Parent Associations

Chancellor’s Regulation A-660
http://schools.nyc.gov/NR/rdonlyres/EBEFFD82-30D5-4B91-9F9A-6A07B0D0F2D6/0/A660.pdf

What is a PA/PTA?
Parent Associations (PAs) are the main way for parents to get involved in their children’s schools. Parent Associations are school-based organizations open to all parents, foster parents, and legally appointed guardians of children currently attending a New York City public school. 
If a PA decides to include teachers, parent members can elect to become a Parent-Teacher Association (PTA).

Parent Associations (PAs) are the main way for parents to get involved in their children’s schools. Parent Associations are school-based organizations open to all parents, foster parents, and legally appointed guardians of children currently attending a New York City public school. If a PA decides to include teachers, parent members can elect to become a Parent-Teacher Association (PTA).

Every PA/PTA should be representative of the parents within its school. This includes parents of special education students and English language learners, as well as students who are eligible for Title I, gifted and talented services, and magnet programs.

PA/PTAs’ roles in schools:
The PA/PTA helps parents become involved in their children’s education, share ideas, and enrich their school communities. While the specific roles of PA/PTAs vary, among their responsibilities are electing parent members to serve on School Leadership Teams and Community Education Councils, conducting outreach to get other parents involved in school life, and supporting school activities like Parent-Teacher Conferences, open houses, curriculum nights and District Family Day events. Each PA develops its own bylaws, elects officers, and holds regular meetings.

How do I join my school’s PA/PTA?
All parents are automatically members of their school’s PA/PTA. 


Under State Education Law, Section 2590, every New York City public school is required to form a Parent Association. All PA/PTA bylaws must comply with the current Chancellor’s Regulation A-660 
http://schools.nyc.gov/NR/rdonlyres/EBEFFD82-30D5-4B91-9F9A-6A07B0D0F2D6/0/A660.pdf

Forms and Templates

Meeting Notices:
http://schools.nyc.gov/NR/rdonlyres/31D920A6-AA9A-465E-8F6E-07C678F10FF6/0/JKMeetingNotice.pdf

http://schools.nyc.gov/NR/rdonlyres/9E36F6BC-DE6F-4CED-AA62-537E2FDA25F9/0/23990_Meeting_Sign_9_Languages.pdf 

Meeting notice must be sent home 10 school days prior to the date of the meeting. 

Meeting Notice with other languages on one form:                                                                                                                                                





PA/PTA Bylaws                                   Template:

The PA/PTA Bylaws Template Parent Association Bylaws Template
Bylaws must be reviewed every 3 years and whenever CR A- 660 is revised. 
The PA Bylaws Template is in compliance with CR A-660.

OFIA recommends that PAs adopt this template. Any and all amendments or alterations to these templates must comply with CR A-660. 

Ballot Template: 
Write-In Ballot Template 

http://schools.nyc.gov/NR/rdonlyres/F7316B1A-17CD-4E05-9880-2F540F40502E/0/PAElectionBallotCheckBoxes.pdf

Ballot Tally Sheet:
http://schools.nyc.gov/NR/rdonlyres/A831FF80-FF7B-47BE-B5D8-6350AFB5EA34/0/BallotTallySheet.pdf



PA Election Guide                                                     PA Election Certification                                                  
                                                                                                                                                         





Request for PTA Officer Nominations  
http://schools.nyc.gov/NR/rdonlyres/60173F99-F197-4297-BB52-235B6B2711FF/0/JKRequestforNominations.pdf


Financial Record Keeping:
Financial Parent Association Training

Counting Sheet                                                        Audit Form                   






Proposed Budget Form                                Fundraising Activity Report                         






Interim PA/PTA Financial Report                      Annual PA/PTA Financial Report 





June Transfer of Records Guide 
http://schools.nyc.gov/NR/rdonlyres/D050B575-9061-4973-B6D2-A485F4DE8C35/0/JuneTransferofPARecordsGuide.pdf

PA/PTA Guide to Conducting Raffles
http://schools.nyc.gov/NR/rdonlyres/2C30EADF-E338-43B1-A0D9-03F5B6141CC3/0/PAGuidetoConductingRaffles.pdf


EIN (Employee Identification Number)
Below is info from Chancellors Regs about PAs getting their own EINs. 
Phone number is included.Employee Identification Number (EIN) – PAs and PCs may not 
conduct any fundraising activities until they have obtained an EIN. 
(See Section III.B.1.a.).
                                        and
Employee Identification Number (EIN) – PAs and PCs, as separate entities, must obtain their own EIN from the Internal Revenue Service for bank account applications 
A PA’s EIN must be on file with the principal. 
Contact the Internal Revenue Service to obtain an EIN: 1-800-829-4933. 

