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For PTA Presidents Running Your PTA Timeline & To Do List Meetings Sample meeting agenda Meeting Cheat Sheet What Meetings Do You Attend? Election Script Documents What to Upload to SVPTA Upload Your PTA Docs What Docs Has My PTA Uploaded? Points Chart - coming soon Financials Financial Calendar - coming soon Pay Insurance How to Sign a Contract PTA Grants Unit Remittance Form How to Request IRS Letter of Determination Programs & Events Work closely with your principal and office administrator and you can start planning together. If you have any questions, please reach out to - programs@svpta.org Approval Process Insurance Coverage Fiduciary Agreement Approvals from SVUSD Board of Education Meetings Before/After School Vendor List CAPTA Approved Vendor List Forms Conflict of Interest Form Historian Report PTA Event Participation Waiver PTA Photo Release Request for Advanced Payment Form Sample Reimbursement Form SVPTA Unit Remittance Form Sample W9 Workers' Comp Online Form Helpful Links National PTA National PTA Blog California State PTA Fourth District PTA SVUSD Website MYPTEZ CAPTA Toolkit Need Help? Have a Question? Contact Catherine - president@svpta.com or Mindy - vp@svpta.org

SVPTA Council offers many programs to benefit our units. Please click on the individual tabs for further information. Programs SVPTA Council offers many programs to benefit our schools. Please click on the individual tabs for further information. Programs: Arts Advocacy Advocacy Membership Reflections Special Education Programs & Events for School PTAS Work closely with your principal and office administrator and you can start planning together. If you have any questions, please reach out to - programs@svpta.org Approval Process https://www.svpta.org/approval-process Insurance Coverage View Fiduciary Agreement View Approvals from SVUSD Board of Education Meetings BEFORE/AFTER SCHOOL APPROVED VENDOR LIST View CAPTA approved vendor list View

SVPTA Council offers many programs to benefit our units. Please click on the individual tabs for further information. Step by Step Programs & Events Approval Process Some approvals can take up to 2 months. Please plan your events and programs with a realistic timeframe. 1 STEP 1 Check the AIM insurance guide to make sure the event or program is allowed. * Please NOTE that some items that are approved by AIM are not allowed on SVUSD school campuses - like bounce houses and petting zoos. Check with your school office manager if you have questions.* 2 STEP 2 Connect with your Principal to discuss and get approval for the event or program 3 STEP 3 Discuss at your executive board meeting and vote to recommend: event or program adding a line item to the budget, if needed any contracts to be signed ** Contracts should only be signed for events or programs taking place off campus or before or after school. All events or programs happening during school hours must be signed by SVUSD. ** 4 STEP 4 Once the event o r program h as been recommended for approval, at a general meeting vote to: approve event or program & adding a line item to the budget, if needed release funds approve any contracts to be signed ** Contracts should only be signed for events or programs taking place off campus or before or after school. All events or programs happening during school hours must be signed by SVUSD. ** STEP 5 Most events or programs now require SVUSD approval. Follow the quetions below to find out what you need to make this happen. 5 Is your event or program happening at your school? YES NO, but students will attend during school hours NO & after/before school or with adults only Go to the next question No further action is needed from SVUSD, but additional PTA insurance rules must be followed: STEP 6 Obtain a Hold Harmless Agreement and Evidence of Insurance from each vendor, concessionaire or service provider that is used. OR Choose a vendor from the CAPTA approved list of vendors . These vendors may be used without requiring any additional insurance information or the Hold Harmless agreement. STEP 7 Once approved and funds have been released at a general meeting you can sign the contract ( view the proper way to sign contracts ) and pay the vendor directly. Go to the next question When is your event or program happening? DURING SCHOOL BEFORE OR AFTER SCHOOL STEP 6 Work with your school office manager to get this event or program approved. They will give you details on what is needed and if your vendor has a blanket contract for the year. !! IMPORTANT !! Do NOT sign any contracts or pay the vendor directly. This all needs to be handled by the district. STEP 7 You will need to gift the payment for the event or program directly to the school district. Create a Fiduciary Agreement to be sent with a check written out to SVUSD and give them both to your office manager to send. For vendor payment, the office manager should submit an invoice to Accounts Payable in Fiscal Services after services have been rendered in order for payment to be issued to the vendor. If the vendor has any questions about payment, have them contact your office manager. STEP 8 Once your event or program has been approved at a SVUSD Board of Education meeting, your school office manager will receive a copy of the signed contract and you can schedule your event or program. View approvals from SVUSD Board of Education Meetings STEP 6 Download this AIM form . Fill in your PTAs info at the top and add Saddleback Valley Unified School District under "Additional Insured Information." Print and sign (electronic/ typed signatures not accepted) and email a scanned copy to capta @aim-companies.com . Have them email you a copy of the Certificate of Insurance with the addition. This will be good for the entire year. STEP 7 Email agreements@svusd.org to fill out a facilities request form. These vendors have already been approved BUT yo u must email agreements@svusd.org with your event info - date and time and a copy of the Certificate of Insurance from Step 6. STEP 8 Obtain a Hold Harmless Agreement from each vendor, concessionaire or service provider that is used. OR Choose a vendor from the CAPTA approved list of vendors . These vendors may be used without requiring any additional insurance information or the Hold Harmless agreement. STEP 9 Once approved and funds have been released at a general meeting you can sign the contract (view the proper way to sign contracts ) and pay the vendor directly.

