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Being a PTA leader is an important role, and we know there can be a lot to learn and keep track of along the way. Whether you’re stepping into a leadership position for the first time or you’ve been involved with PTA for years, West Virginia PTA is here to help you feel confident, informed, and supported.
Our PTA Basics page brings together the information you need to successfully manage your local PTA, including Givebacks, compliance requirements, membership, officer responsibilities, and other important PTA procedures. Think of this page as your go-to place for the everyday basics of running your PTA. And remember, you’re never expected to know everything—we’re here to provide the tools, guidance, and support you need along the way.
We encourage every PTA leader to visit this page regularly throughout the year as questions come up and responsibilities change. Taking a few minutes to become familiar with these resources now can help your PTA stay organized, meet important requirements, and focus more of its time and energy on supporting students, families, and your school community.
Access the forms, resources, and guidance your PTA needs to operate effectively and achieve success.
Click here
for the National PTA website to get access to the local leader kit.
Login with your National PTA Profile to gain access is a comprehensive digital guide designed to help you learn the basics of running your PTA unit. Find just about everything you need as a local PTA leader, including guidance to help you:
select and work with your boardThese tools and templates, online resources and training courses will inform your work as you establish your PTA and volunteer roles and throughout the year, ensuring that your PTA stays on track to achieve the PTA mission: to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children.
For complete information about the Givebacks program, including setup instructions, resources, and support materials, please visit the Resources page. There you’ll find everything you need to get started and make the most of the free program!
Membership is the heart of PTA. Every member strengthens our collective voice and helps us advocate for children, support families, and build stronger school communities across West Virginia. Whether you’re working to grow your membership, engage current members, or promote the value of PTA, we’re here to help.
Visit our Membership page for everything you need, including resources, tools, ideas, and information to help your PTA build and maintain a strong, engaged membership.
These resources are designed to help PTA leaders confidently navigate the officer nomination and election process while following their local unit or council bylaws.
Together, these resources provide PTA leaders with helpful tools for conducting an organized, fair, and transparent election process.
In order to remain a local unit PTA in good standing with West Virginia PTA and National PTA, local unit PTAs must be in compliance with the standards of affiliation each year.
If a local unit PTA is not compliant with the Standards of Affiliation, the local unit PTA may be in jeopardy of losing their tax-exempt status with the IRS and state of West Virginia. West Virginia PTA is required to report to the government on a continuous basis the local units that are not compliant with the standards set forth by West Virginia PTA.
Listed below are the items that will ensure that your PTA is in compliance on a regular basis! For additional information, please read the entire Local Unit Standards of Affiliation. A guide is also available for your use! If you are unsure of your status, please contact the West Virginia PTA office at info@westvirginiapta.org. Members of the West Virginia PTA Board of Managers are here to assist you to ensure that you are in compliance!
To ensure up-to-date information from West Virginia PTA, local units should provide a new local unit officer form to the state office any time officers change. Every local unit is required to submit an updated local unit officer form by July 1st, of each year to remain a unit in good standing.
Our preferred method for updating your PTA officer information is through Givebacks. If you need assistance making updates, please contact your Regional Director. You may also submit your officer information directly to West Virginia PTA by completing the online Local Unit Officer Form or downloading and submitting the manual form. Keeping your officer information current ensures that all members of your leadership team receive important updates, resources, and communications from West Virginia PTA.
Givebacks is the preferred way to pay your monthly membership dues. Please email us at info@westvirginiapta.org to sign up. All PTAs are required to sign up to Givebacks to safely and easily pay dues while receiving access to a free platform to run your PTA.
Until you get signed up with Givebacks, you can submit your West Virginia PTA and National PTA monthly dues to West Virginia PTA on a monthly basis.
If you are mailing the form in, it should be submitted by the 15th of each month if you have membership to report. If mailing, send to:
West Virginia PTA
PO Box 3557
Parkersburg, WV 26103.
