Registration “best practiceS ” & INFORMATION

1. Registration “best practiceS” & INFORMATION PVP Council of PTAs MAY 7, 2018

2. District-related registration information

3. What do parents “need” to do to register their student with the district? • Complete Aeries Information • Student Information • Emergency Contact Information • Data Confirmation • District/School Authorizations • Print out Student Emergency Contact Form, Sign and Bring to School Administration • Parents/Volunteers are NOT allowed to collect these forms due to confidentiality laws • We “WANT” them to complete PTA Registration, but not required

4. District REGISTRATION BEST PRACTICES: • Include only PTA-related “necessary” information in site registration packets • Encourage School-Related Information be placed on School Websites: • Difficult for parents to read/remember while registering • Examples: school maps, traffic patterns, school policies, important school dates, school bell schedules, etc. • Evaluate information for “need to get my student registered information” vs. “nice to know” (i.e., things that can be communicated differently or at a later date) • Pare down to AS FEW PAGES as possible • Best Practice = 3 to 4 Pages • Think as a parent: • “What do I “need” to do to register my student for school?”

5. Registration dates – district calendar • High School: Tuesday, August 14 • Intermediate School: Wednesday, August 15 • Elementary School: Site Specific • Elementary Trend: • New Student Orientation Day (non-required registration day for parents/students that are new/may want help) • Collect District Registration Materials First Day of School • First Day of School: Wednesday, August 22nd • Back to School Nights: • Elementary: September 6 • Intermediate: September 13 • High: September 20

6. registration details • Provide to Council 1st VP (Amy Friedman) NO LATER than June 1st: • Registration Contact Person & Contact Phone Number • Registration Date & Time • Registration Link (if known) • Requested District Staff (i.e., technology, other) • Data Compiled by Council 1st VP and Provided to Trent & Council President

7. timeline • June 1st: Registration Details to Council 1st VP • June 15th: Provide to Council President, Council 1st VP and memberplanet (if applicable): • Site Registration Link • Site-specific Registration Flier • July 1st– July 12th: Trial Site Registration w/ PTA/Booster Executive Boards • DO NOT trial prior to July 1st (i.e., new fiscal year) • July 13th: FINAL Registration Packet Link to Trent for District Review • NO REVISIONS AFTER THIS DATE WITHOUT SITE, DISTRICT, COUNCIL & MP APPROVAL (if applicable) • August 1st: Registration Opens • August 9th (Proposed): District Registration Help Night

8. Site Administration, STAFF & PTA Discussion POINTS • What items in the registration packet can be pulled out and put on school websites? Emailed to parents separately? • What is required at your site registration day? • What can be done at different times (i.e., first day of school or after school starts)? • How can you streamline your registration day activities? • What options will your site offer to working parents / parents on vacation who miss registration day? • What communication will you be making with parents/students about registration this year?

9. Pta-related best practice information

10. Role of presidents, 1stvps& registration chairs • Attend District/Council Registration Meetings • Discuss Registration Activities w/ Site Administrator/Staff • Review Prior Year Materials • Obtain Exec. Board Approval for Registration Packet Revisions/Additions • Review, Renew & Approve Contracts (i.e., memberplanet, etc.) • Complete & Submit Registration Packet Links by June 15th • Provide to MP & Council President/1st VP for Review • Run a Trial Period from July 1 – July 12th w/ Exec. Board • Submit Registration Links to Trent NO LATER than July 13th • Once reviewed/tested – DO NOT MAKE REVISIONS • Advertise Registration Dates/Information on School Websites • Attend District Registration Help Night to Answer School Related Questions

11. Role of the incoming executive board • Vote to approve revisions/additions to registration materials • Vote to approve revisions/additions to any PTA fees • EXCEPTION: PTA Membership fees are bound to PTA Bylaws and cannot be revised without a Bylaws review • Vote to approve current contracts associated with registration (i.e., memberplanet, etc.), if applicable

12. Pta donation collection • Consolidate donation/fund collection into ONE PAYMENT FORM if possible • NOTE: Payment forms require a “payment” to be made otherwise the form will be “skipped” and your data you collect within that form will not be “saved” in your database • Exception: Fund collection to different bank accounts will require separate payment forms (i.e., Booster Clubs, ASB, etc.) • Recommended: Absorb electronic transaction fees within your operating expenses • CA law prohibits retailers (PTAs) from adding a surcharge and is under litigation

