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Red Springs High School PTSO
Standing Committees
Standing Committees are committees that continue their work every year. Special committees
can be formed for a specific purpose but then go out of existence when the work is done. The
standing committees for the Red Springs High PTSO are listed in this document in alphabetical
order:
1. Academic Emphasis – page 2
2. Campus Beautification – page 4
3. Class Parents – Non-Senior – page 5
4. Class Parents – Senior – page 6
5. Communications (Newsletter/Email/Website) – page 8
6. Cultural Arts – page 11
7. Finance – page 12
8. Hospitality – page 13
9. Legislative – page 14
10. Membership – page 15
11. Newcomers – page 16
12. Parent Coalition for Excellence – page 17
13. Planners – page 18
14. Publicity – page 19
15. Reflections – page 20
16. Spiritwear – page 21
17. Student Services/Career Center – page 22
18. Volunteer – page 23
Name of Committee: Academic Emphasis
Red Springs High School PTSO
Standing Committees
Brief Description of Standing Committee: Coordinate two Academic Emphasis breakfasts each school
year. The first is in the fall and recognizes our Honor Roll students, Academic Emphasis students, and
Junior Marshals from the prior school year. The second breakfast is in the spring and recognizes our first
semester Honor Roll students.
Definitions of awards: Red Springs High PTSO will recognize two different academic achievements each
school year – Honor Roll and Academic Emphasis.
1. Our Honor Roll recognizes those students earning all A’s (“All A Honor Roll”) or a combination
of A’s and B’s (“A/B Honor Roll”). Students are recognized twice a year using semester grades
(which for most students are final grades). These grades are unweighted and award those
students who have done well regardless if they are enrolled in academic or advanced classes.
Students receive a certificate for making Honor Roll.
2. Our second academic recognition award is the annual Academic Emphasis Award. This award
recognizes those students who have maintained a minimum weighted GPA of a 3.5 for the entire
school year with no final grade below a C. Students receive a certificate for this award. Students
might also receive coupons to area businesses, especially for fast food.
1st year award: Academic Chenille letter “A” with a lamp of knowledge embroidered in the
middle.
Subsequent year awards: gold academic pins which can be pinned on their letter.
Specific Duties: (Ideally this committee will have three chairs.)
Work with the administration to obtain, review, and verify the quality of the honor roll lists to ensure
the lists adequately meet our definition of an Academic Emphasis student.
Post names and celebration information at RSHS and publish names in the Red Devil Pause and the
two local newspapers, Red Springs Citizen and Robesonian.
Order Academic Emphasis chenille letters, academic pins, gold seals for the certificates, and honor
roll magnets. Keep master file of students receiving awards.
The school and the PTSO fund equally the cost of Red Devil Academic Excellence Vehicle Magnets. A
maximum of one is given per student per year. The PTSO funds the certificates, cost of the breakfast, and
the Academic Emphasis Awards. Academic Emphasis Awards are given at the same time as the fall
honor roll celebration so they can also enjoy the honor roll breakfast.
Design honor roll and AE certificates.
Organize the two breakfasts. Working with the RSHS culinary/Home Economic Class and cafeteria
is a plus! Solicit food donations and coupons from area businesses and/or parents. Arrange parent
volunteers for certificate distribution and breakfast help.
We hold honor roll breakfasts in the cafeteria during first and second period on a Thursday or Friday in
the fall for the second semester of the prior year (10th - 12th grades) and in February/March for the first
semester of the current year. Each class gets one-half of a period to walk down to the hallway outside the
Red Springs High School PTSO
Standing Committees
cafeteria to pick up their certificate(s) and awards. Once the certificates are received, the students show
their certificates as they enter the cafeteria for a breakfast of donuts, bagels, baked goods, coffee, hot
cocoa, water, iced tea, etc. We usually have a microphone available to make any recognitions or
announcements. The culinary arts department is always happy to help us set-up, serve, and clean up, and
this is a wonderful catering opportunity for them.
The formation of an Academic Excellence Booster Club would be helpful in providing this activity.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Campus Beautification
Brief Description of Standing Committee: Work with the school administration on campus beautification
projects.
Specific Duties:
Work with school administration in July/August to find out what needs to be done.
Apply for local grants (_____________________).
Work with principal and VP to set the clean-up day.
Solicit donations of food and supplies from local businesses.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Class Parents – Non-Senior
Brief Description of Standing Committee: Coordinate miscellaneous non-senior events.
Specific Duties:
Assist senior parents as needed during the senior parade and senior breakfast to learn how the parade
is done.
Junior parents – will start working on the back-to-school senior shirts during spring of the junior
year. See “Class Parent – Senior” for more information.
