Contact Information for Your Executive Board
DUE: No later than June 15 every year
SUMMARY
The names and contact information for your Executive Board should be submitted to Virginia PTA by June 15 every year via Givebacks. Not only does this ensure your PTA receives important reminders and resources, but it also provides your incoming Executive Board with administrative access to your Givebacks account, which offers a wide range of PTA management and communications tools in addition to being the main storage location for all legal and compliance documents related to your PTA. Your outgoing President or Secretary should enter Executive Board contact information for the new school year immediately after your officer election, no later than June 15. (Committee chairs, which are appointed by the incoming Executive Board, may be added to Givebacks whenever they are appointed.) Even if you are serving a second year of a two-year term, you must submit contact information for the new fiscal year. Please also remember to include the names and contact information for your school’s principal and any teacher/staff liaisons to your PTA. If you have officer vacancies, you should still submit all elected and/or appointed positions as of June 15.
ADDITIONAL INFORMATION
Please note that per the Uniform Bylaws, only one (1) person may serve in each officer or committee chair position. This maintains voting rights, provides accountability to your members, ensures email responsiveness, and protects you as an individual officer/chair. If more than one person is interested in a specific role, your Executive Board may appoint additional committee chairs (and committee members) to support a specific area of work. Alternatively, your General Membership can vote to change your Organizational Structure Form to add additional vice president titles and positions. Note that all contact information is considered confidential property of Virginia PTA and is never shared or sold to any outside party.
PLEASE REMEMBER
- Enter ALL officers and committee chairs, as they are elected/appointed.
- Include your Principal!
- YOU MUST UPDATE CONTACTS ANNUALLY, even if it is your second year in a position.
- PTA position email address may be used for each individual. Please ensure you enter the names of your new officers and do not allow the autofill feature to populate the name.
- Newly added Officers and Committee Chairs will automatically receive an email from Givebacks welcoming them to the system and providing links to training resources
INSTRUCTIONS TO SUBMIT OFFICER CONTACTS
- Log into Givebacks
- Click “Compliance” in the left-hand modules menu bar
- Click “Submit Officers”
- Change the year to 202X-202Y in the right corner of the screen
- Click “Add An Officer”
- Enter contact information including name, role, and email address.
View Video Tutorial to Submit Officers and Log In for the First Time.
NOTE: You can update officer information throughout the school year if you fill a vacancy or need to change an email address. However, after June 30, past year officer information cannot be updated or removed. Prior year officer information remains in Givebacks for state-level PTA data records and while you can view past year officer information, it can not be edited, and is not used for on-going communications.
IF YOU ARE MISSING OFFICERS FOR THE NEW SCHOOL YEAR
This happens from time to time. It’s okay. You should still provide the contact information for ALL officers that have been elected as of June 15th. Your nominating committee should keep working through the summer to identify candidates for open positions. In the late summer or fall when your General Membership elects an officer for the open position, you can update the contact information following the election.
PTA EMAIL ACCOUNT MANAGEMENT RECOMMENDATION
Many PTA volunteers use PTA specific email addresses to separate PTA work from their personal emails. This makes email management easier and helps transition important resources to the incoming officers to maintain continuity within your PTA.
Consider opening a Google for Nonprofits account to centrally manage all PTA email addresses for your PTA board. The Google for Nonprofits account provides your PTA with access to Forms, Google Meets, and a shared Google Drive and other helpful resources. Setting up your Google for Nonprofits account with a domain name enables you to have position specific email addresses like President@SamplePTA.org for each all of your Board members and committee chairs.
If you are using Google for Nonprofits with a domain name (e.g., President@SamplePTA.org), you can also consider adding an alternate email address (also called an alias) to your President@SamplePTA.org email account (e.g., First.Last@SamplePTA.org). This would allow you to use two different email addresses to send/receive email within the same email box. This can be helpful if you need a unique identifiable email address, but want to maintain continuity from year to year and in newsletters and other external communications using a generic (Position@SamplePTA.org) email address.
Learn more about how Givebacks can benefit your school community and get resources to help grow PTA Membership in your school.