Bylaws are designed to help the group function in an orderly manner by providing understanding and guidance as to the purpose of PTA/PTSA, basic policies, members and dues, officers’ duties, and terms, and establishing quorum, to name a few. An approved printed copy of the Official Bylaws of the Local or County PTA/PTSA unit should be provided to all officers and board members. Each member should be responsible for making a thorough study of them. A copy of the bylaws should be made available to any member of the association upon request. It is recommended that the unit’s bylaws be uploaded to their Givebacks account. See the GiveBacks link on our main webpage for more information on how to set up your unit and how you can store all the important documents of your unit.
Bylaws are required to be renewed every three (3) years to remain in good standing with West Virginia PTA. If your unit cannot locate your bylaws, please contact the Bylaws Chair at bylaws@westvirginiapta.org. A scanned or pdf copy of the last set of bylaws in our file will be emailed to the officer making the request. West Virginia PTA recently changed our local unit bylaws renewal to a digital process using a google form and a two step process that automates the creation of a draft document for you to review, and the final approved document. Once the google form is submitted the Bylaws Chair will review the data and verify the expiration date of the new bylaws. Then an approved pdf of the bylaws will be emailed to the submitter and the additional email address provided via the google form. This has been done to streamline the process and ensure a consistent document across all state units.
Appoint a small committee to study the current bylaws and make recommendations. The committee should read the entire sample bylaws PDF to refresh or become familiar with the bylaws. Thirty (30) days’ written notice must be given of the proposed amendments to association members. Given that quorum is met, recognizing that a two-thirds (2/3rd) vote of members present at the meeting is required to amend the bylaws.
After the members of the association have approved the proposed bylaws, a designated representative (generally the committee chair, secretary, or board member) fills out the google form with the approved selections. The draft copy of the bylaws will be emailed to the submitter and the additional email address provided via the google form. If there are any typos or other issues found during the review of the draft copy, communicate with the Bylaws Chair at bylaws@westvirginiapta.org to get them corrected before the final document is created. The Bylaws Chair will review and initiate the second step of the automated process. Then an approved pdf of the bylaws will be emailed to the submitter and the additional email address provided via the google form. These bylaws are official documents of the local PTA and should be kept in a secure place; (“Official Copy” by the Secretary, “Duplicate Copy” by the President and stored in the Givebacks compliance area online). When new officers are elected, these documents shall be given to their successors.
The vacancy shall be filled for the remainder of the unexpired term by the first (1st) vice president. Article VI Section 6. If a quorum was not present at a general meeting and we voted on officers, is that a legal election? No. If a quorum is not present, then no business is to be conducted. If the presiding officer ignores this fact, any member should call attention to the lack of a quorum before any business or elections take place. If a quorum is not present at any meeting as required in the bylaws, such as election of nominating committee or officers, you must fix the time for an adjourned meeting. An adjourned meeting may be held any time prior to the next regular meeting.
No. If a quorum is not present, then no business is to be conducted. If the presiding officer ignores the fact, any member should call attention to the lack of a quorum before any business or elections take place. If a quorum is not present at any meeting required in the bylaws such as election of nominating committee or officers, you must fix the time for an adjourned meeting. An adjourned meeting may be held any time prior to the next regular meeting.
Did you know that unders West Virginia PTA state law, your PTA is required to carry insurance coverage. Insurance protects PTAs and volunteer leaders and provides the peace of mind. West Virginia PTA is happy to share valuable information on our preferred provider, AIM Insurance.
With a focus in helping PTAs for over 30 years, AIM understands the risks involved in running your organization and can help you choose the right coverage for your PTA. They have an excellent customer service team providing everyday support and guidance on best practices, and clear answers to all the questions that come up around protecting your PTA.
AIM covers more events and activities than any other carrier. They cover what others won’t.With over 23,000 parent-teacher groups insured, and pricing as low as $85 annually, AIM has developed the following, 4 primary coverages which offer protection where you need it at special discounts only available to PTAs.
Event Insurance covers fall carnivals, bounce houses, dunking booths, fun runs, skating parties, auctions, and more.
Upgrade Available:
If someone sued the officers of your PTA for mismanagement, misrepresentations, dissemination of false or misleading information, or inappropriate actions, this coverage would pay to defend them against those actions.
