How to Start a PTO or PTA at Your Child’s School

Whether it’s the need for playground equipment or funding for a class field trip, classroom supplies, technology upgrades, extracurricular programs or staff appreciation events, there are many reasons Parent Teacher Organizations (PTOs) or Parent Teacher Associations (PTAs) get started.

In a nutshell, a PTOs and PTAs support a variety of activities and initiatives designed to enhance the educational experience and foster a strong school community. This guide will walk you through the steps to establish a PTO or PTA, from initial planning to execution.

Do you have enough interest?

Before diving into the logistics, gauge interest among parents and teachers. Host an informal meeting and send out a survey to see if there is enthusiasm and support for starting a PTO. One of the biggest challenges we see with PTOs and PTAs is lack of volunteerism, so this is a crucial first step.

In attendance at this meeting you might have parents, teachers, other school staff, the principal and other administrators, and even as far as school district staff. Together, decide why you need a PTO or PTA. Identify preliminary but specific needs and goals. Clarifying your objectives will help you attract like-minded members. Administrators can provide valuable insights and resources, and it’s important to understand district guidelines and restrictions.

Understanding PTOs and PTAs

What is a PTO?

A PTO is a formal organization composed of parents, teachers and school staff that collaborates to support the school and its students. Note that a PTO is different than a PTA. Parent Teacher Associations follow guidelines from State and National PTAs. PTOs are independent and not affiliated with a national organization, giving them more flexibility in their operations.

Other types of independent organizations we commonly see at MoneyMinder are below. Setting up these organizations would be the same as setting up a PTO.

• Parent Teacher Student Organization (PTSO)
• Parent Advisory Council (PAC)
• Parent Faculty Club (PFC)
• Parent Teacher Group (PTG)
• Parent Teacher Organization Council (PTOC)
• Community Coalition
• Community Association
• Home School Organization (HSO)

What is a PTA?

At their core, PTAs are member-led and member-run, independent associations with over 20,000 units nationwide. But unlike PTOs, each unit is linked to their State and National PTA, forming a nationwide network dedicated to advocating for children and youth.

Although it varies by state, the general structure of PTA looks something like this:

For over 125 years, the PTA has been advocating for children. PTA’s mission is “to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children”. Each PTA operates independently while still being connected to State and National PTA.

PTAs provide programs, activities and services to support students, teachers, and the greater school community. This guide will walk you through the steps to establish a PTA, from initial planning to execution.

PTAs can serve in:

• Elementary
• Middle
• High School
• Early Childhood
• Special Education
• Parent Teacher Student Associations (PTSAs), which provide youth with the opportunity to be involved as well.

How Much are the Fees for PTA?

In exchange for access to the resources provided by these larger bodies, PTAs pay State and National dues every year. These fees can vary based on state, size of the unit and other requirements. Regardless of the amount your PTA unit chooses to charge for membership, the portion that goes to State and National PTA remains the same.

Some groups find that they receive immense value from these larger entities making the membership dues worthwhile. It’s up to you and your school group to understand the differences and determine if PTA or PTO is the best fit.

How is PTA Different than PTO?

While both consist of parents and teachers working together for the betterment of students, PTAs are different than PTOs in several ways. PTAs, affiliated with State and National entities, offer a structured platform for members to access an array of resources and benefits including ideas, information, and collaborative opportunities with other units. Being a part of PTA provides access to leadership guidance, essential resources, conventions and early notification of grant opportunities.

MoneyMinder serves all types of school groups, including PTO and PTA.

Getting Set Up: Forming a PTO or PTA

Foundational Setup Steps for a PTO

What you do now will lay the groundwork for the future of your group. You’ll want to make sure your PTO is set up appropriately and according to regulations. You will find our free getting started guide useful here, but these are the basic steps to take:

1. Draft a Mission Statement—outline the purpose and goals of your PTO to guide your activities and communicate your intentions to the community.
2. Create Bylaws—Written rules and procedures will help govern operations such as:
   • Your Name
   • Membership structure, eligibility, dues and rights
   • Officers, their duties and term limits
   • Election processes
   • Meeting frequency, procedures and quorum
   • Committees and their functions
   • Financial policies, fiscal year, budget process, financial reviews and expenditures
   • Process for amendments
   • Other policies like conflicts of interest and dissolution
3. Obtain an Federal Employer Identification Number (EIN) number from the IRS
4. File Articles of Incorporation with your state’s Secretary of State
5. Apply for 501(c)(3) tax-exempt status
6. Create effective PTO Standing Rules

Foundational Setup Steps for a PTA

If you’re sure you understand the rules, regulations, commitments and of course, benefits of forming a PTA, then it’s time to register.

