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PTSA

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Diyar Private Academy, Dibba – Early Years and Girls Campus - Parent Teacher Student Association (PTSA)  

The Parent, Teacher, Student Association is a representation from the direct school community and reports to the Advisory Board. The function is to engage in dialogue and decision-making and to support and challenge the school. The PTSA includes elected parents, students and staff members.     

Volunteers are welcome at all levels, from working in your child’s classroom or a PTSA event and serving on the PTSA. Read on to find out more about the responsibilities of various positions.

PTSA Position Description

President

The President is one of the three required PTSA officers.  The purpose of this role is to lead the PTSA toward specific goals chosen by its members. The primary duties of the President are:

  • Distribute PTSA materials with the appropriate officers.
  • Review all written materials produced by PTSA (e.g., newsletters, fliers, website postings or notices) to ensure the accuracy of PTSA information and compliance with PTSA policies.
  • Prepare a master calendar that includes executive board meetings, association meetings, PTSA special events, and president/principal meetings.
  • Prepare agendas and run monthly general PTSA meetings and PTSA board meetings.
  • Act as a liaison between the school administration and parents.

Vice President

  • Perform the duties of the president in the absence or disability of that officer to act.
  • Works as the primary aide to the President.
  • Helps lead the PTSA toward specific goals.
  • Carries out other duties as assigned.
  • Manages academic enrichment programs, such as Schmahl Science and music.

VP of Communications

The purpose of this role is to help PTSA members and the general public to understand that the PTSA is a positive, relevant, inclusive, influential volunteer-powered association working for the well-being of every child. The primary duties are:

  • Coordinate content, print and mail the summer mailing.
  • Manage and coordinate all communications roles
  • Support the volunteer coordinator and event/program leads in communicating about volunteer openings and other event needs.
  • Manage facility requests.
  • Attend PTSA meetings and PTSA board meetings.

Secretary

The Recording Secretary is one of the three required PTSA officers. The primary duties of the secretary are below:

  • Attend PTSA meetings and PTSA board meetings.
  • Organize daycare providers for monthly PTSA meetings (if meetings are held afterschool)
  • Accurately record and prepare the minutes of all PTSA meetings and board meetings.
  • Prepare listing of all unfinished business for use by the President.
  • Notify PTSA officers of their elections and PTSA volunteers of their appointments.
  • Order paper for the PTSA to use for various publications and events.
  • Post PTSA monthly meeting banners on campus the week before a meeting.
  • Have the Secretary’s Binder on hand for reference at each meeting. Included is a copy of the bylaws, copies of agendas, minutes of previous meetings, list of all committees, and a copy of the membership list.
  • Special skills: Good typing and comfortable with MS Word.

Historian

The primary duties are:

  • Captures, assembles and preserves record of activities and achievements of the PTSA.
  • Collects volunteer hours for PTSA meetings and events.
  • Completes and submits the PTSA Unit-Annual Historian Report to council/district PTSA.
  • Fills out Historian Summary Report and files copies.
  • Displays or presents brief overview of PTSA year at meeting near the end of the school year.

Volunteer Coordinator

The Volunteer Coordinator oversees the activities of the school volunteers and represents them on the PTSA executive board. Some of the duties include:

  • Recruit volunteers for room parents and all programs and events at the school.
  • Organize a Volunteer Orientation Night at the beginning of school and orient the volunteers in school facilities and procedures.
  • Manage a database for all volunteers.
  • Provide volunteers’ identification badges.
  • Publicize volunteer opportunities.
  • Provide input in the recruitment of next year’s PTSA and volunteer positions to the nominating committee.

Events  

All event leads are to follow Event Guidelines. In addition, their responsibilities include the following.

Science Fair/Family Fun Night Coordinator
  1. Order trifold boards for science fair projects.
  2. Publicize the event via flyers (work with the VP-Communications if you need help)
  3. Distribute tri-fold boards.
  4. Obtain facility use permit from the district.
  5. Organize fun science projects for families to do during the Family Fun Night.
  6. Set up the cafeteria with Science Fair projects organized by teacher.
  7. Secure/coordinate outside vendors, such as Schmahl and Mad Science, to provide family-friendly science activities.
  8. Recruit a few volunteers to help with set-up and cleanup.
Book Fair

This evening event happens twice a year.

  1. Create a schedule for the classes to attend the book fair.
  2. Set up an area of the school for the book fair.
  3. Recruit a few volunteers to assist lower elementary students with books
  4. Distribute and post the flyers around the school.
  5. Organize the clean-up of the area used for the book fair.
Kindergarten Welcome Party

This event is an opportunity for incoming kindergarten parents and students to get to know each other and learn more about the school and the PTSA. Responsibilities include:

  1. Publicize the event via flyers (work with the VP-Communications if you need help)
  2. Recruit a few volunteers to help with set-up and cleanup.
  3. Coordinate food.
  4. Ensure PTSA representatives are on hand to welcome guests and recruit volunteers.
Parent-Child Events

These events are a great time for parents/caregivers to connect with their children. We alternate; one year we will have father-son and mother daughter events, and the next we will have father-daughter and mother-son.

  1. Determine a theme for the activity.
  2. Recruit a few volunteers to help with set-up and cleanup.
  3. Publicize the event via flyers (work with the VP-Communications if you need help)
  4. Organize snacks and decorations.
Staff Appreciation Week

This is a weeklong celebration of our fabulous WGE teachers and administrators. The main activity is a meal for the staff one day of the week. Other responsibilities include:

  1. Work with the PTSA communications team to promote teacher appreciation activities throughout the week. Examples include: student-written letters and pictures for the teachers, small treats, etc.
  2. Organize volunteers to provide food items.
Talent Show

This evening activity is an opportunity for Diyar EY&G students to show off their talent. Responsibilities include:

  1. Secure a location and relevant permissions/services – bathrooms, janitorial, etc.
  2. Promote the dates and key information for tryouts, practice session and the event.
  3. Organizing support staff such as lighting, sound and backstage volunteers.
  4. Hosting “try outs” and practice sessions.
  5. Setup and cleanup.