Parents teachers association

1. AZEEZ
Guidelines for the
formation of Parent
Teachers Associations
(PTA) in Schools
General Education
Department has published
detailed guidelines for Parent
Teachers Associations (PTA)
formation and its activities in
Govt/Aided schools. The first
Guidelines for the formation
of PTA in Schools
DATE: 11.11.2023
PUBLISHED
THE NATIONAL UN VOLUNTEERS-INDIA

2. meeting of PTA in Higher
Secondary schools should be
within one month after
completion of Plus One
admission whereas it should
be conducted in the month of
June itself in schools with no
Higher Secondary section.
The common PTA should be
conducted at least thrice a
year. Selection of PTA
Executive Committee PTA
Executive Committee should
be elected in the first meeting
itself. PTA executive

3. committee is a syndicate of
Parents and Teachers.
The number of executive
committee members should
be between 15 and 21. The
number of Parents be at least
one more than that of
Teachers and the number of
female members must be
equal or more than equal. It
should be confirmed that
representatives from each
section - Primary, High school,
Higher secondary and
Vocational Higher secondary
are there. Selection of PTA

4. Executives (President, Vice
President etc:-) The first
meeting of executive
committee and General body
meeting be on the same day so
that the President, Vice
President etc. can be elected.
The duration for being a PTA
president is limited to three
consecutive years. PTA
Executives selection related
detailed guidelines are
available in the link given
below.
PTA Membership Fee PTA
membership fee is mandatory

5. for all parents every year. The
membership fee should be
given either at the time of
admission or in the first
month. Membership fee order-
LP Section 10 UP Section 25
HS Section 50 HSS Section
100 The PTA membership fee
is not compulsory for the
parents of SC/ST and
financially backward students.
Still they would be members of
PTA general body.
PTA Fund Collections PTA fund
can be collected as per the

6. amount if the PTA General
body decides.
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Step-by-step: Start a
PTA
Learn how to set up a PTA,
start fundraising and bring
your school community
together
Every PTA has to begin
somewhere – perhaps with a
conversation about something
the school needs.

7. Over time, the discussion
becomes a question: Is there
something we can do?
The answer is yes. If your
school could use the
additional resources that a PTA
can provide, now may be the
ideal time to establish one.
To be successful, PTAs should
be open and inclusive,
welcoming suggestions from
the entire community and
collaborating closely with the
school. But before you dive in,
consult with as many

8. stakeholders as possible to
make sure everyone’s on the
same page.
Step-by-step
Speak to your school
Whatever the scope of your
plans, you will struggle without
support from the school. PTAs
often rely on their schools for
access to buildings and
communications, while
schools help PTAs compile
wish lists, and promote and
run events. Aim to get at least
one member of the school

9. staff to support your new PTA
directly by becoming the PTA
liaison and participating in
meetings. To be persuasive in
the meeting, focus more on
the benefits for the school
than the detail of what your
group will do. It may help to
bring along a few PTA success
stories that demonstrate
what’s possible, but don’t
overwhelm! Frame your ideas
as suggestions and, above all,
listen to what the school has
to say.

10. Discuss the type of association
you want to form, as the
school leaders may have a
view on who can join. A
traditional PTA includes only
parents and teachers at the
school, whereas a Friends
group has a wider range of
members, including
grandparents, community
members and parents whose
children no longer attend the
school. Friends groups are
becoming more popular
because they offer a larger and

11. more diverse group of
potential volunteers.
Gauge interest
Hold an open meeting for your
new PTA or Friends group that
welcomes all potential
members. Ask for input on who
can help, what activities they
would like to participate in and
what skills they can offer. Find
out if anyone is interested in
joining the committee,
specifically in the roles of
chair, secretary and treasurer.
You could suggest other

12. positions too, such as
communications officer and
bake sale coordinator.
You may be pleasantly
surprised by the range of
people who step up and the
variety of skills and ideas they
bring. Welcome volunteers
from outside your social circle;
making new connections and
friendships is one of the
benefits of being a part of the
PTA.
Form your team

13. Gather together everyone who
has shown interest in forming
the new PTA. Your group will
be classed as a small charity,
and finding out the basics of
how charities function will
help you answer questions
that are bound to arise in the
future. Those who are
considering taking on
committee roles should
understand the
responsibilities of being a
trustee (see further
information, below). But don’t
be overwhelmed by the

14. regulations: thousands of
people serve on the
committees of PTAs and other
small charities.
Start the formalities
It’s time to formalise your PTA.
Starting a small fundraising
group is a fairly
straightforward process
requiring only three people: a
chair, treasurer and secretary.
Staying small has advantages,
such as keeping admin to a
minimum, and is good for

15. groups which are just starting
out.
Choose a name that describes
what you do and that won’t be
confused with any other
organisation.
The right name will also help
future donors, such as grant
funders and local businesses,
find information about your
PTA and what it does more
easily.
Call your first AGM
Give notice of your first Annual
General Meeting (AGM) as

16. required in your governing
document and in a way that
will reach as many potential
members as possible. Invite
nominations for elected
officers on the committee and
make sure you are familiar with
how the voting process will
work. On the day, vote in your
new committee and adopt
your constitution. If there’s no
other business, set a date for
the next meeting to keep
things moving forward.
What support can the school
offer a PTA?