Visit www.pta.org to register your new PTA!

Just like a PTO, you’ll want to make sure your PTA is set up appropriately and according to regulations. The good news is, a lot of these setup steps are taken care of for you by your state PTA. They will likely tell you that you will need at least 10 members to start a unit, and 4 of those members must be willing to serve on the board.

Be sure to ask about the specific steps your state PTA takes from here. Most likely, the PTA will then hold your first charter meeting where they will determine your membership dues, provide training, go over committees and standards of affiliation.

The State may then pay for and fill out the State and Federal forms for your Articles of Incorporation, Federal EIN number, and 501(c)(3) status. Many state PTAs have an attorney for this process. You will adopt the PTA mission statement and the local unified bylaws.

These are some great timesaving perks of joining the PTA. How nice is that?!

Next Steps: Preparing for Action

Elect Officers

Electing a board of officers is a key step in formalizing your new PTO or PTA. Common PTO positions include President, Vice President, Secretary, and Treasurer. Ensure each role is well defined in your bylaws, and hold a fair and transparent election process to create your new leadership team.

Decide on an Accounting System

First and foremost, you’ll want to decide on a PTO accounting system. There are many choices that range from traditional pen and paper to spreadsheets and general accounting software. With 20 years of parent group experience, we recommend choosing accounting software that was designed for PTOs. The learning curve is much less steep than using a general accounting tool, but it has greater efficiency, security and accountability over more manual methods like spreadsheets.

Give MoneyMinder a try. Free for 30 days.

Open a Bank Account

Once your PTO has been incorporated as a legal entity with an EIN number, you can open up a bank account. Remember, when it comes to choosing a good bank it pays to shop around. Not all banks are created equal.

Get Insurance

Does your PTO or PTA need insurance? Absolutely. You will hear us say time and time again: never agree to sit on a board that does not have adequate insurance coverage. Make sure payments are up-to-date and that the insurance provides adequate coverage. If you don’t take this step, you could find yourself financially responsible for something you don’t want to be. Learn about the types of insurance your PTO might need.

Getting Started with Your New PTO or PTA

Now that your PTO or PTA is set up, it’s time to focus on executing.

Create a Budget

The first step is to create a budget. This is a categorized chart of accounts that many nonprofits call “fund accounting”. It helps you to identify initial funding needs (incorporation fees, insurance, meeting supplies), projects you would like to fund, and potential income from things like membership dues, fundraisers and donations.

Plan for Fundraisers

Determine your fundraising goals and select activities that align with those, as well as the interests of your community. Involve your fundraising committee every step of the way.

Develop a Calendar

Your calendar of events will always be in flux, but start off strong by outlining the year of meetings, events and fundraisers. This will require close coordination with the school to avoid conflicts and maximize participation.

Communicate

What channels will you use to communicate with your group, teachers, and the greater school community? Build a communication plan and establish channels such as a website, email list, social media accounts, etc.

Engage Volunteers

The cornerstone of any small nonprofit is its volunteers. Start establishing a list of interested folks, and make a plan to recruit volunteers, including parents, grandparents, teachers and community members. You may consider a volunteer coordinator to manage this arm of your PTO.

Treasurer Success for PTOs and PTAs

For more tips and information on succeeding as the new PTO or PTA Treasurer, you’ve come to the right place. MoneyMinder is a community of small nonprofit treasurers, many of which are volunteers with school groups like PTOs, PTAs and Booster Clubs. We offer valuable insights, free guides, tips and tools to help you manage your PTO’s finances effectively.

Download our getting started guide for PTO and PTA Treasurers to get off on the right foot this upcoming school year.