Embezzlement Insurance covers monetary losses sustained by a PTA through any fraudulent or dishonest act(s) or embezzlement committed by any of the elected officers, members, volunteers, or employees.
Property Insurance covers items such as raffle merchandise, auction items, and fundraising supplies while in your PTA’s care, as well as your PTA’s personal property like popcorn machines, school store supplies, emergency relief supplies, and more.
Submit proof of general liability and bonding insurance by October 1st of each year into Givebacks. Reach out to your Regional Director if you need assistance.
West Virginia PTA units are required to have an annual financial review performed after the close of the fiscal year. Procedures to be performed include: confirming ending balances in accounts and disclosures, examining source documents, and testing internal controls. The books can be reviewed by an internal financial review committee (who are not signers on the checking account) or an outside person.
Use this excel file to enter the financial balances, receipts, disbursements, deposits, and check information. This form determines whether the books of the Treasurer are Correct, Incorrect, or Incomplete. This form must be signed by the reviewers who cannot be bank account signers.
This form is typically required by county Board of Education Treasurers. It is in Excel format so that you may enter the financial information required. This form would be provided to the Principal or other Administration contact. WV PTA does NOT require this form for the Financial Review submission.
A Financial Review involves examining financial records and transactions to ensure that receipts have been properly accounted for and expenditures have been properly authorized and recorded, in conformity with PTA bylaws, standing rules, and budget limitations.
Your PTA’s bylaws should indicate who, when and how a Financial Review is to be conducted and reported to the membership. Financial records should be reviewed once a year. WV PTA requires one financial review annually. Books should also be reviewed if a financial officer resigns (see Final Steps before Leaving Office Checklist), before the new officer assumes his or her duties, and at any other time deemed necessary.
You have several options for how to complete an examination of the financial statements and records. The first option is the least expensive:
Internal financial review is conducted by an internal committee. This committee should not include anyone with signature authority over the PTA’s bank account or any relatives to a person with signature authority. The committee periodically reviews all of the Treasurer’s records for errors. Check with WV PTA if support is required for internal financial reviews.
The remaining three options require retaining a professional firm with nonprofit accounting experience. Laws in several states require 501(c)(3) organizations to hire a professional firm to complete the audit when gross income exceeds a certain amount. Be sure to check the laws in your state or talk with WV PTA about your unique circumstances. You will hire a firm to:
Compile financial statements. The CPA receives financial information from the client, reviews it for obvious errors without verifying the facts or tracing the transactions, and prepares financial statements using the information provided. Upon completion, a report is issued that states a compilation was performed in accordance with professional standards, but no assurance is expressed on the statements.
Review financial statements. The CPA performs inquiry and analytical procedures in addition to the procedures described above for a compilation. Upon completion, a report is issued stating that a review has been performed in accordance with professional standards, that the review conducted was less rigorous in scope than an audit, and that the CPA did not become aware of any material modifications that should be made in order for the statements to be in conformity with generally accepted accounting principles.
10 Steps for Conducting a PTA Financial Review
Shortly before the end of your Treasurer’s term or at the end of the fiscal year, it is important to conduct a financial review of the Treasurer’s records. Take these 10 simple steps for success.
Step 1: Recruit an internal committee. Your financial review committee should not be anyone with check signing authority.
Step 2: Provide committee with Treasurer’s records including:
Step 3: Explore the records posted after the last financial review.
Step 4: Explore a sampling of transactions. The size of this sample should be based on the size of the association. If mistakes are found, the sample should be broadened to take in more transactions.
Step 5. Ensure accurate disbursements. Make certain that money collected for a specific purpose (special projects, gifts, scholarship funds, council dues, etc.) has been disbursed for that purpose. This includes keeping state and national portions of the membership dues separate from other receipts and remitting these portions to the state office monthly.
Step 6. Check the Treasurer’s reports and annual report for accuracy.
Step 7. Collaborate with Treasurer and President to correct errors.
Step 8. Prepare financial review results. The financial review committee also must submit a report documenting their efforts and sharing results.
