Parent Teacher Student Association

PTSA Main Page | Roster and Committee Members | Committee Descriptions | Volunteer Descriptions

Volunteer Descriptions

PTSA Volunteer Descriptions (PDF) link to external website

Officers
Committee Vice Presidents
Board Representatives
Committee Positions

Officers

PTSA Board Co-President

Primary Responsibilities

Chair monthly board meeting and annual general membership meetings, prepare agenda and facilitate meeting, invite and schedule guest speakers.
Serve as the spokesperson for the RHS PTSA, including speaking at public events and meetings several times each year.
Prepare PTSA Co-President’s letter for the Rider Record; six times per year.
Meet with the Principal and other school staff on an as-needed basis to discuss issues, events, and PTSA activities.

Secondary Responsibilities
The Co-Presidents share responsibilities for supporting other Board members and attending and speaking at selected school meetings and events.

Time Commitment

8 - 10 hours per month
1 - 2 evening meetings per month

PTSA Board Secretary

Primary Responsibilities

Attend monthly board meeting, compile minutes and action items and forward electronically in a timely manner to all board officers, vice presidents, board representatives and school principal for additions/corrections.
Forward revised (if applicable) minutes electronically to entire board for review and approval at next meeting.
Send monthly email meeting reminder electronically to board.
Maintain PTSA board roster.

Secondary Responsibilities

Depending on the working relationship established with the PTSA board president and officers, the secretary will assist in an administrative capacity as requested.

Time Commitment

2 - 5 hours per month
1 evening meeting per month

PTSA Board Treasurer

Primary Responsibilities

The treasurer shall serve as an active participant on the board of directors and executive committee and attend all the meetings of each.
The treasurer should serve as chair of the budget committee and present the budget to the membership.
The treasurer should keep an accurate and detailed account, in the books and records of the PTA, of all funds received and all funds disbursed. The treasurer should submit a written monthly financial report at each meeting of the PTA (both general membership and board of directors).

Secondary Responsibilities

The treasurer must provide all financial records if requested by the president or members of the board. The treasurer must preserve all vouchers, receipts, bank statements, cancelled checks, and other records, and submit these to the audit committee when requested, or to the board of directors or membership when requested and maintain complete financial records as specified in the records retention timetable.

Time Commitment

10 hours per month in the fall and 1 - 2 hours per month for the rest of the year
1 evening meeting per month

Committee Vice Presidents

Communications Vice President

Primary Responsibilities

Support the activities of the Parent Email Bulletin Coordinator by providing links to RHS, city, and state PTSA activities and publications, and other bulletin items (weekly emails).
Assist the Rider Record newsletter editor by assisting with article and topic selection and solicitation, proofreading, and other tasks as needed (6 newsletters per year).
Assist the Rider Record newsletter distribution team with support, when required (only for first printed Rider Record of the year).
Coordinate school-wide emails when requested by the school admin and PTSA committees.
Track direct expenses for copying and postage for direct report committees.
Attend monthly PTSA board meetings and provide updates from committee members.

Time Commitment

4 - 6 hours per month
1 - 2 evening meetings per month. One PTSA Board meeting and one Executive Board Meeting

Community Relations Vice President

Oversee and report to the PTSA board a wide range of activities and programs geared to help students, faculty and parents interact within and around the greater Roosevelt community. This includes but is not limited to the Roosevelt Neighborhood Association, Golden Acorn Award committee, and the highly successful RHS Foundation.

Primary Responsibilities

Contact and work with representatives of programs under your supervision to solve problems and / or raise awareness of issues facing RHS and our local community.
Attend monthly PTSA Board meetings to report on topics, issues and questions as raised by the Community Relations team.

Time Commitment

Year to year positions with a minimum of two years preferred
1 PTSA Board Meeting per month, usually on Wednesday evenings.
Additional time as needed for contacting and interacting with team.

Education / Programs Vice President

Primary Responsibilities

Support activities of Special Education SAT Prep Course Liaison, Parent Education Programs, Late Start Activities Coordinator, Reflection program, and mini-grants.
Attend monthly board meeting, present updates from committee members.

Time Commitment

2-3 hours per month.
Mini-grant review and award requires 4-6 hrs per week for one month.

Organization Vice President

Primary Responsibilities

Support activities of 1st Day Packets, Membership, Golden Grads Luncheon, Volunteer Database, Roughrider Day, 8th Grade Tours, Senior Awards Night, No-Bake Bake Sale and Class Parent committee members. This includes meeting with committee members to assist in activity planning, and providing assistance during activities as needed.
Attend monthly board meeting, present updates from committee members.

