How to Volunteer
There are many ways to get involved with Alisal's PTA. Contact volunteers@alisalpta.org to get started.
Information for Committee Chairs & Members
Programs and events at Alisal would not be possible without our committee chairs and committee members. Thank you for volunteering!
Getting Started
The best place to start when taking on a new committee or event is to meet with the volunteer who put on the event before you. This will assist in budgeting, planning, and execution for your event or program.
Make yourself aware of the dates of your event/program and work backwards to set up deadlines for any promotion, communication, or meetings you need to make your program/event happen.
The PTA has a storage shed on Alisal's campus with items and supplies you may need. A prior volunteer or board member will help you get access to the shed to see what supplies we already have on hand.
Request access to your committee/event's Google Drive folder by contacting: volunteers@alisalpta.org or the volunteer who did your job before you did.
Remember to ask for help if you need it from prior volunteers, the Executive Board, and/or president@alisalpta.org.
Budgeting
If your program or event has a budget, make sure you are aware of that amount by attending an association meeting and/or emailing treasurer@alisalpta.org. The elected Executive Board will present and approve a preliminary budget at the final association meeting of the school year, and the annual budget will be approved at the first association meeting of the school year. All committee chairs and members are encouraged to attend these meetings and are responsible for being aware of and following the approved budget for your program/event. Should you encounter any issues with your budget, please email treasurer@alisalpta.org; be mindful that any budget adjustments must be approved by the Association.
Reserving Space
If your program/event requires space on campus during the school day, please coordinate with Amy Wood in the front office to reserve your space. If your program/event requires district property/space on campus outside of the school day, you must reserve the space using Facilitron. Here is PUSD's information about facility rentals. If you need assistance making these reservations, please contact the Executive Board for assistance.
Insurance Requirements
It is imperative that all committee chairs obtain proper insurance certificates and hold harmless agreements from any vendor involved in their program/event. Requirements can be found here.
When arranging insurance, please include our Corresponding Secretary correspondence@alisalpta.org who will file all Certificates of Insurance and Hold Harmless agreements, and will be able to assist if our vendors also require being listed as additionally insured on our PTA insurance.
Signing Contracts
When signing anything in your role as a PTA Member, please always add "Representing Alisal PTA" to your signature. For example, to sign a contract with a vendor for the Carnival, you would sign: "First Name Last Name, Representing Alisal PTA." The purpose of this is to designate that you are not personally liable or responsible, and the official contract does not involve you as an individual, but rather Alisal PTA and the Vendor.
Making Payments & Getting Reimbursed
It is recommended that all vendors be paid directly by check by the Alisal PTA Treasurer. Checks are approved at each Board and Association meeting, so it is recommended that you familiarize yourself with the meeting schedule so that vendors are paid by their deadlines. All meeting dates are on the PTA and Alisal published calendars. Find the PTA Calendar on our homepage. Payment Authorization forms are due by noon on the Friday prior to Board/Association meetings.
The Payment Authorization Form needs to be filled out and turned in to the Treasurer mailbox in the copy room on campus in order for a vendor to be paid directly or for you to be reimbursed. If you are requesting reimbursement, be sure that photocopies of your receipts are attached to the form. If you are filling out the form so that an external invoice can be paid, please include two copies of the invoice and make sure the mailing address for the vendor is written on the authorization form; the Treasurer will write the check and mail the payment according to what you fill out on the form.
If you have questions about filling out this form, please email the Executive Board for assistance.
Communication & Promotion
PTA has access to Canva for free via our non-profit status, and is what we use to make promotional materials for both print and digital purposes. Please email volunteers@alisalpta.org if you need help accessing Canva.
Graphics Instructions
We recommend using Graphics for printing needs for your event/program. Information about graphics can be found here. You cannot use the digital Storefront, but you can fill out the fillable request form and email it to them. When filling out the form, write "Alisal PTA" on the "School/Site/Company" line. If you choose to have items delivered to school, look for them in the staff room, you will not be notified when they arrive. Allow 5-8 working days for material to be printed.
Be sure to price out your job and make sure that the cost will be covered by your budget.
Communications Instructions (Around Alisal & Social Media)
To schedule promotional posts for your program/event on Parent Square, PTA social media accounts, and in Around Alisal (weekly newsletter sent through Parent Square), please fill out this form. Please have copy and promotional graphics ready. If you need help with graphics, please contact communication@alisalpta.org.
Ask for Help
Every member of our PTA Executive Board and Committees are volunteers, just like you. We always do our best to provide instructions and help up front, and are always striving to improve our communication processes and passing down of information. You are encouraged to ask for advice and help at any point in your process; we want you to succeed with as much ease as possible.