Sophomore parents – Summer before sophomore year – Help organize parent part of Red Devil
Camp for rising 9th graders. PTSO committee chairs who are selling items (membership, spiritwear,
planners) will find their own volunteers, but the sophomore parents will “host” the event. Providing
food isn’t necessary, but the sophomore parent will get others to answer questions from rising 9 th
grade parents.
Freshman parents – Act as middle school liaison to rising 9th grade parents by passing out PTSO
information at rising 9th grade curriculum night (usually held in early March) and by contacting
middle school newsletters with PTSO and high school information.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Class Parents – Senior
Brief Description of Standing Committee: Coordinate miscellaneous senior events such as the sale of
senior t-shirts, and the back-to-school senior breakfast.
Specific Duties:
Mid-April of junior year –
Make announcements to rising seniors about t-shirt design contest (designs due by beginning of
May)
Get t-shirt order forms posted on RSHS website, Red Devil Notes email, and Red Devil Pause
newsletter
Get t-shirt order forms distributed to teachers to pass out to rising seniors
Beginning of May – t-shirt designs due. Parent representative meet to choose best selection –
possibly include class officers. Get administration to approve design.
May 11th (or somewhere near that date) – t-shirt orders and money due.
May 25th (or somewhere near that date) – t-shirts ready to be distributed. Distribute t-shirts at lunch
and after school for about 2 days, making sure that it doesn’t conflict with current senior class
activities. Have extra t-shirt order forms for those that missed the first order. Current seniors will
likely have an end-of-year t-shirt. We want to allow the current graduating class an opportunity to
wear their new shirts proudly. Therefore, a good time to distribute t-shirts to rising seniors is the last
few days of regular school – right before the exams start.
Mid-June – Depending on the percentage of shirts ordered during the first round, a second t-shirt
order might be considered. Place 2nd order.
June/July – Plan the senior breakfast. Continue to collect donations for breakfast. Take class banners
to be updated with current year.
July – Contact Student Services about the Senior Seminar. PTSO to help with the food.
Early August – Phone message out about parking permit and t-shirt pick-up dates. Pass t-shirts out at
lunch and parking permit sale days. Contact Student Services to find out schedule stuffing day if
anything will go out specifically for seniors. Senior parent reps meet to finalize all items for
breakfast– check with all volunteers.
1st Day of School – Senior Breakfast
Remember to send thank-you notes.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Communications (Newsletter/Email/Website)
Brief Description of Standing Committee: Publish PTSO newsletter (Red Devil Pause). Blind-copy
email the newsletter and also “Red Devil Notes” (a weekly compilation of school and PTSO
announcements). Keep PTSO website information current.
Communications Policies
The Red Devil Notes will be emailed out twice a week -- on Monday and Thursday. The editor of the
Red Devil Notes shall decide how often the emails are sent, but the minimum shall be once a week.
The Red Devil Pause newsletter will be sent out in bulk mail monthly to all students or e-mail to those
who have e-mail address in 2010/11.
1) The PTSO will allow other organizations like the Red Devil Club or Band Boosters to thank their
sponsors in the Red Devil Notes and Red Devil News. Putting in information about fundraising
events (restaurant nights, car washes, etc.) is not considered advertising for a business so this is
allowed.
2) No photos of students with full names will be put in either the Red Devil Notes or Red Devil Pause
without consent from parents. Photos with no names are permitted if deemed appropriate. For
example – student turns in photo of a party after a football win. As long as no student is shown
drinking or anything inappropriate, then it can be published in the Red Devil Notes.
3) Student accomplishments (scholarships, awards, etc.) will be published if sent to the editor. Need to
have some kind of verification, or don’t do it! If verified then can be on the website somewhere.
4) Community events –If the community event is at all controversial or political like birth control, then it
will not be advertised in the Red Devil Notes.
5) The editor of the Red Devil Notes can publish announcements from a non-school source if she
believes the information is beneficial to the students or parents of Red Springs High. Example –
Lifestyle Fitness offers a free two month membership to teens over the summer of 2011 so this would
be published.
6) The Red Devil News and Red Devil Notes editors report to the VP and/or president.
7) Any questions of wording or appropriateness for articles/announcements by the editors should be
referred to the VP, President, and Principal in that order if necessary.
8) Red Devil Notes content is derived from Daily Announcements (from website), input from PTSO
officers and committees; and administrative staff of RSHS. Input from other sources will be included
as well if deemed appropriate for publication and of interest to the general school population and
approved by the VP of Communications or president.
Specific Duties (Newsletter):
May, June, & early July – ask committee chairs to submit articles for the 1st Red Devil Pause of the
year.
Early July – Check with Student Services to find out how many copies of the newsletter should be
printed for the “stuffing of the schedules” day. Confirm this number with the volunteer chair and
membership chair because they will also be sending out forms.
Late July – Have newsletter proofed by others (possibly officers and principal).