Time Commitment

4 - 6 hours per month.
1 - 2 evening meetings per month. One PTSA Board meeting and one Executive Board Meeting

Board Representatives

Site Council Liaison

Primary Responsibilities

Attend PTSA and Site Council meetings each month. Ensure active coordination in advocacy initiatives for both groups. Example advocacy initiatives: increases in school budget, six-period days, neighborhood safety, and website development.
Attend outside meetings (School Board, community meetings) as needed to assist in school advocacy.

Time Commitment

Two school meetings per month (second Wednesday of the month 5:30-7 pm; third Wednesday of the month, 7-9 pm)
Other meetings as needed.

Instructional Council (IC) Parent Representative

The IC participates in the governance of Roosevelt High School, and specifically deals with curriculum and instructional issues. The IC Parent Representative is the voice of parents on this team, which also consists of the principal, and heads of each academic department at Roosevelt.

Primary Responsibilities

Attend monthly meetings and be a parent voice on the team.
Attend monthly PTSA Board meetings or send written reports on topics discussed and/or decisions made.
Gather parent input on topics of interest.

Building Leadership Team (BLT) Parent Representative

The BLT participates in the governance of Roosevelt High School, considering such topics as staff development, student activities, school goals and school climate. The BLT Parent Representative is the voice of parents on this team, which also consists of the principal, and certificated and classified staff. It’s an opportunity to be knowledgeable about the issues facing the school and to represent the opinions of parents.

Primary Responsibilities

Attend weekly meetings and be a parent voice on the team.
Attend monthly PTSA Board meetings and report on topics discussed and/or decisions made.

Secondary Responsibilities

Have the opportunity to serve on one of the standing committees of the BLT, such as budget, Transformation/Academic Achievement, or Technology.
Gather parent input on various topics that come before the BLT.

Time Commitment

Two-year term, two positions overlap by one year.
In general, a weekly meeting on Mondays of about 1-1/2 hours.
1 PTSA Board Meeting per month, usually on Wednesday evenings.
Additional time as needed for typing minutes or attending other meetings.

Committee Positions

Parent Email Coordinator - Communications

Primary Responsibilities

Send timely email notices to all families that opt into the system with both PTSA info, as well info on school activities.

Information is submitted throughout the week by staff and PTSA members, via email
Minor editing is sometimes required on submitted articles
Requires good communication skills
Requires email and internet connection
Some training may be needed to learn how to do VERY LIMITED html coding (e.g., bold, italics, URL links and email addresses)
Coordinate article topics with what is posted on website for items that were submitted directly to you
Post information gathered during the week to both the RHS website and send a broadcast email out via the online email tool on the RHS website at least once per week to parents.

Secondary Responsibilities

Access, review and edit the spreadsheet of parent emails for duplicates via the RHS website administration tool.

Time Commitment

Flexible hours, working from home.
No school meetings required
1-2 hours per week for emails
.5 to 1 hour for each email listing review – twice per month in September when freshman parents are opting in and once a month throughout the rest of the school year

PTSA Website Manager - Communications

Primary Responsibilities

Maintain and update the PTSA-sponsored RHS website.>
Work with the website team and school faculty and staff, IT staff, administration, PTSA, and ASB to identify, compile, and review necessary materials for updates.
Coordinate transfer of publication-ready materials for each update to the website professional design firm; schedule updates approximately every month to six weeks during the school year.
Maintain the data on pages with admin access (e.g., FAQ, calendar, Home Page, Rider Record newsletter, meeting minutes for committees, etc.)
Provide security privileges for others who need access to specific pages (e.g., Career Center, PTSA Parent Emails, School Directory, Volunteer Database, etc.)
Manage the planning and development of a limited number of new website features each year, within the allocated PTSA budget
Track direct expenses for website upgrade and report to PTSA board
Requires high speed internet connection, regular access to email
Requires working knowledge of Microsoft WORD and Microsoft EXCEL

Time Commitment

Approximately 8 hours per month for upgrades
Approximately 4 hours per month for data updates throughout school year
Approximately 16 hours of update time during August/September for new school year updates
2-4 hours per month for website team meeting and other contacts.

Rider Record Newsletter Editor - Communications

Primary Responsibilities

Produce six issues of the Rider Record each school year, beginning in August.

