Volunteer Guide

Thanks to our CRS PTA Volunteers!Please help us keep this guide relevant and current by emailing our VP of Communications

Volunteer Navigation:

Opportunities  

Volunteer Room

Communications

VIP Flyers

Expense Reimbursement

Deposits

Program Resources (Room Parents, Library)

National PTA Resources

Other FAQs

Volunteer Opportunities

You can find out more about various PTA volunteer opportunities on our volunteer page.  Make sure you receive our weekly PTA newsletter 

PTA Volunteer Room

  • Go left from the front lobby, PTA room is on the right.
  • The room is also marked on the school map (available from the front office). 

PTA Communications

Communications Committee has a digital calendar that is accessible 24x7 to all committee chairs & coordinators. Contact the VP of Communications.

 

Each week an email reminder goes to all CRS PTA committee chairs/coordinators to request content submissions (for both PTA and school communications) for two weeks out. 

Tips

  • The majority of our communications are digital. Best practices: Email (headline, plus 100-200 words of body copy per article), Facebook (ideally up to 120 words - organize for most important content first, as one must expand the post to see longer content), Twitter (maximum of 280 characters, typically 70-120 is ideal).

  • We can also share any photos or videos (maximum 2 minutes recommended) you might have on Facebook, Twitter, or our website. Pictures of events should also be shared with the Yearbook Committee.

  • The Communications Committee has a library of content (including creative assets) you can leverage. In addition, we can create graphics assets for you — for social posts, flyers, posters, emails, etc. Contact the VP of Communications for help.

  • Contact the Communications Committee, and we'll let you know our recommended plan to get the word out!

PTA Communication Channels

  • Email: 

    • Week @ A Glance (aka "the WAG"): Email newsletter for the CRS PTA, mailed every Monday at 3 p.m. during the school year (no mailings on vacation weeks during the school year).

    • One-off Emails: Periodically, we may have an urgent need for a single topic email (such as 'Registration Ends Today'). Any needs for one-off emails should be communicated ASAP with the VP of Communications.

    • Room Parent Emails: Room Parents can send emails to their respective class or grade via our website. Please refer to the guide on the Room Parent drive for more details if you need help or contact the Room Parent Coordinator.

  • Facebook and Twitter: Posts and tweets are typically at 8 a.m. on school days (occasional weekend posts depending upon the topic) — find us @ChurchillRoadPTA (Facebook) and @CRS_PTA (Twitter).

  •  

    PTA Bulletin Board: The PTA has a bulletin board in the front lobby of CRS (next to the library entrance) where you can post PTA information — please make sure to take your flyer or other materials down once the appropriate timing has passed. Then, contact our Bulletin Board coordinator to arrange for your content to be displayed.

VIP Flyers

  • Create a flyer
  • Provide it (preferably electronically) to the front office and the CRS VP of Communications for review.
  • Please share at least one week before distribution.
  • CRS PTA website will be updated to include relevant content. 

Make your copies:

  • Quantity: 

  • Determine the number of copies needed - in the teacher workroom, a paper posted (above the copiers) lists the number of students by class & grade — both total & 'oldest and only.'

  • For a flyer advertising an event, distribute by 'oldest and only' so parents don't receive duplicate copies.

  • If the flyer is like a permission slip, a copy for each student that might be participating will be needed, so use the total numbers. 

  • Supplies: 

  • Obtain paper supplies from the PTA room

  • Tip: Use colored paper for events and white paper for forms.

  • Production: 

  • Go to one of the teacher workrooms to find the copiers.

  • Make sure to insert your PTA copy paper and NOT use the school paper supplies.

  • Distribution: 

  • Drop your copies off at the front office by Tuesday morning before the desired Wednesday for distribution. These copies must be collated by grade and class.

PTA Expense Reimbursement

PTA and Committee Expenses

Please use our Reimbursement Form. All expenses must be within the budget approved by our membership

 

Tips:

  • Make sure to click on the drop-down arrow in the form to select the correct committee/budget line item. Provide a copy of any receipts — make sure the copy is legible and total costs are clear.
  • Submit the forms and receipts to the PTA Treasurer — either email (preferred) or leave a printed copy in the mailbox in the PTA room labeled "Treasurer."
  • All expenses must be submitted within 30 days (or for expenses in late May/June by the last day of school) to be reimbursed.

Room Parent Expenses

  • Submit a copy of the receipt and reimbursement request form to the grade's class treasurer
  • The Grade Level Treasurer will submit the & receipts to the CRS PTA Treasurer.
  • The Grade Level Treasurer is responsible for managing grade's class funds and will provide a budget (with allocations for each activity) to Room Parents early in the year.
  • Coordinate with fellow Room Parents to ensure spending is within the allocated budgets as expenses that exceed available Class Funds cannot be reimbursed.
  • Contact our Room Parent Coordinator or check your grade's message board on our website.

Tips

  • Hold on to a copy of the form (for committees) and receipts (all submissions) until reimbursement received (the Treasurer will mail a check to the address on the reimbursement form) — timing can vary from 2 to 6 weeks depending upon the time of year. 
  • All expenses must be submitted within 30 days (or before the fiscal year deadline if costs are incurred after 5/15), or these will not be reimbursed. 

PTA Deposits

  • Complete the PTA Deposit Form.
  • Make sure to click on the drop-down to indicate the correct budget line item associated with the funds. Submit the form and funds ASAP to the CRS PTA Treasurer.
  • At least two PTA members should verify all cash deposits. I
  • Use the Event Cash Verification Form.
  • Funds should be deposited either the same day or within 24 hours of collection.

National PTA Resources

eLearning: The National PTA has a variety of free eLearning courses available for members.

 

Back-to-School Kit: Each year, the National PTA publishes a Back-to-School Kit that includes various guides and resources.

 

Newsletters: The National PTA publishes a variety of newsletters. 

 

Other FAQs

Where is the Teacher Lounge?

  • Find this room in the first-grade corridor, on the left-hand side.

Where do I store food for an event?

  • Store non-perishable items temporarily in the PTA room — however, make sure to label these clearly (e.g., Staff Appreciation, Reading Rodeo, etc.).

 

How do I reserve space for an event?

  • Contact Ms. Moran in the front office, to reserve a room.

How do I pick the date for a PTA event?

  • Consult with the PTA President and CRS to pick the best date options (avoiding concerts and other activities).

I need the CRS PTA logo to create my materials - where can I find this?