Red Springs High School PTSO
Standing Committees
Late July/Early August – Have newsletter printed.
Monthly or perhaps less frequently – Advertise deadlines (usually the 15th of each month) and solicit
articles from PTSO officials, principal, teachers, parents, and students.
Have newsletters printed for those parents who request a hardcopy of the newsletter instead of email.
Take to Post Office to be mailed (using first-class postage if <200 newsletters are mailed).
Send newsletter to email volunteer.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Keep PTSO president informed of activities on an on-going basis.
How to handle bulk mailing of 200+ recipients:
Request mailing labels from central office (grouping siblings by using Excel’s advanced filter).
Affix labels to newsletters. Or send Excel spreadsheet to printing company to let them merge the
information and avoid the cost of labels.
Stuff newsletter with inserts when applicable. Fold newsletters & affix adhesive tab for mailing.
Sort newsletters by zip code. Count newsletters & bundle for bulk mail. Fill out bulk mail forms
(3602 N), and deliver newsletters to Red Springs Post Office. (Bulk mail permit is #2.) Contact
PTSO treasurer to deposit money in bulk mail account.
Place copy of newsletter in each teacher’s box in school mailroom. Place extra copies in school
office.
Specific Duties (Email):
June/July – check with membership chairs to make sure they are asking for email addresses on their
membership forms.
Monthly – Contact membership chairs to get email addresses from membership forms. Update email
list as often as possible.
Email newsletters (blind-copy) to all people who signed up for the PTSO email list.
Email the “Red Devil Notes” PTSO announcements as needed to the email list.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Red Springs High School PTSO
Standing Committees
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Keep PTSO president informed of activities on an on-going basis.
Specific Duties (Website):
Maintain PTSO website & contact committee chairs for updates as needed.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Cultural Arts
Brief Description of Standing Committee: Work with staff to choose various artists to perform during the
year.
Specific Duties:
Attend Cultural Arts Fair, sponsored by the United Arts Council, in the summer or at the beginning of
the school year and research artists and performers who will visit the school during that year.
Work with school administration and performers to arrange performances.
Publicize the performance schedule and distribute announcement flyers for each performance.
Maintain budget and coordinate compensation to performers with treasurer.
May also arrange for visiting artists to complement school curriculum.
Keep the president informed of activities on an on-going basis and insure that the PTSO president
signs all contracts.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Finance
Brief Description of Standing Committee: Provide financial help for other committees and assist the
treasurer as needed.
Specific Duties:
Help provide a consistent, trained set of volunteers for the beginning of the academic year
Membership events.
Make sure that the committees which receive money (Spiritwear, Planners, Membership) maintain
inventory records (beginning and ending counts of items) in order to balance at the end of the day or
the event.
Make sure that all money is counted and verified before leaving the point of “sale” whenever
possible. Two signatures should be on the deposit form.
Help committee chairs develop inventory and cash/check control forms.
Make sure that all committees hand money to the treasurer in person.
Assist the treasurer as needed (for example, help conduct the annual audit, provide monthly bank
statement verification, etc.)
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Hospitality & Teacher Appreciation
Brief Description of Standing Committee: Provide refreshments for parent meetings. Plan events such as
teacher luncheons.
Specific Duties:
Refreshments are provided for the following functions:
Teacher breakfast before school starts (usually a few days before the students report) – we go down
the list of volunteers we have and call them individually to donate breakfast items, paper products,
drinks, etc. Parents bring the items to school that morning. We serve the food buffet-style and clean
up.
Conference Days – luncheons for the teachers (one in fall & one in spring) – The bulk of the lunch is
purchased with committee funds. The committee does the serving of the lunch in the early afternoon;
we again call on volunteers to send in salads, desserts, etc. The committee cleans up after the
luncheon.
Teacher Appreciation
Provide something for the teachers on holidays (candy, baked goods, etc.). We call on volunteers to
send in "goodies." The committee sets it up - Halloween, Thanksgiving, Christmas, and Valentine’s
Day.
Recognize teachers during Teacher Appreciation Week (usually in May) – Each day of this
designated week we provide something for the teachers (candy, cookies, trail mix, a catered luncheon,
and Moms in Touch (a group of moms at the high school) sometimes participates. Except for the
lunch, we ask the volunteers to send in items, and we set it up and take it to appropriate places.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Legislative/Robeson PTA Council Representative
Brief Description of Standing Committee: Keep abreast of current legislative events involving the local
school board and county/state/national educational and PTA issues.
Specific Duties:
Inform the PTSO board and parents of pending legislation of concern to educators and parents and
encourage them to express their views to elected officials.
Encourage parents to vote for a school bond issue or to support or oppose legislation related to
children and/or education. May NOT support or oppose specific candidates.
Attend Robeson PTA Council meetings when possible.