Set themes, solicit articles, edit submittals, format and lay out each issue
Deliver publication-ready document in Microsoft Word to printer (via email)
Requires good communication (primarily via email) with key authors for each issue, sending an initial request and follow up reminders
Requires high speed email connection
Requires working knowledge of Microsoft WORD including formatting and editing features
Editor does not require generate articles for the newsletter
Requires review of past year's issues for similar articles and prompting current author for updated article
Requires review and minor grammar/formatting of every article in newsletter

Secondary Responsibilities

Coordinate article topics/school calendar with publication date
Coordinate with VP Communications/final reviewer to do a final review before sending to printer
Coordinate delivery of newsletter with printer to distribution team for bulk mailing
Coordinate with webmaster/VP Communications to post Rider Record on website
Coordinate with webmaster/VP Communications to distribute Rider Record to families via the online email tool
Update the school/PTSA/committee author/request for articles distribution list at the beginning of the school year so the appropriate resources are contacted for request for articles

Time Commitment

Flexible hours, working from home
No school meetings required
20-30 hours per issue (one issue each six weeks to two months); workload for each issue is concentrated in a two-week period. Publishing schedule is set by the Editor and PTSA Board at the beginning of the year
First issue is due to the printer in time for copies to be printed for inclusion in First Day Packets (mid-late August)

PTSA Student Directory Coordinator - Communications

Primary Responsibilities

Manage database of student directory information provided by parents who opt in online
Access student/parent information via RHS website administration tool
Review entries for duplicates (e.g., due to user error or updating information) and reload spreadsheet via administration tool
Format spreadsheet and sort by class
Distribute an Excel file and a .pdf file via the RHS website to parents who have opted into the Student Directory listing once in September, once in October and once or twice more after Winter Break and in the spring
Requires working knowledge of Microsoft EXCEL including formatting features

Secondary Responsibilities

Coordinate distribution with VP Communications

Time Commitment

Flexible hours, working from home
No school meetings required
5 hours for first issue and first time working on RHS admin tool. 1 hour for subsequent distributions. There is a step-by-step set of instructions for reviewing, formatting and distributing the Student Directory

Membership - Organization

Primary Responsibilities

In June begin working on the letter that goes in the opening day packet with the information on how the PTSA funds are spent, you need to work with the Co-Presidents on the content and they need to sign the letter
In August you need to order the membership envelopes to be delivered at least two weeks before school starts
The letter and envelope need to be stapled together and delivered to the school to be put in the opening day packets. Check with opening day packet chair for the number needed and when and where they need to be delivered
As the envelopes are returned to the school you need to go in once a week in September and October to collect them. You then enter then names and amounts in an excel database and turn in the money to the treasurer as soon as possible after you complete a batch. You also need to enter the members online in the State PTSA membership site. The first dues to the State are due in October and the final total is due in January

Secondary Responsibilities

Attending the Open House at Roosevelt to promote membership and making regular updates in the email bulletin and the Rider Record.

Time Commitment

8 - 10 hours over the summer
10 - 12 hours in both September and October
2 - 3 hours November through January

Golden Grads Luncheon Coordinator - Organization

Primary Responsibilities

Work with Dr. Beaston to provide special lunch for approximately ten Golden Grad members in early April. This is a thank you luncheon for their work in helping support and select students for RHS scholarships. Dr. Beaston sets the date and RHS location. Parent volunteer arranges for catered lunch on a modest budget, delivers and sets up the lunch, and returns all non-disposable items to the caterer.

Volunteer Coordinator - Organization

Primary Responsibilities

Collect volunteer information from parent volunteers and provide information to various PTSA and school organizations and department requesting volunteer support throughout the year
Request information from the RHS webmaster of those who have opted in to volunteer online

Secondary Responsibilities

In August, work with RHS webmaster to update the volunteer positions on the RHS Volunteer webpage
Provide the RHS webmaster with an updated Volunteer Form for posting on the website (in late August)

Time Commitment

Flexible hours, working from home
No school meetings required

First Day Packet Coordinator - Organization

Primary Responsibilities

In August, begin to coordinate with the school and other organizations to compile the materials for the first day packets. Send information to the email coordinator for an email to go out to sign up volunteers to stuff the packets on Rough Rider Day (typically the Tuesday before school starts).

Secondary Responsibilities

In September, go to the Main Office one to two times a week to collect the returned packets and sort and distribute any materials that are returned with signatures or checks.

