PTSA

I'm a PTSA leader/volunteer. Now what?

1. Join Redmond El PTSA.
2. Complete LWSD Volunteer Application Process.
3. Subscribe to HawkFlash (weekly email newsletter).
4. Use the HOW TOs and FAQ on this page.
5. Remember we are all parents doing this for the kids! Let's have FUN and MAKE a difference.


ADMINISTRATION-REDMOND EL.

  • Apply for and receive volunteer approval from LWSD before beginning your volunteer assignment. Here's the link
  • Always sign in on the Visitor Log in the Redmond El main office while volunteering or working on PTSA business at Redmond El.
  • Always wear a Visitor or Volunteer badge while at Redmond El

How to schedule an event/program with Redmond El staff?

  1. Get PTSA Board approval for the date(s) and time of your event if it is not already on the approved schedule.
  2. Discuss with your VP, then email the Office Manager at Redmond El regarding your request to set up an appointment to meet and discuss the details. It is likely you will need to complete a Building Use form as part of the process.

How do I get to school for PTSA program outside school office hours?

Contact the Office Manager at Redmond El for approval and instructions.

 

How do I get information to teachers? 

If you need to contact an individual teacher, find his/her email address on the school's Staff Directory. If you have event or program info for all teachers, first check with your VP or the PTSA president for approval. Then check with the Teacher Representatives who sit on the PTSA board. You can see them at a PTSA board meeting or email teacherrep@redmondelptsa.org.

 


ADMINISTRATION-PTSA

How is PTSA organized? I'm a chair - who is my VP (vice-president, who a chair reports to)?

See our reporting organization under Leadership Contacts.

 

What are our Standing Rules?

Click here to read our Standing Rules.

  

What is our Unit Number?

Redmond Elementary PTSA is registered as Unit Number 2.8.46. We are a unit within the Lake Washington PTSA Council, which is 2.8. We are one of twenty-nine elementary PTSA/PTAs within the LWPTSA Council. Our region within Washington State PTA is Region 2. 

 

How do I run my event or program?

Meet with your VP, check for a binder and materials in the PTSA office, look in the appropriate folder and files on O365, ask the webmaster if there are related website pages already built (if needed), research ideas online, get creative! Especially if you are a VP, attend any and all appropriate training provided by Washington State PTA or Lake Washington PTSA Council. These are excellent resources and provide opportunities to share ideas with neighboring PTAs. Work with Redmond El staff according to the above instructions. If you will be selling anything at your event, contact treasurer@ well in advance to get a supply of start-up cash change and the cash boxes you will need.

 

What is my program/event budget?

The summarized budget is posted online here, but check with your VP for details.

 

How do I schedule my event in the PTSA calendar?

If your event is not already on the approved calendar, contact your VP and the president with your schedule request.

 

How do I schedule and/or set up my event with Redmond El staff?

Contact the Office Manager at Redmond El for approval and instructions.

 

How do I get into O365 OneDrive Sharepoint?

This is the cloud where we store PTSA documents, flyers, instructions and more. Our webmaster will contact you with instructions on how to access this important resource. Email webmaster@redmondelptsa.org with any questions.

 

How to get reports (ticket sales, volunteer sign ups, etc) from our website?

Contact our webmaster about granting you access to reports and helping you build the report you need. It is possible that your VP will be the one to access and run reports, then send the results to you. Once you have access, check under Reports and Managed Shared Reports because what you need may already be there.

 

Where is the PTSA office?

In the Redmond El building around the circle hall across from the counselor's office and the hall to the cafeteria. It is marked with our logo.

 

What is in the PTSA office?

Event and Program Files in binders, office supplies, posters, easels, and so much more.

 

How to take care of the PTSA office?

Keep the table clear for meetings. Use the designated counter space for upcoming events. Clean up after your event and replace all materials to their proper spot.

 

Do I have a PTSA mailbox?

You might! Mailboxes for board and chairs are in the Red El main office near the entrance to the nurse office. Ask your VP or another PTSA member for assistance. 

