The membership committee and the president should work together to develop a membership theme. The president may request the membership committee use a specific theme. PTAs may select the current California State PTA/National PTA theme.

Should the PTA select a different theme, consider how it will appeal to everyone the PTA is trying to reach. Consider how to utilize the theme in the year-long efforts to enroll new members. It is also important to consider the incentives and rewards that will be provided as a part of the membership campaign.

While it is fun and exciting to watch the enrollment numbers grow as the membership campaign progresses, the chairman also should remember the students whose parents may not be able to join PTA. It is strongly recommended to provide an incentive for students to return the membership envelope with or without membership dues enclosed and an educational activity or event that involves the whole school in when the membership campaign is complete.

Membership Theme Ideas

Ideas for themes can come from many places. The school mascot or a community symbol can serve as inspiration. Here are some successful themes that can be used or adapted.

• Byte Into PTA
• Charge Our Children to Succeed
• Up, Up and Away with PTA
• Branch Out to Students
• All the World Is a Stage
• Get Roped Into PTA
• Lend a Hand
• Be a Member of the Pack
• Life, Liberty and the Pursuit of PTA
• Be Part of the Production Join the Cast
• Grow with Us
• Lend a Child a Hand
• Don't be Left in the Dust, PTA Membership is a Must
• Batter-Up - Join PTSA
• Blast Into the Future with PTSA
• It's Time to Lend a Helping Hand
• Explore the Depths of PTSA! Become a Member of Our School!

Creating a Welcome Packet

The membership campaign may be started with a special event or by providing a PTA Welcome Packet to students' families and the school staff. A Welcome Packet is a good way to provide some background and information about the PTA.

SUGGESTED CONTENTS FOR FAMILIES

A welcome letter from the PTA president and membership chairman as well as greetings from the principal (Sample Letters Figs. 3-1 3-5, 79- 83).

PTA membership envelope with amount of dues stated on the envelope

Information on what the PTA does for the school and the programs it offers

PTA board directory and calendar

PTA newsletter(s) and PTA Web site address

A letter or survey requesting parental involvement
(Sample Surveys Fig. 3-6 3-7;. 84-85)

Make the Welcome Packet available in the school office for new family registrations that occur throughout the year.

SUGGESTED CONTENTS FOR SCHOOL STAFF

The Membership Chairman also may make a Welcome Packet for the school staff, to be placed in their mailboxes before the first day of school. Ask for five minutes at the first staff meeting to introduce oneself and speak with staff about the PTA. Ask for input on what the staff would like to see happen in the coming year.

• A welcome letter from the PTA president and membership chairman.
• A letter from the principal encouraging staff members to join PTA.
• PTA membership envelope with amount of dues stated on the envelope.
• Information on the programs the PTA provides during the course of the year.
• A copy of the letter or survey requesting parental involvement.
• A letter or survey requesting teacher and staff involvement.
• PTA board directory and calendar.
• A PTA newsletter that includes a PTA Web site address.

Six Steps for Recruiting and Retaining Members

Building PTA memberships depends upon more than just recruiting members. It is important to think about ways to encourage participation and support of PTA events.

Successful recruitment begins by

• Acknowledging differences and similarities within the membership;
• Learning to understand and accept those differences;
• Practicing respect;
• Involving the under-represented groups in the PTA;
• Discussing honestly what is needed for PTA and the school to be most effective for all students and families. It is appropriate to talk about ethnic, cultural or religious differences, people with physical challenges, single parenting, blended families, economics or other differences that may exist in the school community;
• Setting realistic goals. There are no magical membership or outreach answers;
• Recognizing each PTA unit is different and unique; and
• Being aware of barriers and considering ways to overcome them.

As one moves forward, one may face challenges in attracting new members, but do not become discouraged. Keep evaluating progress and try something new, if what is being done is not working.

STEP ONE:IDENTIFY

Identify groups in the community missing from active membership.Work with the principal to identify the make-up of the school community. Consider these questions:

• Who comes to the PTA meetings and who doesn't?
• Who is on the PTA board (executive committee), and who isn't?
• Who is involved in PTA activities, and who isn't?

Outreach efforts should be targeted to groups not currently involved. Look for some common threads that make them identifiable as a group or collection of groups. This might be, but will not necessarily be, ethnic or cultural differences. It might be things such as the neighborhood a group lives in; work schedules; family structures; or single parent families; or economic and social levels.

STEP TWO:APPROACH

Determine what prevents people from becoming involved. Create a plan to overcome those barriers.

Start attracting more people to meetings from throughout the school community through personal contact/invitations.Meeting attendance is an important first step in getting members involved.

