Coordinator Resources
Sign Up Genius Tutorial
Please create Sign Up Genius using the PTO President account, whenever possible. This way the forms can be reused year to year across events.
Helpful Hints for Coordinators
Use the binder provided for you. It should be full of past event info. Hints, pitfalls, vendor info, costs, etc. Please keep this updated!
Remember to keep your Exec Board Liaison advised of all meetings and up to date on your progress. Highlight problems early!
Call your Exec Board liaison with any questions or concerns. They are there to help and support you.
Research, initiate, plan and carry out your committee work for the year. Make sure you and all of your committee members keep track of and submit their hours worked on this event.
If you wish to make a presentation to Exec Board, contact the president and ask to be placed on the agenda.
Don’t go over your budgeted amount without first getting approval from Exec Board.
Contracts must have the PTO Exec Board’s approval before signing and are only to be signed by the president.
Use SignUp Genius for volunteer sign up!
Make your requests for volunteers very specific. Try and keep all information brief, informational and complete. Utilize email and SignUpGenius.com - Save Trees! Make sure to receive prior approval on all general correspondence from the principal and leave an original with the front office staff in case additional copies are needed.
Document your event with photos!
Don’t forget to thank your volunteers and submit their names to the newsletter. Write thank you cards within two weeks of completion.
Make sure and complete an event evaluation/lessons learned form, maybe at a celebration of your committee’s success. If possible, attend the PTO membership meeting where your event is an item for the Discussion Forum at the end of the meeting so you can get ideas for next year.
Don’t forget to congratulate yourself for a job well done!
Update your binder with any new info!
If you will not be running the event the following year please turn in binder to PTO President after your event.
Money
Getting Reimbursed for Expenses
Turn your receipts in promptly to the treasurer attached to a check request, located in the PTO Treasurer mailbox. Make sure to indicate which budget item (the event) the money is to come out of. If you are not asking to have your expenses reimbursed, tell the treasurer the amount and budget item and they will put it down as a “family donation” so we can get a true cost accounting. Additionally, if you have a committee member/volunteer requesting reimbursement, please have them turn their receipts with a completed check request to you. Please initial the request prior to submission to the treasurer so the treasurer knows it has been reviewed by the coordinator. This will help to ensure that programs/events run within budget.
For a reimbursement form: Reimbursement Request Form
Submitting a Check Request for Direct Payment to a Vendor
Contact the treasurer with a check request filled out with the vendor invoice including vendor name and amount so a check can be written in advance. Documentation is needed to write a check.
How to get a Tax-Exempt Certificate
Forms located in the PTO mailboxes at Euclid or contact the Treasurer, Greg Gentry at EuclidPTOtreasurer1@gmail.com.
How to get a Tax Receipt from the School for Donations
Contact the treasurer, Greg Gentry at EuclidPTOtreasurer1@gmail.com
Cash Box for Events
Fill out a Check Request form and contact the treasurer several days before the event to let him/her know the amount and type of change you will need for a bank. Metal cash boxes are available for use in the front office. Be sure to use the Money Count form inside the box once it has been received and then prior to turning the box in.
Monies collected at Events
For cash and check collections, two individuals must be present and both need to verify amount. For checks, each check needs to be logged on collections log. All cash and checks along with collections log need to be received by the front office to be locked up or directly delivered to the treasurer for after-hour events. If delivery to the treasurer is not possible, contact a Board member.
Contracts
Contracts must have the PTO Exec Board’s approval before signing and are only to be signed by the President.
PTO Operating Policies and Guidelines
VIPS would like to remind all volunteers of the Code of Ethics for volunteering with Euclid.
The teacher/staff member/administrator must be recognized as the person in charge and the one whom the students owe their primary attention.
A volunteer keeps confidences. Conduct yourself in a professional manner and please do not discuss a child with anyone other than the teacher or administrator.
A volunteer is reliable and prompt. The school staff/event coordinator/students depend on you. If you must be absent, please make arrangements to have your time covered by another volunteer. If you need help, talk to the teacher or program coordinator.
A volunteer is neat in appearance and sets a good example for the students.
A volunteer is patient with the students and realizes she/he is there to help the children.
A volunteer show personal concern for the students with whom he/she works.
A volunteer helps to widen the horizons of the students by being a concerned, helpful, friendly person.
Euclid PTO Email Policy
Coordinators of events may send out emails to their committee members as needed per their event. These emails should be generated and sent using your personal email or Signupgenius.com. These emails do not need approval from the communications team or the principal.
Coordinators are not allowed to send all school emails without Board president and school office approval. All school notifications about events should be done via the enewsletter. Deadline is the 15th of each month. Email the PTO President at euclidptopresident@gmail.com with your submission.
Other subject line emails may be sent as quick reminders of due dates. These will be sent through the PTO President as requested by coordinators.
Process for Failure to Follow the Euclid Volunteer Code of Ethics and Communications Guidelines
Procedure for Coordinators
First Offense: Discussion with VIPS OR PTO President
Second Offense: Discussion with VIPS AND PTO President
Written / signed corrective agreement
Third Offense: Lose coordinator status
Procedure for Volunteers
First Offense: Discussion with event coordinator and VIPS OR PTO President
Second Offense: Discussion with event coordinator, VIPS AND PTO President
Written / signed corrective agreement
Third Offense: Dismissal from the event / committee
*** Immediate dismissal may occur for specific offenses such as issues related to safety, confidentiality, and inappropriate personal conduct.
I agree to follow the Euclid PTO Policies and understand the Code of Ethics and Communications Guidelines. Additionally, I have read through the Coordinator and PTO Manager Procedures.
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Signature Date
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Printed Name
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Event(s) coordinating