17. A dedicated storage room or
space to build a shed
Allow meetings to be held on
school premises
Send emails and newsletters
to parents
Announce and promote PTA
events in assemblies
Appoint a school liaison to
attend PTA meetings
Encourage teachers and staff
to volunteer at bigger events
such as fairs.

18. What can a PTA give back to
their school?
Raise funds for important
school resources
Hold fun events
Run a pre-loved uniform
service or shop
Write and submit grant
applications (some grants
funders will only give to
registered charities)
Provide a link between parents
and school

19. Run community-building
activities such as coffee
mornings for the parents of
new starters.
Next steps
Open a bank account: Select a
charity bank account and
appoint designated
signatories. Choosing a bank
with a nearby branch makes it
easier to collect floats for
events.
Set some simple objectives:
How much do you want to

20. raise and how will you do it?
What will the money be used
for?
Hold effective meetings: Learn
about what makes a good PTA
meeting and decide how often
you will meet.
Plan an event: Most PTAs hold
events. Go to pta.co.uk for
event ideas and get started.
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What are the main roles and
responsibilities of a PTA
committee?

21. The usual structure of a PTA
committee is to have at least
three named officers: the chair,
treasurer and secretary. While
the exact duties of each role
often vary from committee to
committee, the principle
responsibilities remain the
same. Check your constitution
to find out how many
committee members are
needed to run your association
(G. O. Issued by the state
governments)
1. PTA chair

22. Main purpose of the role
To lead the committee,
ensuring the PTA is run in line
with its constitution and
according to the wishes of all
members.
The chair’s responsibilities
Chairs and facilitates
meetings in a manner that
encourages everyone to
contribute
Sets the date and agenda for
meetings and keeps the
discussion on track

23. At the AGM
Delegates tasks to committee
members
Ensures decisions are
implemented
Liaises with the school about
fundraising priorities
Welcomes and motivates new
volunteers
Is a designated signatory on
the PTA bank account
Ensures the PTA is registered
with regulatory bodies or the
department of Education
Writes the annual report

24. Suits people who are…
PTA+ TOP TIP: As PTA
committees come and go,
experience can be lost, work
repeated and fundraising
activity impacted.
Collaborative leadership helps
minimise the effects of these
changes.
2. PTA treasurer
Main purpose of the role
Strong leaders
Diplomatic and fair
Enthusiastic
Good delegators

25. The treasurer controls the PTA
funds in line with the
committee’s decisions as well
as charity law. They make sure
upcoming events are
affordable and profitable and
report financial information to
the rest of the team.
The treasurer’s
responsibilities
Manages the day-to-day
finances
Keeps a detailed and
accurate record of the PTA’s
financial activity

26. Reports on the finances at
meetings in a clear, concise
way
Arranges floats for events
Ensures money is kept safely
before and during events
Banks the takings from
events and fundraisers
Makes Gift Aid claims
Implements procedures for
making payments and
claiming expenses
Completes the Charity
Commission annual return (if
registered)

27. At the AGM
Suits people who are…
PTA+ TOP TIP: All committee
members, not just the
treasurer, are responsible for
using the PTA’s money in line
Gets accounts audited where
necessary
Prepares the financial report
Confident at handling money
and budgets
Good with numbers
Methodical
Recruiting a treasurer? Try
our social post

28. with its purpose and
constitution.
3. PTA secretary
Main purpose of the role
The secretary ensures that the
PTA’s activities run smoothly.
They use their excellent
communication and
organisational skills to arrange
meetings, take minutes and
keep records.
The secretary’s
responsibilities
Assists the chair with
planning meetings

29. Communicates with the
school and committee
members, including
circulating the agenda before
PTA meetings
Takes minutes at meetings,
recording the key points,
decisions made and relevant
action points
Manages communication
between the committee,
volunteers, school and
school community
Prepares the publicity for
events, including flyers,
posters and tickets

30. At the AGM
Suits people who are…
PTA+ TOP TIP: To make the
secretary’s life easier, appoint
Ensures meetings have
enough attendees to form a
quorum
Keeps records
Shares information
Helps the chair prepare for
the meeting and takes
minutes on the day
Great communicators
Accurate writers
Helpful and motivated

31. a person to assist the
secretary with social media,
newsletters and event
publicity.
Share the workload
Co-chairs
To spread the responsibility
and lessen the workload, some
people choose to share the
chair and co-chairing is a great
solution, especially if both of
you are new to the job or if one
of you is leaving soon.
Micro-volunteers

32. Even if you have planned the
perfect fundraiser, you will fall
at the final hurdle if no one
steps up to volunteer. Micro
volunteering is one way
forward.
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Published by:
WE FOLLOW THE TEN PRINCIPLES OF UNITED NATIONS