PTA Grants National PTA Grants Deadline October 1st For all Grades and Ages PTA Healthy Minds , Sponsored by the New York Life Foundation and The Allstate Foundation This program is for all grades and ages. 100 local PTAs will be selected, and each will be awarded $1,250 in funding. Mary Lou Anderson Reflections Arts Enhancement , sponsored by the family of Mary Lou Anderson This program is for all grades and ages. Two local PTAs will be selected, and each will be awarded $1,250 in funding. PTA Wellness Fairs , sponsored by Walmart This program is for all grades and ages. 40 local PTAs will be selected, and each will be awarded $1,250 in funding PTA Connected: The Smart Talk , sponsored by Norton This program is for all grades and ages. 40 local PTAs will be selected, and each will be awarded $1,250 in funding. All programs must be completed by the end of March 2024. ELEMENTARY SCHOOL PTA Connected: Ready, Tech, Go! , supported by AT&T This program is for elementary schools. 150 local PTAs will be selected, and each will be awarded $1,250 in funding. To be considered, PTAs must hold their programs in-person. At-home programming will not be supported. STEM + Families Propelling Our World , sponsored by Huntington Ingalls Industries This program is for elementary schools. 40 local PTAs will be selected, and each will be awarded $1,250 . ELEMENTARY OR MIDDLE SCHOOL PTA Connected: Be Internet Awesome , Sponsored by Google + YouTube This program is for elementary and middle schools. 50 local PTAs will be selected, and each will be awarded $1,250 in funding . MIDDLE OR HIGH SCHOOL PTA Connected: Build Up and Belong , sponsored by Discord This program is for high schools. 25 local PTAs/PTSAs will be selected, and each will be awarded $1,250 in funding. HIGH SCHOOL P TA Connected: Build Up and Belong , sponsored by Discord This program is for high schools. 25 local PTAs/PTSAs will be selected, and each will be awarded $1,250 in funding. CAPTA Scholarships Deadline Octo ber 15h Continuing Education Scholarships The scholarship must be used January 1 – December 31 following the year of award; proof of your enrollment and completion of coursework must be provided to California State PTA by June 1. Scholarships are available for: School staff members (teachers, counselors, nurses and staff) & PTA volunteers Graduating High-School Senior Scholarships Graduating high-school seniors are eligible to apply for the Volunteer Service Scholarship and the $500 Dr. Ralph E. White Scholarship for medical-field education. CAPTA Grants Deadline Octo ber 15h Parent Education Develop and implement parent education programs and projects in such areas as health, child development, child abuse prevention or parenting skills. Programs or projects must be sponsored by the PTA applying for the grant. Program grant ideas include parent-resource centers, seminars and workshops, forums for parents of children with special needs and information on preparing healthy meals. Cultural Arts Develop and implement student-centered cultural arts programs which complement the California State PTA’s commitment to a quality arts education. The programs and projects should focus on expanding the students’ awareness and appreciation of the field of cultural arts and/or enriching and enhancing arts education programs and must be sponsored by the PTA applying for the grant. Program grant possibilities include performing arts assemblies, arts communications brochures, demonstrations, storytellers, read-a-thons and docents. Outreach Translation Translate PTA written materials and oral presentations in an effort to involve every member of the school community. Presentations or materials must be sponsored by the PTA applying for the grant. The California State PTA may use these translated materials when appropriate. Copy of the translated material must accompany the evaluation report. Program grant possibilities include translating written materials into other languages, providing translations at meetings and events, offering school community activities, enhancing partnerships and engaging non-English-speaking families. Healthy Lifestyle Develop, promote and implement programs, projects and activities that will improve the overall health of children and adults. Program grant possibilities include classes, health fairs, awareness events, walking/running programs, sun safety initiatives and depression awareness efforts. Please refer to the Insurance Guide for approved activities.