How to Create Effective Standing Rules for Your PTO

As an essential component of organizational governance, standing rules play a vital role in maintaining continuity, clarity, and efficiency within your Parent Teacher Organization (PTO) or Association (PTA). Whether you are creating or revising your PTO’s standing rules, let’s explore how to get started.

What are Standing Rules?

A list of standing rules help to guide internal procedures and operations of a nonprofit or group such as PTA or PTO. They are typically established by the governing body or board to conduct meetings and operations efficiently.

PTOs and PTAs can tend to have higher turnover than other types of nonprofits, so there may not always be a lot of time to pass on knowledge to new members. This is one of the benefits of well-crafted standing rules. When customs, formalities and “the way things are done” are in writing, new members feel more “in the know” and do not need to perpetually ask long time members what to do, and when. This can range from security procedures to whether or not refreshments are served.

How are Standing Rules Different than Bylaws?

Standing Rules are distinct from bylaws, which outline structure, purpose and fundamental principles. Instead, standing rules provide detailed instructions on day-to-day operations, meeting procedures, and other recurring activities within the organization.

Can Standing Rules be Amended?

Yes, there’s always an option to amend your PTO’s standing rules, but you’ll have to check whether the process for that is in the bylaws or the Standing Rules themselves. In the absence of specific guidelines, consider adding a procedure to your Standing Rules as you edit them.

Create PTO Standing Rules: 20 Questions to Consider

Here are some questions that your own Standing Rules might answer:

• When do association and executive meetings take place?
• At what time and where are meetings held?
• Who prepares the calendar of events for the year?
• Who approves the calendar?
• How are committee members selected?
• What are each chair’s responsibilities?
• Who prepares notices?
• Who approves notices?
• What and when are all of the group’s deadlines?
• What expenses incurred by board members are paid by the group (Leadership Conference, dinners, etc.)?
• What assets does the organization own and where are they located?
• Are name tags required at meetings?
• Who is responsible for introducing guests?
• Who should take the minutes in the absence of the secretary
• Who is responsible for opening up, setting up the meeting, etc.
• Is there a seating arrangement?
• What, if any, refreshments will be served?
• What are the security procedures?
• What is the policy on using recording devices?
• Finally, a statement that Bylaws Rule Over Standing Rules should be included in this document.

With the day-to-day procedures established and in-place, your parent group can operate more efficiently. What types of things are in your Standing Rules? Let us know in the comments!