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Join a Local Unit Join the Aloha PTSA Unit Organize a New Unit
A PTA (Parent Teacher Association), PTSA (Parent-Teacher-Student Association), or an early childhood PTA is a self-governing local unit of the Hawaii State PTSA and National PTA. The largest child advocacy group in the United States, National PTA was founded to promote the well being of children and youth. Each local unit and its members are automatically a part of their state PTA and the National PTA, upon acceptance of the nonsectarian, noncommercial, and nonpartisan policies of the National PTA.
Although most PTAs are organized in schools, they can also be organized in communities - such as preschool PTAs, places of business - work site PTAs, or other places where people concerned about the health, education, and well being of children and youth wish to meet. In general, members of PTAs and early childhood PTAs are adults; PTSAs, however, formally include school-age members. Anyone - parent, relative, school principal, teacher, businessperson, or community member - may take the first step toward organizing a PTA.
- Schedule a meeting with selected members of the Hawaii State PTSA board of directors to obtain information about PTA and have any questions or concerns addressed. Invite your school administrators, teachers, community members and parents who have expressed an interest in forming a charter unit at your school or place of business.
- Secure volunteers or appoint individuals to hold executive officer positions. The four required positions are: President, Vice-President, Secretary, and Treasurer. Because this is a “parent group”, it is of utmost importance that parents play an active role. Though not required, we do recommend that you look first to parents to secure these positions. Any position, however, may be held by an individual willing to commit their time and energy for the good of our children and who supports the mission and purposes of PTA.
- Decide on a new unit name and whether you’d like to form a PTA (Parent-Teacher Association) or a PTSA (Parent-Teacher-Student Association).If you decide on a PTSA unit, a student representative (e.g. the student council president) shall be a voting member of your board and will represent the students, bringing their questions, concerns, and issues to the board for consideration. It's entirely up to you.
To be chartered as an affiliate of the Hawaii State PTSA and National PTA and for purposes of registering your unit for charitable, tax exempt status with Internal Revenue Service, the following must be provided and comprises the initial paperwork needed to be chartered as a unit of the Hawaii State PTSA --
- A roster of new board members – names, position, address, contact numbers and email addresses, if available
- A roster of new members – names, addresses, contact numbers and email addresses, if available. A minimum of 15 charter members are required.
- Remit dues for charter members at $9.25 per member. Important note: All board members are required to be dues paying members in order to hold board positions.
- Pro-rata liability and bonding insurance premium – amount will be provided based on entry date.
- Federal identification number and copy of application – IRS Form SS-4
- Hawaii General Excise ID number and copy of application – State Form BB-1
Mail all completed documents to:
Hawaii State PTSA
Membership Chair, New Unit
P. O. Box 22878
Honolulu, Hawaii 96823-2878
CONGRATULATIONS!
You have just formed your new PTA unit. Your affiliation with Hawaii State PTSA and National PTA affords you many benefits, including but not limited to:
- Federal and state tax exempt status.
- Group liability and bonding insurance at reduced premium rates.
- Leadership training opportunities.
- Support services provided by our state board and office manager.
- A lending library, chock full of resources and “ready-to-use” programs.
- “Our Children” magazine, a bi-monthly publication of National PTA.
- Resource manuals and booklets to help guide your new board members.
- And much, much more!
Additional paperwork needed to complete your charter with National PTA is as follows. Please submit these documents within 30 days of your State Charter --
- Copy of the minutes of your first board meeting
- Copy of your preliminary fiscal budget, if one has been developed
- By-Laws (using the “Model Local Unit Bylaws” provided by the State Office) for approval by our State Bylaws committee
- Copy of application for exemption from general excise tax – State Form G-6
Mail all completed documents to:
Hawaii State PTSA
Membership Chair, New Unit
P. O. Box 22878
Honolulu, Hawaii 96823-2878
Once you have your officers in place, hold your first executive committee meeting to appoint individuals to fill other board positions you may wish to have. The following positions are common to most PTA units: vice-president for membership, vice-president for programs, vice-president for ways & means, student representatives (if this will be a PTSA unit), and faculty liaison. The principal may also be a member of your board. However, we do not recommend he/she have voting rights.
Be certain your secretary takes minutes of this first meeting, noting especially, your new officers and those individuals who are authorized to sign checks and make disbursements.
At this meeting, you will also discuss your goals and objectives for the ensuing year.
- Are you interested in programs to increase parent, family and community involvement in the school?
- Are you interested in promoting arts education at the school?
- Do you want to expand your technology department?
- Are you big on literacy?
- What role will other school groups / personnel play (SCC, PCNC, Title1)?
Once your board has developed its goals and objectives, determine how you will accomplish them. How much money will it take to accomplish them? What fundraising programs will you run to secure funding to support those goals? That will automatically lead you into developing a budget for the year.
Now that you are officially a PTA unit and have a full board in place, established goals and objectives, and developed a fiscal budget, it’s time to take this to your parents, teachers, and community.
Host your first general membership meeting. Important things to consider:
- Hold your meeting at a time that’s convenient for parents & families
- Personal face-to-face invitations yield far-reaching benefits
- Send out a flyer at least 30 days in advance where possible
- Consider providing childcare
- Offer light refreshments
- Personally invite all faculty members and ask for support from teachers (they may want to offer some sort of incentive to students who attend with their parents/guardians)
- Invite key members of your community
- Respect other peoples time by preparing an agenda beforehand and sticking to it
- Set up a table for membership. Your membership chair should be prepared to solicit memberships at each and every event your PTA hosts, sponsors or supports. Provide your membership chair with all the tools they need to carry out a successful membership drive. (Refer to membership packet and annual resource guide)
- At this meeting, the president will present the organizations plan for programs, activities, and funding. Those individuals who have signed on as new members will have the opportunity vote on decisions brought forth by your board and can voice their comments and/or concerns.
- Use this venue as an opportunity to solicit volunteers for upcoming programs and activities that your PTA unit sponsors. Be prepared to share what volunteers will be expected to do, the time commitment you’re asking them to make, what form of support they’ll receive from you. Also, find out what is of interest to them. Most often, parents have so many wonderful skills and talents to share but they are never asked.
- Before adjourning your meeting, designate a date and time for your next general membership meeting and ask for suggestions from your new members. Would they be interested in an ice cream social? What about a guest speaker on a topic of interest to everyone? What about having student performances.
Most importantly, involve your members, parents, teachers and community leaders as much as possible in all aspects of your PTA. You are now well on your way!!!
As a final note, always call on us immediately whenever you have questions or concerns that need to be addressed. That's what we're here for and members of our State Board are more than happy to assist.
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