Filing for a New EIN:

https://www.irs.gov/pub/irs-pdf/fss4.pdf

Apply for EIN Online:

https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online?_ga=1.232609631.1174649573.1473949206

Lost or Misplaced Your EIN?
​https://www.irs.gov/businesses/small-businesses-self-employed/lost-or-misplaced-your-ein
If you previously applied for and received an EIN for your business, but have since misplaced it, try any or all of the following actions to locate the number:

Find the computer-generated notice that was issued by the IRS when you applied for your EIN. This notice is issued as a confirmation of your application for, and receipt of an EIN.
If you used your EIN to open a bank account, or apply for any type of state or local license, you should contact the bank or agency to secure your EIN.
Find a previously filed tax return for your existing entity (if you have filed a return) for which you have your lost or misplaced EIN.  Your previously filed return should be notated with your EIN.
Ask the IRS to search for your EIN by calling the Business & Specialty Tax Line at (800) 829-4933. The hours of operation are 7:00 a.m. - 7:00 p.m. local time, Monday through Friday. An assistor will ask you for identifying information and provide the number to you over the telephone, as long as you are a person who is  authorized to receive it. Examples of an authorized person include, but are not limited to, a sole proprietor, a partner in a partnership, a corporate officer, a trustee of a trust, or an executor of an estate.



TAX EXEMPT EXPENDITURES
Below is info from Chancellors Regs about PAs getting their own New York State Tax Exempt Number. Phone number is included.TAX EXEMPT EXPENDITURES 
New York State Tax Exempt Number – PAs and PCs must obtain their own New York State Tax Exempt Number for the purpose of purchasing items exempt of sales tax. 
PAs and PCs may not use any DOE tax exempt number. Tax exempt status is to be used only for the associations’ benefit and not for the benefit of individual 
members. 
Contact the New York State Department of Taxation and Finance for assistance: 
1-800-698-2909. 

501(c)(3) Status  
PAs and PCs wishing to incorporate as 501(c)(3) organizations must retain their own counsel and must continue to function in full compliance with all relevant laws, policies, rules, regulations, bylaws and other requirements. PAs and PCs that have incorporated as 501(c)(3) organizations must seek advice from their own counsel concerning additional applicable requirements 


To Be or Not To Be a 501 (C) (3) by Citizens Committee for NYC

http://www.citizensnyc.org/sites/default/files/public-attachments/resource/handout_1_-_considerations_and_options.pdf


Movie Licensing
http://www.movlic.com/
Movie Licensing USA® provides Public Performance Site Licensing to K-12 schools and public libraries on behalf of the
major Hollywood motion picture studios. In addition to providing peace of mind, this license ensures that entertainment
movies are used legally in these public venues.

Also, k12.movlic.com


Webinars      

PA/PTA Elections
Assists with the election process. 
http://www.learndoe.org/face/recording-pta-elections/


​Guide to PA/PTA Bylaws
Provides an overview and definition of Parent Associations and Parent Teacher Associations bylaws and describes how bylaws ensure the effective functioning of PA/PTAs. Also describes how to review, write and rewrite bylaws in accordance with CR A660.
http://www.learndoe.org/face/a-guide-to-papta-bylaws/

CR A660 Review 
Chancellor's Regulation A660 CRA660 sets forth the governance structure of PA/PTAs and Presidents' Councils to ensure the rights of parents are clearly established. 
http://www.learndoe.org/face/recording-a660/

PA/PTA Financial Affairs Part 1
Overview of the financial responsibilities of PA/PTAs. How financial practices should be addressed in the bylaws and the role of the treasurer.
http://www.learndoe.org/face/recording-papta-financial-pt1/

PA/PTA Financial Affairs Part 2 
Overview of the fundraising guidelines. Completing the Interim and Annual Financial Reports, preparing and approving the budget, and reviewing and auditing records.
http://www.learndoe.org/face/recording-papta-financial-2/


​PA/PTAs; Foundation for Parental Leadership Part 1 
Take an active role in your school's PA/PTA. Lays the foundation and helps understand the building blocks of a successful PA/PTA. 
http://www.learndoe.org/face/recording-foundations-part1/

PA/PTAs: Foundation for Parental Leadership Part 2
Roles and responsibilities of the executive board, myths and facts, summary of best practices. 
http://www.learndoe.org/face/foundations-part-2/