Contact leaders in the community and inform them about PTA. Ask them to assist in inviting people to PTA meetings.

Host "socials" as a way to welcome new and potential members. Share the opportunities for participation and involvement in PTA. Socials can be planned

• At different times of the day for parents who may work or have child care problems; or
• In different locations (e.g., homes, community centers or church recreation halls) for parents who may not feel comfortable at school.

Set up a "Newcomers Committee" consisting of parents new to the school and parents who have been in the school for a while. Together they could write a Newcomers Handbook to be given to all families moving into the school area telling them about PTA, the school and youth groups in the school. Translate the handbook when appropriate.

Translate, as appropriate, print and electronic notices and newsletters to communicate with parents.

How to Provide Translations

Put a sign on the counter in the school office that says, "Do you speak...(list all the languages spoken by the children in your school)? Would you be willing to help another parent who speaks one of these languages?" Include a contact name, phone number, and e-mail address.

Check with the school district to see if they have translators in the languages parents need translated. PTA may have to pay for their services.

Recruit people to help translate through English as a Second Language (ESL) teachers and aides, community leaders, local colleges, adult education programs, or the county office of education.

Use the newsletter,Web site, local newspapers and on community bulletin boards to seek translations.

In the PTA newsletter or Web site, communicate in all the languages of the community. Provide numbers to call if a parent wishes an oral translation of articles.

Establish an answering machine at the school with messages in all the needed languages about PTA news and up coming events.

Develop audio or videotapes of recorded newsletters, notices and parenting tips in different languages to send home with students. Students might be able to do the recording.

The California State PTA also provides grants to assist with translations (Outreach Translation Grants for Unit, Council and District PTAs 7.17.2, 312).

STEP THREE:REACH OUT

Increasing the attendance at meetings should be one of PTAs goals. Determine prevents people from coming. To remove those barriers, be sensitive to the needs of new members while respecting the needs of the people who are already involved and regularly attending PTA meetings.

Be sensitive to religious, ethnic, or national holidays and community events when setting meeting dates.

Hold meetings at locations accessible to the physically disabled.

Include the whole family in the invitation to the meeting, and provide babysitting at no cost to parents (PTA-Provided Babysitting Services 5.8.5, 245).

Publicize the event in several different ways such as flyers, newsletters,electronic notices, articles in the local paper, notices on cable television or in community and church bulletins. Place on bulletin boards in libraries, local businesses and county social service offices.

Have the room representatives use a phone tree or e-mail list to remind parents about the PTA meeting (Room Representative Coordinator, Job Descriptions 537).

Try a different meeting format. Divide into small groups for part of the meeting. People will get to know each other and feel more comfortable.

STEP FOUR:RETAIN

Keep members involved in PTA activities by providing various opportunities for involvement. If people enjoy themselves at a meeting, they will be more likely to come again. Ensure that they feel welcomed and accepted by the others there and understand or feel engaged in what is happening at the meeting.

Ways to Make People Feel Welcome

Use the hospitality committee and officers to greet people at the door. Find another parent from their child's class or grade and introduce them. This gives both people someone with whom to sit.

Partner newcomer parents with "veteran" parents so the newcomers may ask questions about the school and PTA and have a familiar face to look for at meetings.

Offer translation services if English is not the first language of some of the members. Notify parents in advance that a translator will be at the meeting.

Use an icebreaker to get people to mingle and talk to each other. Make it simple and non-threatening. For instance, have them find

• Someone with the same number of children, or
• Someone whose first name starts with the same letter.

If meetings are in the early evening, have families bring a picnic dinner and eat grouped by classroom. Provide desserts and drinks.

Tips for Working with a Translator

Watch the audience for signs that someone wants to speak. The signs may be subtle.

Speak to the audience, especially when answering a question. Don't speak to the translator.

If giving a prepared talk, supply the translator with an outline of remarks.

When speaking, stop every two or three sentences so the translator can translate accurately, instead of having to remember a whole speech.

Ways to Make People Feel Accepted

Acknowledge that differences in people exist. Learn to understand, not judge, differences.

• People live many different life styles and in different family structures
• Everyone is unique and carries his or her own set of values and traditions that they learned from their family, culture, ethnic background, religion, and life experiences.

Appoint an outreach committee of interested parents and teachers who can become knowledgeable about the diverse groups within the community and share the information at unit meetings.

Feature different cultural groups at each meeting and ask parents from that group to help plan and participate in those meetings.

Discuss different traditions or events and let everyone share how they celebrate or practice these in their homes. These can include children's birthdays, mealtime, and holidays.

Learn about cultural differences in language, body language, dress, and attitudes about parenting and children.