 

When and what are board meetings?

Scheduled by the board once a month, board meetings bring together all board members and select school officials to discuss PTSA and school business. Chairs are encouraged to attend, especially if their event is upcoming. All PTSA general members may attend board meetings, however attending members (beyond board) have a voice at the discretion of the presiding officer.

 

What is a board report and how do I send one?

If you are a chair and you have an event/program update to share with the board, email the information to your VP. Your VP will collect your report with others and send to PTSA secretary (secretary@redmondelptsa.org) to be included in the board reports for the upcoming board meeting.

 

How do I get an item on the board meeting agenda?

If you are a chair, email or discuss the item with your VP. Your VP will email the PTSA secretary (secretary@redmondelptsa.org) to get the item on the agenda.

 

When and what are general membership meetings?

At least 3 general (all PTSA members) membership meetings occur during the school year and dates/times are announced by the board by electronic newsletter and PTSA calendar. Some votes (budget, electing board members, changes to Standing Rules, etc.) require attendance of the general membership.

 

How do I know if someone is a paid member of Red El PTSA?

To check your own status, you can (a) check your email for a "Welcome to Washington State PTA" email from the Red El PTSA president, (b) look at your website account to see if you paid for membership online, or check your checking or bank records if you turned in a paper membership form. If you are on the board or a chair person, you can find the current Member Roster on onedrive/O365/sharepoint under Documents > Secretary > Member Roster. You can also ask the membership chair at membership@redmondelptsa.org.

 


COMMUNICATION

** Do NOT reply ALL on emails unless you are positive you need/want to REPLY ALL.
** Use blindcopy (BCC) when emailing multiple parents or group lists instead of CC (for privacy).

 

How do I contact a specific board member or chair person?

Use the email alias found on the PTSA Contacts page.

 

How do I contact all PTSA board members and chairs?

Use the email alias boardandchairs@redmondelptsa.org. This alias includes the school principal and teacher representatives. 

 

How do I contact only the PTSA board members?

Use the email alias board@redmondelptsa.org

 

How do I submit an article with event or program information to HawkFlash?

(HF is our weekly email newsletter that is emailed to all subscribers; no PTSA membership required.) Email your submission to hawkflash@redmondelptsa.org by weekly deadline.

 

How do I get something posted on facebook?

Contact likeus@redmondelptsa.org.

 

How do I get something put on the website?

Contact webmaster@redmondelptsa.org.

 

How do I get something put on the bulletin board by the front door?

Contact communication@redmondelptsa.org.

 

How do I make a PTSA flyer? 

First, check O365 for a flyer similar to the one you need so you don't have to start from scratch. You can also ask your VP or the previous chair if they have a copy of last year's flyer. Make sure it has a PTSA logo on it. Make it half-page, meaning two flyers per 8.5 x 11 sheet of paper. Modify it to match your needs. Then get a copy (email a .pdf) to your VP for approval.

 

How do I get my event/program flyer approved by my VP?

Email your VP at the correct email alias found on the PTSA Contacts page.

 

All PTSA flyers must include a PTSA logo. How do I get a PTSA logo? 

Email president@redmondelptsa.org and request the logo image. 

 

How do I get copies made of a paper flyer and then distributed to every student? Also know as Kidzmail!

(Kidzmail goes in to each student backpack each Thursday.)  Get a hard copy of your flyer on white paper to the Kidzmail mailbox in the main office on Monday. Our Kidzmail chair will make copies early Tuesday morning and distribute to teachers who will in turn distribute to students to take home to parents on Thursday. 

 

How do I submit an e-flyer (electronic flyer) to Peachjar?

(Peachjar emails to all Redmond El community members signed up to receive emails from Red El.) 

  1. Read LWSD's Flyer Guidelines and Requirements for PTSAs.
  2. Complete Flyer Submission Form for PTSAs.
  3. Email the Flyer Submission Form and a .pdf of your flyer (which should be full page 8.5 x 11) to the Secretary in the main office at Redmond El. She will approve and submit the flyer to the Peachjar system.