Time Commitment

8-10 hours in August coordinating the materials and volunteers.
6 -8 hours overseeing the packet stuffing in the library
8 -10 hours retrieving packets and distributing the materials
No school meetings required

School Tour Parent Representative - Organization

Primary Responsibilities
Work with the ASR and ASR faculty staff member to help with 8th grade tours which typically are held during weekdays and one evening in February. Coordinate parent volunteers who will assist ASR students on tour days.
Time Commitment

2 - 4 hours in December/January
3 hours per tour (there are usually four tours) during February

No-Bake Bake Sale Coordinator - Organization

Plan and manage annual campaign that funds teaching positions at RHS
Coordinate with RHS fiscal secretary and PTSA officers to establish annual fund raising goal
Coordinate or plan mailing campaign or other measures to solicit donations. This currently has been done via PTSA parent email with a link for direct donation through the Alliance for Education and by inserting a donation envelope in the semester report cards
From January through early March, get reports from the Alliance for Education on the donors that donated online and pick up donations from RHS office, copy each one, develop and update spreadsheet of donations, return original check or credit card information to Holly Poulias, RHS Fiscal Secretary for transmittal to the Alliance for Education who manages the funds and generates tax statements. Retain a copy of the donation in the event of future questions. Implement a donor thank-you procedure
Write brief campaign updates for the parent Email and the Rider Record

Secondary Responsibilities

Coordinate webpage changes with the RHS webmaster, if any
Send kick off and status emails to the VP Communications for distribution to those who have opted in to the RHS email list via the RHS website

Time Commitment

Flexible hours, primarily in the evenings from home, November – early March
10 hours coordination November and December, 16 hours in January, 10 hours in February, 4 hours in March
From January through early March, requires collection of donor information and checks at RHS office. All other activity can be performed at home

Class Parent Representatives - Organization

Primary Responsibilities

Plan and manage class events with class officers and advisors, plus activity director
Help to direct and assist the class officers in their decision-making processes
Freshman - junior years: dances, fundraising events, other school-sponsored events
Senior year: fundraising, Prom, Spree, senior class luncheon, and graduation

Secondary Responsibilities

All years: volunteer opportunities, community-building activities such as Back-to-School potlucks, Spring BBQs, parent parties, etc.
Send changes in committee membership and fundraising activities to the RHS webmaster to be updated on the Class Fundraising page and also to the PTSA VP Organization
Assign a committee member to be in charge of the financial aspects of your fundraising and to work with the Recreation Treasurer

Time Commitment

Parent representatives are expected to serve for all 4 years. The class representatives change each year, but the parent representatives don’t
Depending on the activities, time commitment ranges from a minimum of one meeting per month, up to bi-weekly or weekly meetings. As parent class representative, you are also the head chaperone for your class and required to arrange for parent volunteers and attend class-sponsored dances

For more information on current class representatives, visit the Class Fundraising page.

Senior Luncheon Coordinators - Organization

Primary Responsibilities
Coordinate a committee of volunteer parents to plan a lunch for seniors, generally held on the day of morning practice for Commencement. Initial meeting with volunteers is best done in the November timeframe to target and secure the location for the lunch. Duties are easily distributed amongst volunteers and include: Secure the location; arrange catering; work with Ford Production to make slide/music show; sell tickets; arrange bus transportation to/from practice location; meet with class reps to coordinate collecting photos of students and selecting class entertainment; set up and cleanup; decorations (primarily balloons). Attendance for this lunch is subsidized by Class fundraising activities, and exceeds most other senior activities.

Senior Awards Night Coordinator - Organization

Primary Responsibilities
Coordinate simple refreshments and decorations for Senior Awards Night in early June. Work with Dr. Beaston and the Counseling office to confirm date, venue, tables, other facility needs. Work with parent volunteers to purchase and/or secure donations of food and beverages, supplies, and floral decorations for the event. Coordinate volunteers to set up, serve, take down, and clean up on the evening of the event.

Time Commitment

Event is held on a weeknight in early June
8-10 hours coordination and purchasing time during May
Set-up, serving, and take-down totals about 3-4 hours

Rough Rider Day Coordinators

Primary Responsibilities

Coordinate day’s events with Activity Coordinator (Melissa Boswell) and school.
Set-up and provide signage for Rough Rider Day, Commons and Small gym. Five stations: Schedules, Lockers, Metro Passes, ASB/Yearbook and Pictures tables and signage Front Hall, Welcome and Direction signage
Find and coordinate approximately 40 volunteers to work at the five stations

Secondary Responsibilities

Collect suggestions for next year
Update notebook

Time Commitment

10 - 14 hours emailing volunteers, creating schedule, signage, and meetings with Melissa between the end of July and throughout August
1 - 2 hours setting up on Friday before Rough Rider Day
8 hours on Rough Rider Day