Contents:
1) How to publicize an event or meeting
2) How to place an item in the eDispatch
3) How to place an item in the eNews
4) How to send an email to Room Parents
5) How to submit content for the webpage
6) How to schedule an event or meeting
7) How to get information or a message to teachers
8) How to get copies made
9) How to send home notices/flyers with children
10) How to get table, easel, coffee or other equipment
11) How to bring up a new idea or topic at a PTA Meeting
12) How to get reimbursed for an expense
13) How to get a tax-exempt certificate
14) How to create a response box in the office
1) How to publicize an event or meeting
To publicize an event or meeting, consider the following: eDispatch article and/or attachment, eNews item, email from room parents, placing content on the website, sending flyer home and posting posters or flyers around school and on classroom bulletin boards. Send email to the PTA board, and/or ask for an announcement to be made at PTA and Site Council meetings. You might also consider setting up a table at pick-up or drop off. When planning your publicity, make sure to allow time for meeting deadlines and printing lead time.
If you place posters or flyers around campus, including the classroom bulletin boards, you are responsible for making sure that your items do not cover up other fliers or posters and having someone take them down when your event is over. When flyers and posters are hung on the walls of the school, you must use the special blue tape that Jaynie Schemel keep behind the desk of the office. This tape is expensive, but other kinds of tape will peel the paint off.
2) How to place an item in the eDispatch
To submit items to the eDispatch, please include your name and phone number, and either e-mail them to Dispatch Editor at dispatch@duveneck.org. Submissions should be pasted in the body of the e-mail and attached in .rtf, .doc, .txt, .jpg, or .gif. The deadline for article submissions is 2:15 on Fridays, unless noted below.If it's a very short item, you can just email the text and the editor will insert it for you. You can also submit written items in the eDispatch mailbox in the office.
If you have something which you would like copied or reproduced for attachment to the eDispatch, put one copy in the eDispatch mailbox with an explanatory note.
When submitting items of any size, please make sure the item is legible and that your contact information is attached.
eDispatch deadlines are in your PTA calendar, and also will be printed in the Duveneck Handbook.
3) How to place an item in the eNews
Write a brief and accurate message and email your item with explanation to eNews editor at eNews@duveneck.org. The eNews is published at regular intervals and your item will be included in the next edition. If your item is time-sensitive you can request that a special eNews be sent, but please limit this to truly urgent situations (date change, last chance type of things).
4) How to send an email to Room Parents
Submit the email to Room Parent Coordinator (seema345@yahoo.com) and Sheryl Klein (tsklein@aol.com), and they will forward it to the room parents.
5) How to submit content for the webpage
Our website is http://www.duveneck.org.
Please review the website to check the accuracy of any content pertaining to your PTA area. Then e-mail the Webmasterß. If you are hosting an event, it's a good idea to give them some notice on getting it posted.
6) How to schedule an event or meeting
First, check the date at a PTA meeting and/or with the PTA President so we can clear it on the PTA calendar. Then, the date must be cleared with both the Principal and Jaynie . If it's OK, Jaynie will enter it on the official school calendar. She'll ask you to fill out a form stating who's in charge, and what equipment or set up will be needed. Please fill out this form promptly and completely. It's important for the office to have it for insurance purposes.
7) How to get information to teachers
In general, the best way to get information to staff is by announcing it at a PTA meeting so that our PTA staff reps can pass it along. You can also leave a note in the principal's mailbox, asking that it be announced at a staff meeting or put in the weekly staff bulletin.
If you have something that you feel must go to teachers in writing, please ask the PTA President to check it with the principal first. If you get approval to send the note, put them in the teacher mailboxes in the office near the staff lounge.
Please make every effort to slide your note in through the top slot of the mailboxes! Teachers prefer that parents not actually pull open their mailboxes unless necessary.
8) How to get copies made
For the eDispatch: Put one copy in the eDispatch box, with instructions to attach to the desired edition.