Step 9. Submit report to board or membership. The financial review must be officially adopted by your PTA and must be included in a completed annual report covering the association’s entire fiscal year.
Step 10. Contact your state PTA or a CPA if questions remain.
You and your PTA Board are also responsible for the reporting to the federal government or IRS. If you report less than $50,000 in gross revenue, you may go online to file the 990N. It’s simple reporting asking basic financial questions about your PTA.
West Virginia PTA can provide assistance with the 990N process for our units. We will prepare and file the 990N tax form for eligible units that utilize the online “PTA 990N Assistance Request Form” (at no cost to the unit).
Please fill out all information requested below. Once this information is received, we will contact you by email with receipt of your form and any questions we have. Then we will file your unit’s 990N and send confirmation. This service is only offered for those units filing the 990N which report less than $50,000 in gross revenue.
Please allow West Virginia PTA up to two weeks to complete this process and allow enough time to meet all pertinent deadlines. Remember that the deadline for filing is the 5th month and 15th day following the completion of the fiscal year, which for many units is November 15. So online requests for those units, for example, should be received no later than November 1. Email treasurer@westvirginiapta.org with any questions.
Whether you’re stepping into a new role or looking for a refresher, West Virginia PTA has created training videos specifically for Presidents, Secretaries, and Treasurers. Each video provides practical guidance on the key responsibilities of the position, important procedures, and helpful tips to give officers the knowledge and tools they need to lead their PTA successfully.
Go to the “About Us” link and click on regions. Each county is color-coded on the map. You will find your region as well as the point of contact for your regional director!
Getting started is easy! Visit our Regions section to find the Regional Director who serves your area. Your Regional Director will be your first point of contact and will guide you through the process of starting a new PTA, answer your questions, and provide the resources and support you need to get your PTA up and running.
Your PTA’s compliance status is based on meeting the annual requirements established by West Virginia PTA. If you’re unsure whether your PTA is currently in compliance or need help completing any requirements, visit our Regions section to find your Regional Director. They can review your PTA’s status, answer questions, and help you with any steps needed to bring your PTA into compliance. Visit the PTA Basics section of the website and there’s a helpful section titled “Local Unit Compliance” that will also help!
Yes! Students whose school does not have a PTA can still participate in the Reflections Program at the state level by becoming a student member of the Mountain State PTSA for $5.00. Visit the Membership page, and the Mountain State PTSA tab to purchase their membership. Then, email the Reflections chair at reflections@westvirginiapta.org to submit their entries before the deadline. You may also visit the Reflections section (under the Programs page) to learn more about the Reflections program.
West Virginia PTA provides local units with a variety of resources to help their PTAs succeed, including officer and leadership training, membership resources, financial guidance, bylaws and compliance assistance, advocacy tools, Reflections resources, programs, grants, awards and recognition opportunities. Local leaders also have access to regional trainings, the annual WV PTA Convention, National PTA resources, and personalized support from their Regional Director and the WV PTA Board of Managers. Explore the resources throughout our website or contact your Regional Director for personalized assistance—we’re here to help your PTA thrive!
Generally, PTA business should be conducted during a properly called meeting where members can participate in discussion before voting. Whether electronic meetings or voting are permitted depends on your PTA’s bylaws and applicable requirements. When in doubt, contact West Virginia PTA before conducting an electronic vote.
You may still hold the meeting, provide reports and discuss PTA business, but you cannot take official action requiring a vote. Any items requiring approval must wait until a meeting where quorum is present.
No. PTA funds belong to the PTA and decisions regarding those funds must be made according to the PTA’s bylaws, approved budget and proper voting procedures. Collaboration with the school is encouraged, but the PTA must maintain control of its funds.
The vacancy should be filled according to the procedure outlined in your PTA’s bylaws. Reach out to your regional director for assistance.
PTAs should be extremely cautious with debit cards because they can bypass some of the financial controls designed to protect the organization and its officers. Follow West Virginia PTA’s current financial procedures regarding permitted payment methods and reach out to your regional director with any questions.
