Determine whether an identified concern is truly a problem that should be dealt with through a broad-based community action plan.

Recommended Actions

Prepare a needs assessment worksheet including the name of the PTA, the school, and the identified concern in appropriate places (Needs Assessment Worksheet, Forms 373).

Determine who is to receive the needs assessment form, how it is to be distributed and the due date for the return. Determine method of follow-up.

Survey appropriate agencies to obtain statistics on the identified concern. This can be done by making personal contacts or by sending a cover letter and the needs assessment form to some or all of the people and agencies listed below.

• School personnel;
• Private and church-related programs;
• Chamber of Commerce and major employers;
• Local, county, state, federal departments of health, education, probation and social services;
• Libraries;
• Professional and volunteer agencies; and
• Community organizations.

Obtain statistics reflecting the community’s ethnic and socioeconomic background. Information may be obtained from the school district office and will be necessary if the PTA will apply for a grant to fund this project.

Evaluate information received. Review all data and compile the responses to the questions on the needs assessment form. Determine whether the school and community concur with the identified concern and believe that a problem exists.

If it is determined that a problem exists, the information gathered will be a basis for the formulation of a community action plan. If it is determined that a problem does not exist, or is not of concern to the school and community, it is best not to invest time and money in seeking solutions.

Prepare a final report that includes the following information:

• Reason for the study;
• Statistics that note the numbers by age, socioeconomic status, ethnic background, or religious affiliation;
• Community responses;
• Professional resource people interviewed and their responses;
• Other resources used such as periodicals, books, films, and surveys; and
• Findings that indicate whether a problem exists that requires further action.

As a courtesy, distribute the report to those who participated in the survey. It will compensate them for their cooperation and will raise the level of awareness within the community.

Use the report as a tool in developing and implementing a plan of action. A Sample Agenda for Needs Assessment (Fig. 7-2, 289) for a meeting to discuss the findings follows.

How to Make a Study

A study is in order whenever the association (membership) is concerned about a subject or an issue. A study committee must gather facts, investigate carefully and prepare a final report. The possible reasons for making a study are many.

PURPOSES OF A STUDY

The purposes of a study are to:

Acquire knowledge about a subject;

Respond to a concern of the membership in a particular area (e.g., education, health, safety, community problems, state or local legislation); Respond to a need or problem;

Gather all available facts and information before acting on an issue that concerns the membership;

Develop information on a subject or issue that the association believes should be presented to the California State PTA Board of Managers, government agencies (e.g., school board, city council, board of supervisors), other groups or the public; or

Develop a resolution for the California State PTA Convention.

INITIATE A STUDY WITH A

Initiate a study with a:

Motion from the association membership;

Request from an individual member;

Recommendation from the executive board;

Recommendation from a committee of the association; or

Request from an allied agency, organization or group.

STUDY COMMITTEE

The president appoints the chairman and members of the committee subject to ratification by the executive board. The number and composition may be specified in the motion creating the committee. (If this is done, the phrase "and others as appointed by the president" must always be included as protection against oversight.)

The committee should be composed of at least five but not more than nine people. Members may include:

• PTA members, officers and chairmen whose duties fall within the subject matter of the study.
• Administrators, teachers, students (if appropriate), consultants, and/or community members.
• People with differing points of view on the subject.
• The association president as an ex officio member.
• The committee secretary may be appointed by the president or the committee chairman or elected by the committee at its first meeting.

Committee expenses are legitimate PTA expenses.

STUDY COMMITTEE PROCEDURES

Keep minutes to avoid repetition in subsequent meetings, to ensure that all items in the plan of work are covered, to avoid omissions in the final report, and as a record of the committee's work.

Identify the subject(s) and/or issue(s) to be included in the study.

Set goals. Will the committee gather information or will it try to develop recommendations for action? If "information only" how will the information be used? How much time will be needed?

Decide the scope of the study. How much information will be needed to reach the goals? What areas of the subject/issue will the committee try to cover?

Use resources such as films, newspapers, publications, appropriate agencies, and experts in the field of study. All sources should be verified to ensure the accuracy of the information.

Assign responsibilities for research. Each member of the committee should have a specific assignment. Subcommittees may be helpful in completing the research. All research should be available to all members of the committee.

Ensure that all areas of interest on the subject or issue (within the defined scope) are covered. Personal views must not be allowed to intrude.

CONCLUSIONS

All possible solutions, conclusions, etc., should be listed with an evaluation of how they will affect the subject or issue.

Recommended Solutions should be Tested

Are they in accordance with the Purposes and basic policies of the PTA?

Is there a strong possibility they will accomplish the desired results?

Are they practical? Are the necessary resources (whatever they may be) available?