Other copies: For small jobs you can use the copier in the teacher work room or the library. Try to avoid before-school, recess and lunch periods when staff need to use the machines.
For larger projects, first check your budget and/or clear the cost with PTA treasurer. Take the original to the district printing office at 25 Churchill. You will need to fill out a work order with your contact information - include your name, phone number and what project the printing is for. (Make sure it says Duveneck PTA on the work order.) Also indicate whether you will pick it up or whether you want it to be sent back to Duveneck by "pony." Allow several days.
It is less expensive to have the district office do the printing than to have Kinko's do it. We are trying to reduce overall printing costs, so always make sure that large print orders are necessary. When possible, insert item in the eDispatch instead of having a stand-alone flyer.
9) How to send home notices/flyers with children
Again, first you must clear this with principal (or ask the PTA President to do so). If you're not sure if something needs to be checked with the Principal first, ask Jaynie. She'll know.
Arrange for your document to be copied by the District printing office. When you're ready to distribute the copies, you need to batch them before putting them in the mailboxes. A class-by-class breakdown is posted next to the copier in the teacher work room. Put a small note on your batches instructing teachers when to send them home, and to whom they should go (to eDispatch families, or to all children). Make sure to thank teachers and include your contact information in case there are questions. Have them in the teacher's boxes before the beginning of recess on the day that you'd like them to go out. Give several extra copies to Jaynie. You may leave extra copies in a neat stack on the counter in the office, but please don't leave huge amounts of scraps or extra paper lying around. Recycle bins are available in the teacher work room.
10) How to get table, easel, coffee or other equipment
The PTA has a folding table and chairs, tablecloths, coffee urns and punch bowls. Check with Jaynie if you need them.
If you use the coffee machine, make sure that you allow time to get it started. The machine needs to be started about 30 minutes before you need the coffee.
If you want to post a note on the easel near the front office you may do so, as long as it is related to PTA business. If you need the easel for posting something, check with Jaynie or the Principal before taking it.
For meeting supplies such as pens or pads of paper, you can generally use supplies in the closet. Please check with Jaynie before entering the supply closet! We are in a cost-cutting mode, so take only what is necessary and return unused or reusable items. If you need large amounts of supplies, check your budget first; then ask Jaynie if the things you need can be ordered, or if you should purchase them yourself.
11) How to introduce a new idea or topic at a PTA Meeting
New ideas are important! Please let the PTA President know if you have a new idea or something you want to discuss. She can help you decide the best way to introduce it and can put it on the PTA agenda.
If you have an idea, you can bring it up at the 'open forum" time of the PTA meeting. If you know ahead of time, please let the PTA President know so we can allot time to discuss it. Otherwise, your item might be "tabled" for a later meeting. Another place to bring up new topics or questions is at one of the principal coffees.
12) How to get reimbursed for an expense
First, check with your budget and/or with Duveneck PTA Treasurer to make sure that the expense is authorized! If you spend your own money on an authorized expense, submit your receipt to the Treasurer for reimbursement. Attach your name, address and phone number and state specifically what the receipt was for. You can put the receipt in the Treasurer's mailbox in the office or give it to the Treasurer at a PTA meeting. Please keep a copy of the receipt for yourself.
Please try to avoid submitting receipts for printing or office supplies. Printing is best done at Duveneck or at the District office. Supplies (such as folders or binders) are usually cheaper if purchased through the district. Check with Jaynie if you're not sure if an item you need can be ordered. Remember that even ordered supplies and district printing have to be accounted for in your budget!
13) How to get a tax-exempt certificate
Contact the PTA Treasurer for a copy of our tax exempt status. Remember to do this before you make a purchase!
14) How to create a response box in the office
If you send home a flyer that requires a written response, you must have somewhere for that response to go! Ask Jaynie in the office if a wire bin is available. Usually it can be placed on the office table. You are responsible for making a sign to attach to the bin, and for checking it frequently so it doesn't overflow. Also, you must take the bin away when your response period is over.
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