13. Pta required documentation (per student) • Parent’s Approval, Student, Family and Participant Waiver Form • NEW: Insurance no longer requires units to list out all PTA activities in the waiver • Photography Release Form • Ensure releases are obtained for EACH student on your site’s campus that will participate in PTA-sponsored activities • Full student lists will be available the 2nd day of school from your office manager to cross-check your data • These lists ARE NOT to be shared • Limit list review to one or two people

14. Pta privacy & communication release • PTA’s should protect the privacy of their members • CA State PTA Privacy Policy: • Obtain a release of contact information for parents wishing to receive PTA communications (i.e., newsletters, emails, announcements, event invitations, etc.) • Use the released information to create distribution lists within your electronic databases for the school year • IF your unit plans on sharing member information with a third-party PTA contracted vendor (i.e., yearbook, etc.), identify these activities within the release • See handout for an example release statement

15. Directory data collection • PTAs must collect directory data for school directories INDEPENDENTLY from District/school collected data • Include directory release within registration materials • OR • Send directory release information out AFTER teacher assignments have been made (elementary schools only) • NEW memberplanet electronic directory feature coming June/July as part of existing contracts

16. Room Parent selection (Elementary only) • Good News: More time this year! • Additional week between start of school and BTS night • Allows more time to cross-check Interest Lists w/ Class Lists through Office Manager • Best Practice: Solicit Room Parents through school sources (i.e., office manager / school website) as they access ALL parents – not just those that complete PTA registration packets • Best Practice: Obtain approval from site Administration / class teacher before placing Room Parent

17. The Role of the “thank you” message • Include a “Thank You” message within the Registration Process to include • Thank you for PTA payments/donations • Important Registration Dates/Reminders • Important Paperwork Reminders • Tax ID, Non-Profit Status Information (acts as their official PTA receipt for donation) • School Registration Contact Information

18. Registration Financial best practices • ENSURE your Payment Forms are linked to the correct bank account! • Monitor registration activities periodically for financial accuracy • Did someone purchase 50 yearbooks? 20 directories? • Catch them early to offer refunds as appropriate • Memberplanet Refund Fees: • There are NO REFUND FEES associated with Memberplanet Refunds • Transaction Fees cannot be refunded due to mp processor requirements • IF you receive a fee associated with a refund, contact Memberplanet immediately

19. REGISTRATION PACKET INFORMATION • MP Only: PACKET your Information! This will ensure there is only ONE electronic link to your registration materials • Necessary Registration Items: • Packet Welcome/Instruction Page • General PTA Information/Data Collection • Parent Contact/Privacy Release • PTA Photography & Participant Waiver (one page template) • Directory Release (one page template) • Donation/Payment Form for PTA “Fees” • Volunteer Opportunity / Interest Form • PEF Support Form

20. Items to consider: • TOO MANY PAGES IN YOUR REGISTRATION PROCESS? • Parents will LOSE interest and won’t want to complete • Only include “necessary” registration information • DON’T ATTEND DISTRICT TRAINING? • Contact Amy Friedman, Council 1st VP with Questions • MP DOESN’T REVIEW YOUR PACKET PRIOR TO GOING LIVE? • Unforeseen user issues and/or financial charges • LOTS of headaches • CHANGES MADE AFTER JULY 15th: • Must obtain approval of revisions by District, Council and Site Administrators

21. PTA Registration templates (MP Only) • ONE PAGE Template that combines ALL necessary PTA information together • Student Participation / Photo Waiver • Directory Information / Waiver

22. Memberplanet website builder • NEW FEATURE that will be included in basic contract pricing • Basic Website Builder integrated into current system • Calendar Function • Directory Function • Members Only Functions • and more…..

23. Memberplanet contracts • Memberplanet will be issuing contracts to school units in May in order for Incoming Boards to approve prior to July 1st • Approve contracts at May Incoming Exec. Board/General meetings • Please pay 2017-18 Contract Fees • Several schools haven’t paid as of yet – please review

24. Memberplanet registration issues 2017 • Units Having Access to Help Calls from Unit Members • Memberplanet can copy someone from your unit on all support calls from unit members • Would you want this?? • Paypal Non-Profit Lower Processing Fee of 2.5% • Paypal processing has limitations • Paypal cannot process multiple accounts in a packet (i.e., PTA, Booster, Clubs, etc.) • Memberplanet processing CAN allow for multiple accounts in a packet (unique to memberplanet) and therefore is standard 3% processing fee

25. Memberplanet Instructions & Training • Memberplanet instructions for common activities included in your materials today • How to Issue a Refund • How to Create Smart Lists • How to Create Distribution Lists • Memberplanet Contact Information • Memberplanet “How To” Training? • Does anyone want/need?