Will the proposed solution create other problems that need to be resolved before implementation?

Are the recommended solutions in the best interest of children and youth?

Do the solutions completely address the subject or issue as defined in the scope, or is more research needed?

THE STUDY REPORT

The study report should:

Be written by the chairman (the secretary may assist) and approved by the committee;

Be submitted first to the PTA executive board and then to the association;

Include an appendix listing all reference materials used and any other resources;

Include any recommendations for further study, implementation or action; and

Include the time requirements involved in implementing recommendations.

WHEN A STUDY IS COMPLETED

The association or executive board may refer a study report to another group although that group had no part in initiating the original study.

Studies forwarded to the California State PTA should be sent through channels — unit to council (if in council) to district PTA.

When appropriate, all studies should be submitted to the council (if in council) and to the district PTA, so the information will be available to other units.

All studies referred to another group or submitted through channels should be accompanied by a study letter.

Following the final report, the study committee ceases to function unless given further responsibilities by the executive board or association.

Develop an Action Plan

PURPOSE OF PLAN

Explore alternate solutions to identified problem(s).

Open informal communication among various community groups.

Share information and resources and avoid duplication of efforts.

Ensure that program improvement and changes are relevant to the community.

STEPS TO FOLLOW

Consider the probable community response.

• Is the political climate receptive to improvements in this area?
• Have there been previous efforts?
• What is the general community's attitude toward this problem?

Identify influential leaders to be involved. Make sure the group is balanced and no special interests dominate. Ensure that participant’s time and talents are utilized effectively. Consider representatives from the following groups:

• Parents of preschool and school-aged children;
• Students, teachers and school administrators;
• School board members;
• Media representatives;
• Professionals in the field such as health, welfare, social services;
• Key people from public and private agencies serving children and families;
• Business and civic leaders;
• City, county and/or state officials;
• Representatives from the religious community; and
• Community volunteers and other interested persons.

Set specifics of initial meeting:

• Date, time, place;
• Identify chairman and secretary;
• Establish meeting format and agenda; and
• Assign hospitality responsibilities including coffee/tea/sodas, name tags, and sign-in sheet.

Prepare and send letters of invitation to potential participants. Include the following in letters:

• Meeting purpose;
• Invitation to participate;
• Date, time, place and directions;
• Deadline, date and contact person for response;
• Preliminary agenda; and
• List of invited participants.

At the meeting:

• Review identified problems/leadership needs/goals;
• Determine whether any existing school and/or community programs deal with the problem;
• Analyze existing beliefs, attitudes, circumstances, etc., in the community regarding the problem;
• Determine what changes could cause things to be different (e.g., beliefs, attitudes, circumstances, laws, time, money);
• Develop a tentative action plan;
• Brainstorm ideas;
• Prioritize action (may include immediate and future action);
• Examine obstacles to plan implementation;
• Decide whether ideas presented feasible;
• Identify available group resources (e.g., people, enthusiasm, dollars);
• Identify obstacles that will prevent effective action;
• Remove obstacles and/or develop alternatives for each part of the plan;
• Determine if additional information is needed;
• If necessary, schedule another meeting in order to obtain additional information;
• If any obstacle cannot be removed, select an alternative action; and
• Assess alternatives for potential obstacles.

Develop a final action plan (Final Action Plan, Forms 371):

• List all steps needed to carry out the plan;
• Identify the person responsible for each step;
• Establish the time frame for each step;
• Identify budget needs including amount and sources;
• Obtain necessary approvals;
• Obtain letters of support from appropriate community individuals, organizations and agencies if outside funding is required;
• Identify evaluation method for each step; and
• Set deadline date for project completion and final evaluation.
• Determine whether the agreed-upon goals and objectives are met.

Take the action plan to the PTA board and general membership for final approval.

Implement the Action Plan

Through the evaluation process, show to what extent the group can be a viable community force.

PURPOSE

To ensure the action plan is being implemented.

To make modifications to the plan, if evaluation data indicates changes are needed.

STEPS TO FOLLOW

Monitor progress of the action plan through regular reports.

Modify the action plan as necessary. Be flexible.

At a meeting of the group review:

• Action taken;
• Time and funds spent;
• Difficulties encountered;
• Successful experiences; and
• Unmet objectives.

Evaluate Success of the Plan

A final evaluation report should include (Evaluation Form, Forms 367):

• Problem statement;
• Summary of the action plan;
• Changes effected relative to the identified concern; by whom;
• Type and extent of school and community involvement;
• Budget and actual dollars spent;
• Project completion.(On time? Within budget?);
• Continuing action needed;
• Continuing action planned; and
• A final report presented to the PTA executive board and general membership.