Truly believe that everyone deserves respect. No one is better than anyone else. Knowing a person makes it easier to respect and accept him or her.

Plan activities where members work together as equals. This is a good way to address social and economic issues.

Be aware of members' physical disabilities. Give consideration to event locations, seating, access, and restrooms to accommodate all members.

The attitude of the president sets the tone for accepting everyone at the meeting. Attitude "messages" are sent in nonverbal ways:

• How the president stands and holds his/her head;
• The tone of voice used; and
• Facial expressions and used gestures.

Tips for Chairing a Meeting

Encourage PTA board members not to sit together but to scatter among the audience.

Look at everyone, not just those who are known to you or who are friends.

Keep a calm voice, even when being questioned or challenged.

Face straight ahead and make sure that not to turn away from any part of the audience.

Avoid eye rolling, laughing at a persons mistake or making remarks about anyone trying to take part in the meeting, no matter how much difficulty they may be having in doing so. Be careful using humor.What one person may think is funny might offend someone else.

Even innocent teasing between friends might be overheard and misunderstood by others.

Ways to Make PTA Meetings More Productive

The PTA meeting must be important and meaningful to the membership. People live busy lives and will not waste time attending a meeting that does not meet their needs.

Survey the members in writing or by phone to find out what they would like presented at the meetings such as what they want or need to know about the school, the community or their children. Provide presentations on those topics or activities that bring the whole family to the meeting.

Suggested Topics

Parenting workshops based on National PTA Building Successful Partnerships. Contact your council or district PTA to arrange a presentation

Making the most of parent-teacher conferences.

How to help with homework

Creating a peaceful home

Why youth become involved in gangs

Teaching children to be responsible

To include the whole family at the same time PTA could offer classes for specific age groups taught by members with skills they can share such as:

• Art,including pottery or photography
• Cake decorating
• Computer training
• Needlecrafts
• Cooking
• Creative writing
• Family game night where families bring their favorite games and teach others
• Music appreciation
• Square dancing

Promote evening classes set up by the school district at the encouragement of the PTA, including English as a Second Language (ESL), General Education Diploma (GED) class, or Cardio-Pulmonary Resuscitation (CPR) course.

STEP FIVE:DISSOLVE THE "THEM " ATTITUDE

Create an atmosphere of respect and understanding for all. Sometimes when people are asked to serve on a PTA board, they decline because of the way they have been treated at meetings or because they don't feel like they are part of the "in-crowd."

By following the previous suggestions, people will come to meetings, feel welcome and keep coming. This is the time to get them more involved. Ask them to serve on a committee or the board. Because they will know members of the PTA board from the meeting, they will feel more comfortable in agreeing to serve.

Ways to Involve New People

Set up committees and build representation from diverse groups.

Provide leadership-training opportunities for new committee members.

Show appreciation for any amount of time a person gives to PTA, even just coming to a meeting.

Write "thank you" notes to those who help with a project or activity. People like the personal touch and it avoids hurt feelings when names are accidentally excluded in a newsletter "thank you" article.

Involve as many people as possible on PTA projects, so they feel like part of the team. Be creative in the ways people can help:

• A parent with a new baby at home can staple newsletters;
• A grandparent can make phone calls to remind people of meetings; and
• A carpenter can build shelves for storing PTA books.

Include the school staff on the PTA board. Ask the principal if the PTA president may give a short report at the beginning of each faculty meeting. Ask for staff volunteers to serve as committee members or representatives on the board.

STEP SIX:CHECK YOUR SUCCESS

Evaluate what has been done and what still needs to be done to include everyone in the community.

You Know Outreach Has Succeeded When

The make-up of the PTA board reflects the makeup of the school community.

There are new PTA board members every year who represent all parts of the school community.

New people are at each PTA meeting and many come to the next meeting.

PTA members ask questions and make suggestions during association meetings.

The involved membership includes students, teachers, community, and extended family members, not just parents.

People respond to print and electronic flyers, newsletters and Web site information translated into all the languages within the school.

Members talk and socialize together before the association meeting starts.

Membership and outreach are part of all PTA activity planning.

The PTA board and membership does not think in terms of "them" and "us."

OMDR WEBINARS
Welcome to PTA's online seminars (webinars) for the Online Membership Data Reporting system. These sessions will take no more than 45 minutes, and will give you a guided tour of Online Membership Data Reporting system and how to use it.

• Step One: Identify
• Step Two: Approach
• Step Three: Reach Out
• Step Four: Retain
• Step Five: Dissolve The "Them" Attitude
• Step Six: Check Your Success

Many of the materials in this Web site are available in Adobe Acrobat PDF format. The Acrobat reader is a free download from Adobe Software.