A community’s financial resources should not determine whether it can have an effective PTA. West Virginia PTA can help your unit identify available assets, reduce operating barriers, connect with partners, and choose programs that fit your community without placing additional pressure on families.
PTA funds should be used to support the PTA’s mission, programs, and approved activities and generally should not be used to provide direct financial assistance to individual students or families. However, a PTA may support programs that benefit a broader group of students or the school community, such as a school food pantry, clothing closet, hygiene program, or other approved student-support initiative. If in doubt, contact your Regional Director before committing PTA funds to make sure the proposed expense is appropriate and consistent with PTA guidelines.
PTAs can support urgent needs by working closely with the school principal, counselor, or other designated school staff, rather than identifying or communicating directly about individual families. School staff can help determine needs and coordinate assistance while keeping personal information confidential. Whenever possible, provide support in a way that is discreet, equitable, and respectful, and avoid sharing names, circumstances, photos, or other identifying information.
Start by remembering that officers don’t have to do everything! Focus on a few realistic goals, share responsibilities among members and volunteers, and create small, manageable opportunities for people to help without taking on an officer position. Committees and one-time volunteer roles are great ways to involve more families and build future leaders. Most importantly, it’s okay to do less and do it well—a successful PTA is not measured by how many events or activities it holds.
Being involved in PTA doesn’t have to mean attending every meeting or event. PTAs can offer flexible ways for families to participate, such as virtual meetings, at-home projects, one-time volunteer opportunities, weekend activities, or tasks that can be completed on their own schedule. Every family has something valuable to contribute, and even a small amount of time can make a difference.
Anyone can join PTA! Membership is open to anyone who supports PTA’s mission and wants to make a difference for children and schools. This includes parents, grandparents, guardians, teachers, school staff, students, family members, neighbors, community members, and business and community leaders. You do not have to have a child attending the school to become a member. If someone would like to support PTA but is not affiliated with a local school PTA, they can also join West Virginia PTA’s Mountain State PTSA as a community, student, or business member. “You do not have to have a child attending the school” because that’s a common misconception and may help your local units expand membership.
Both PTAs and PTOs bring families, educators, and communities together to support students. The primary difference is that a PTO operates independently, while a PTA is part of an established state and national network with more than a century of experience advocating for children. An independent PTO creates and manages its own organization. Its leaders are responsible for developing governing documents, maintaining nonprofit and tax compliance, establishing financial procedures, securing insurance, training new officers, and finding resources when questions or problems arise. A local PTA retains the ability to respond to its own school community while gaining the structure and support of State and National PTA. Membership provides access to:
That broader connection is important. A local PTA can address immediate needs within its school while also helping influence decisions affecting children across its region, state, and country. A PTO may offer independence, but independence also means building and maintaining the organization’s entire support system locally. PTA membership gives local leaders a proven framework, experienced partners, and a larger voice—without losing sight of the needs of their own school community.
The best way to grow membership is to make PTA visible, show families the difference your PTA makes, and personally ask people to join. Share your PTA’s accomplishments, promote membership at school events, use social media and school communications, and make joining quick and easy. Most importantly, reminding families that joining PTA does not mean they are required to volunteer—membership alone is a valuable way to support their child and school.
Membership should also be promoted all year long, not just at the beginning of school. Reach beyond parents by inviting grandparents, teachers, staff, community members, and others who care about your school to join. National PTA also provides free membership campaigns, Canva templates, recruitment tools, and other resources to help local PTAs grow. Visit our Membership Resources section for ideas and tools to help grow your PTA or contact your Regional Director for additional support.
Fundraising can be a great way to support PTA programs while bringing students, families, and the school community together. Here are some ideas to get you started:
Remember: Fundraisers should support your PTA’s mission and be approved according to your PTA’s bylaws, budget, and financial procedures. Consider activities that not only raise funds but also encourage family engagement and build a stronger school community.
Some situations are better handled with guidance before your local PTA takes action. Contact West Virginia PTA if your unit is dealing with:
When you’re unsure, ask before you act. West Virginia PTA is here to help local leaders protect their PTA, follow proper procedures and keep their focus where it belongs—supporting children, families and schools.