 

How do I get information to teachers?

If you need to contact an individual teacher, find his/her email address on the school's Staff Directory. If you have event or program info for all teachers, first check with your VP or the PTSA president for approval. Then check with the Teacher Representatives who sit on the PTSA board. You can see them at a PTSA board meeting or email teacherrep@redmondelptsa.org. 


FOOD

Who needs a food handler/worker card? 

At least one supervisor at any event serving food (bake sale, popcorn Friday, pizza at any event, etc). Preferably all volunteers will obtain a card so that PTSA is not reliant on the attendance of just one individual.

 

How do I get a food handler/worker card? 

A quick online process through King County is found here. The cost is $10. Contact the PTSA treasurer regarding reimbursement so it will cost you nothing but time.

 

Who gets to use the utensils/plates/napkins/water bottles in the PTSA cabinet?

If your PTSA event requires materials found in the PTSA cabinet (located in the commons/cafeteria), first check with your VP to know if there are supplies already designated for the event. You might need to buy more supplies with your own money and then submit for reimbursement. If you have a small PTSA event and just need a few items, take them! But notify your VP if you take the last of any item so no other VP or chair is surprised when the cupboard is bare.

 


MONEY

VPs and Chairs are responsible for managing their line item budget and all income and expenses that go with their event or program. You must count income and turn it in with a report to the Treasurer. Likewise you must track your expenses and turn in receipts for reimbursement. Please do turn in your receipts because we need to know exactly how much an event costs. Contact treasurer@redmondelptsa.org.

 

What is my program or event budget? 

The summarized budget is posted online here, but check with your VP for details.

 

How do I get reimbursed for my expenses?

 If you have made purchases for your event, fill out a Request for Funds or Reimbursement, attach original receipts and put in the PTSA Treasurer mailbox in the Red El main office. Forms are also available in the PTSA office in a labelled file on the counter.

  

How do I sell stuff at my event?

If you will be selling anything at your event, contact treasurer@ well in advance to get a supply of start-up cash change and the cash boxes you will need during the event. 

 

How do I count money received (cash and checks) by your program or event? 

Two unrelated PTSA members must separately count and sum up the cash and checks. One fills out the Money Received Receipt and both sign it once the second count agrees with the first count. Place all checks and cash and the Money Received Receipt into an envelope together (get any blank envelope from PTSA office). Seal the envelope and label with event information and date received. Forms are also available in the PTSA office in a labelled file on the counter.

 

How do I report cash and checks money received to Treasurer? 

Fill out the Money Received Receipt and get a second PTSA member to count the money and sign the form once the second count agrees with the first count. Place all checks and cash and the Money Received Receipt into an envelope together (get any blank envelope from PTSA office). Seal the envelope and label with event information and date received. Forms are also available in the PTSA office in a labelled file on the counter.

 

Where to safely put money received? 

Preferred method is to hand to PTSA treasurer at event for immediate deposit into bank. Contact Treasurer or refer to Treasurer information for other options.

 

How do I report online money received to Treasurer? 

Follow the instructions on the Paypal Money Received Report.


VOLUNTEERS

** Use blindcopy (BCC) when emailing multiple parent volunteers or group lists instead of CC (for privacy).

 

How do I find volunteers? 

We track volunteers on this website to create a list we can email volunteer requests to. Sometimes we also use a separate sign up page for a specific event, send a hard copy paper flyer in Kidzmail, put in HawkFlash and post on this website. If teenage volunteers are a good fit for your event, call Redmond High School and Redmond Middle School and ask for the Honor Society coordinator. They will often post volunteer opportunities for their students who need community volunteer hours. At the event, these student volunteers will need you to sign their volunteer forms to verify the time they spent volunteering for you.

 

How do I thank volunteers? 

We love our volunteers, and we hope they know it! When possible, thank volunteers before, during and after the event via email, in person, an announcement, in a HawkFlash article, on facebook, in website Announcements, or with a handwritten note.