURCES

WhyPTA

Customizable Fliers – NOW AVAILABLE IN ADDITIONAL LANGUAGES!

No need to write that invitation letter from scratch! Here’s an easy way to invite your parents, school staff and community members to join your PTA: the customizable marketing flier. Simply customize by filling in the blanks on the template, add a few photos and quotes, and save it to your computer. Your customized membership flier can be sent out electronically, or copied and distributed at PTA or community events. Print out the flier in color or black and white, attach a PTA membership envelope, and your membership campaign is on its way! Take a look at a sample flier.

Ready-to-Print Fliers and Resources

California State PTA and National PTA offer a variety of FREE resources in multiple languages – ready to download, print and share with parents and families at your school.

PTA MERCHANDISE AND MATERIALS

CAPTA_WebSide_PromoteYourPTA_1Presenting a polished and professional image is important in building membership for your PTA. The PTA Store offers great marketing materials to help you promote your PTA, including a new design featuring California State PTA’s message “Connecting Families, Schools and Communities.”

SHOP NOW

 

MEMBERSHIP SUCCESS STORIES

We want to hear about all the great membership marketing strategies your PTA is putting into place. Share your PTA success stories with us.

STORY SUBMISSION FORM

 

MEMBER PERKS ADD VALUE FOR FAMILIES

PerksWe know people join PTA to support children and their schools. But PTA Member Perks can help make joining PTA an even greater value. Download and share the latest Member Perks flier with your members!

DOWNLOAD MEMBER PERKS FLIER – ENGLISH

DOWNLOAD MEMBER PERKS FLIER – ESPANOL

MEMBERSHIP UPDATES FOR PTA LEADERS

California State PTA partnered with TOTEM to develop our new electronic membership system to make joining and renewing PTA membership at the local level easier for parents, families and community members.

For several months, we’ve have been working side-by-side to test and pilot the system with a “success-based model approach” at the unit, council, district and state levels.  We appreciate all the feedback we have received from our leaders at all levels.  Additional accounting and reconciliation reports have been added and improvements have been made based on your suggestions. We remain committed to getting it right for you and for our members across the state. Although the pilot has been a success, we continue to work with TOTEM to add improvements and features based on feedback from our leaders and members.

As a reminder, there are no changes to PTA’s membership process and the electronic system will be completely voluntary and an optional addition to our current system. We will keep you posted as we progress in this important work to build membership and strengthen PTAUnits, councils or districts will not be required to use the new system.

GET STARTED TODAY

Information For Council and District Leaders

California State PTA also remains committed to assisting councils and districts through the onboarding process. No unit will be turned on in the system without the district or council knowledge and approval. The California State PTA e-membership team is available for field services, regional and local trainings, or by email and phone. If you have any questions or would like to request a field service, please email emembership@capta.org.

All of your feedback and input are being taken very seriously. Please feel free to send any questions or feedback to emembership@capta.org. We will keep you posted as we progress in this important work to build membership and strengthen PTA.

ADDITIONAL RESOURCES

 

 

Toolkit

New online Toolkit brings current information and pointers for leading your PTA to your fingertips!

TOOLKIT = VALUABLE INFORMATION

ToolkitThe updated California State PTA Toolkit is now online and responsive to your handheld device. With a new format and look, the online Toolkit has all of the same great information as the print version, but it is easy to access in your meetings and loaded with links to more information on our website. Everything at your fingertips!

The Toolkit provides guidance, instruction and ideas to ensure a successful term as a PTA officer or chairman. You will discover valuable information to assist your PTA/PTSA with the important work that you do on behalf of all children and families.

Toolkit