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PC: Manuel Pondivida

Communications Resources 

What is the Communications Role?

Purpose of PTA Communication

  • Connect families and schools
  • Encourage parent participation
  • Market the value of the PTA and unit’s accomplishments
  • Promote joining the PTA
  • Foster corporation with the school
  • Work with Media ​

California State PTA Style Guide

CAPTA Style Guide for PTA Publications
  • * Capitalization
  • * Number Use
  • * Punctuation
  • * Spelling
  • * Terminology
  • * Visual Identity

Visual Identity and PTA Logos

  • PTA’s logo and tagline create a consistent message, help unify all PTAs, and sets PTA apart
  • For consistency, include the unit’s PTA logo on all PTA communications (flyers, newsletters, meeting minutes, agendas, etc.) ​

Create A Communications Plan

Audience
  • School (Teachers, Staff, Administration) 
  • School Families and Students
  • PTA Members
  • Community ​
Teamwork
Communications has to keep clear communication with their team! Here are some examples, but the list goes on. 
  • President
  • Membership
  • Programs
  • Fundraising
  • Reflections
  • The school
Tools for Communication Role
  • Print publications (from past years)
  • Electronic communications: email account names and passwords, web hosting information, domain name information, social media usernames, logins and passwords, webmaster contact information
  • Calendar of Events
  • Executive Board members contacts
  • Budget
  • CAPTA Communications portion of the Toolkit
  • Contact to local media

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Communication Tools

Physical Communication

  • Newsletter
  • Banner (Or sign outside of school)
  • Flyer
  • Word of Mouth
  • Mail
  • Phone
  • School Marquee
Digital
  • Website
  • Text Message
  • Email
  • Social Media Platforms
  • E-publication
  • Video
  • Text Message
  • Apps 
  • Media

Remember, You are Representing the PTA

  • Adhere to PTA noncommercial, nonpartisan and nonsectarian policies.
  • Inform every family in the school of the aims and accomplishments of the PTA.
  • Encourage and highlight attendance at PTA meetings and family engagement in PTA projects and activities.
  • Foster cooperation with the school in keeping parents informed about school functions, regulations and/or procedures on child-related issues.
  • Inform the community about PTA activities and school functions.
  • Express appreciation to those participating in or contributing to programs.
  • Tackle barriers such as language and culture.
Ensure Quality Communication
  • Make sure that all publications material is cleared with the principal and PTA president prior to publication or posting.
    • Principal is responsible for the accuracy of school information and compliance with the State Education Code and school district policy.
    • PTA president is responsible for the accuracy of PTA information and compliance with PTA policies.
  • Use the PTA logo in all communications.
  • Abide by copyright laws and republish articles and art in an ethical manner.
  • Do not include photographs of or specific information (names, class, email, address, etc.) about adults or students without written permission.
  • Keep your message brief and to the point.
  • Create visually interesting communications with careful use of photographs, bullets, quotes, charts, and graphics.
  • Date all materials.
  • Have 2-3 people other than the author proofread prior to publishing or posting.
  • Arrange for translation services

Copyright Laws

  • PTAs must abide by federal copyright laws
    • Copyright.org 
  • California State PTA articles and artwork may be used by unit, council and district PTAs without permission. 
  • Read National PTA materials carefully to determine when permission to republish is required. Always credit the source.
  • When showing movies during school or at after-school events or fundraisers, PTAs must observe movie/video copyright laws, site licensing, and promote the event only as permitted by the site license.

Best Practices for Improving Content

  • Ask for feedback
  • Publicize
  • Remember, people skim. Make content to the point. Highlight important takeaways. 
  • PROOFREAD
    • Before flyers are copied and sent out to the students, some schools require the principal to review. Prior to school review, units should have another person on their board read over and proofread. That way less time is wasted on sending the document back and forth to the school with corrections.

Social Media Guidelines

  • All PTA social media posts must be respectful, truthful, discreet and responsible. Posts must be Noncommercial, Nonsectarian, Nonpartisan according to PTA policies.
  • Have at least 2 Administrators for each site
  • Post should be PTA related (flyers, events, grants, PTA and School deadlines, other information valuable to PTA members) 
  • Keep information current 

Suggested Posting Guidelines
Be Relevant
Be Respectful
Be Honest
Be Discreet
Be Responsible ​