1. Registration “best practice” training
PVP Council of PTAs
April 13th, 2017

2. GENERAL REGISTRATION BEST PRACTICES:
Include only PTA-related information
Encourage school-related information to be placed on school websites (i.e., traffic patterns, school policies, important school dates, school schedules, etc.)
Evaluate information for “need to know” vs. “nice to know”
Pare down to AS FEW PAGES as possible
Best Practice = 3 Pages!
Think as a new parent

3. Role of presidents, 1st vps & registration chairs
Attend District/Council Registration Meetings
Discuss Registration Activities w/ Site Administrators
Review Prior Year Materials
Present revisions/additions to Incoming Exec. Board
Review/Renew Contracts
Complete Registration Materials by June 10th
Provide to MP & Council President/1st VPs
Run a Trial Period from July 1 – July 15 w/ Exec. Board
Once reviewed/tested – DO NOT MAKE REVISIONS
Advertise Registration Dates/Information on School Websites

4. District/Council registration requirements
Attend May 12th District Registration Meeting
Principals, Office Managers, President/EVP, 1st VP and/or Registration Chairs
Provide Registration Details to Council 1st VP (Amy Friedman) NO LATER than May 8th:
Registration Contact Person
Registration Link (if known)
Registration Date
Suggested District Staff
To be provided NO LATER than June 10th:
Flier with school-site Registration Dates/Information
Registration Link
Send a School Representative to District Registration Events in August

5. Role of the incoming executive board
Vote to approve revisions/additions to registration materials
Vote to approve revisions/additions to any PTA fees
EXCEPTION: PTA Membership fees are bound to PTA Bylaws and cannot be revised without a Bylaws review

6. Pta donation/fund collection
Consolidate donation/fund collection into ONE PAYMENT FORM if possible
NOTE: Payment forms require a “payment” to be made otherwise the form will be “skipped” and your data you collect within that form will not be “saved” in your database
Exception: Fund collection to different bank accounts will require separate payment forms (i.e., Booster Clubs, ASB, etc. )
Absorb electronic transaction fees within your operating expenses
CA law prohibits retailers (PTAs) from adding a surcharge and is under litigation

7. Pta required documentation (per student)
Parent’s Approval, Student, Family and Participant Waiver Form
Must list out ALL PTA activities for the year on this waiver
PTA activities added throughout the year NOT listed on the initial waiver will require an individual waiver to be completed PER student participant
Photography Release Form
Ensure releases are obtained for EACH student on your site’s campus that will participate in PTA-sponsored activities

8. Pta communication release
Obtain a release of contact information for parents wishing to receive PTA communications (i.e., newsletters, s, announcements, event invitations, etc.)
Use the released information to create distribution lists within your electronic databases for the school year
PTA’s should protect the privacy of their members
IF your unit plans on sharing member information with a third-party PTA contracted vendor (i.e., yearbook, etc.), identify these activities within the release
See handout for an example release statement

9. Directory data collection
PTAs must collect directory data for school directories INDEPENDENTLY from District/school collected data
Include directory release within registration materials OR
Send directory release information out AFTER teacher assignments have been made (elementary schools only)

10. Room Parent selection (Elementary only)
Best Practice is to solicit Room Parents through the school sources since they have access to a complete parent list
Work with the office manager/Principal to devise a plan to send an to parents asking them to contact the PTA Room Parent Coordinator with their Room Parent Request
Work with site Administration/class teachers to choose Room Parents

11. The Role of the “thank you” message
Include a “Thank You” message within the Registration Process to include
Thank you for PTA payments/donations
Important Registration Dates/Reminders
Important Paperwork Reminders
Tax ID, Non-Profit Status Information (acts as their official PTA receipt for donation)
School Registration Contact Information

12. Registration Financial best practices
ENSURE your Payment Forms are linked to the correct bank account!
Monitor registration activities periodically for financial accuracy
Did someone purchase 50 yearbooks? 20 directories?
Catch them early to offer refunds as appropriate
Memberplanet Refund Fees:
There are NO FEES associated with Memberplanet Refunds
IF you receive a fee associated with a refund, contact Memberplanet immediately

13. Registration Packet pages
PACKET your Information! This will ensure there is only ONE electronic link to your registration materials
Necessary Registration Items:
Packet Welcome/Instruction Page
General PTA Information/Data Collection
Parent Contact/Privacy Release
PTA Photography & Participant Waiver (one page template)
Directory Release (one page template)
Donation/Payment Form for PTA “Fees”
Volunteer Opportunity Form
PEF Support Form

14. Items to consider: TOO MANY PAGES IN YOUR REGISTRATION PROCESS?
Limited District support for new families/during District Registration events
Parents will LOSE interest and won’t want to complete
NOT USING MEMBERPLANET?
Limited District/Council support of registration process
DON’T ATTEND DISTRICT TRAINING?
You’re on your own!
MP DOESN’T REVIEW YOUR PACKET PRIOR TO GOING LIVE?
Unforeseen user issues and/or financial charges
LOTS of headaches

15. PTA Registration template – one page!
ONE PAGE Template that combines ALL necessary PTA information together
Let’s look at it together!!