Keep informed about PTA resolutions and political positions through reading state and National PTA
newsletters and visiting their web sites.
May encourage the unit to adopt a resolution and submit to the State PTA Convention.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Membership
Brief Description of Standing Committee: Promote/sell PTSO memberships at school PTSO functions
and keep membership records.
Specific Duties:
May/June – Begin developing membership form for the upcoming year. Contact email person to let
him/her know that membership is collecting the email addresses for the Red Devil Notes. Check NC
PTA & national PTA to find out current discounts and promotions.
Early July – Check with Student Services to find out how many copies of the membership forms
should be printed for the “stuffing of the schedules” day. Confirm this number with the volunteer and
newsletter chairs because they will also be sending out forms.
Contact Pizza Hut or other businesses to get “join the PTSO” incentive coupons. Ask for 1000 to be
ready by July 31.
Plan and distribute teacher and staff invitations to join.
Solicit raffle gifts from local businesses to be used as incentives for teachers to join at Teacher
Breakfast in August. Get donor business cards to publish in newsletter.
Get dates of Freshman Red Devil Camp, Red Devil Club Kick-off, Freshman Orientation, Open
House, and other important dates from VP of Programs. Membership chair should speak at most of
these functions or make sure president asks people to join PTSO.
Submit articles and/or membership forms to Red Devil Pause newsletter.
Sell memberships at most PTSO functions.
Track all members who join, submitting membership list (and updates as necessary) to secretary and
dues to the treasurer.
Make sure treasurer pays membership dues to NC PTA by due dates.
Upload membership names to the NC PTA database. If this is not done, then our PTSO will not be
“in good standing” which means we will not be able to participate in Reflections.
Return unused cards to NC PTA.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Newcomers
Brief Description of Standing Committee: Welcome new students and their families to Red Springs
High.
Specific Duties:
May/June – Contact the school registrar to work out a system to get the contact information for new
students and their families in a timely manner.
May/June – Contact “Ambassadors” club teacher sponsor to see if these club members would like to
help welcome new students.
August – Plan a “Welcome to Red Springs High” activity during the first week of school to make
students feel more comfortable with the school. One idea that could be used is to host a pizza party
for new students during lunch.
First week of school – Host the “Welcome to Red Springs High” activity.
Freshman parent/New student Orientation – Possibly host a Q&A session so that new parents can ask
“old-timers” questions about how things work at the school.
January – Possibly repeat the activities held in August and September for students and families who
arrive later in the year.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Parent Coalition for Excellence
Brief Description of Standing Committee: Develop and implement programs and strategies to help
reduce and eliminate the “achievement gap” for identified subgroups of 9th and 10th grade students. The
program will not exclude 11th or 12th graders.
Specific Duties:
Work with school administration to offer after-school tutoring that is available to all students and in
all subjects if possible.
Host a breakfast once or twice a year to congratulate students who have shown measurable success in
pulling up a grade.
Hold PCE meetings monthly. Invite community or school officials to speak at the meetings. Possible
topics – good study habits, plans for the summer, graduation project requirements, etc.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
PCE programs and strategies will be implemented during the school year and continue into the summer
months to provide continuity and transition from year to year. Programs and strategies include
Identifying student subgroups based on data acquired from or for Adequate Yearly Progress (AYP),
the North Carolina Accountability, Basics, and Control (ABCs) Program, and graduation rates
calculated by the N.C. Department of Public Instruction.
Developing/implementing/analyzing parent and student surveys to identify how parents can target
programs and strategies to assist their students.
Initiating theme-focused monthly parent/student meetings to address parent and student needs.
Tracking and reporting student academic achievement during the school year.
Developing/implementing summer programs to transition rising 9th graders and returning 10th graders
to Red Springs High School.
Red Springs High School PTSO
Standing Committees
Name of Committee: Planners
Brief Description of Standing Committee: Order and sell calendars to the students.
Specific Duties:
Early spring – Choose a planner, decide on cover design, get estimates from appropriate companies,
including shipping costs and any discounts available for early ordering. The Planners Committee
notebook, which contains detailed records, has a list of several companies we’ve used or contacted in
the past, along with sample planners. Decide on how many planners to order based on sales in
previous years. Need input from Student Services about the need for free planners to give to new
students – this has typically been about 120 per year.
May – order planners and request a preliminary invoice and a guaranteed delivery date in writing.
Make sure that the vendor is not going to charge sales tax because this is an item that the PTSO will
re-sell. See treasurer for a Certificate of Exemption form if necessary. The treasurer will need an
invoice, but make a copy for your records.
When planners arrive, make sure the inventory is in good condition and that all have been received.
Notify the treasurer that the invoice can be paid.
Get dates of Freshman Red Devil Camp, Red Devil Club Kick-off, Freshman Orientation, Open
House, and other important dates from VP of Programs. In 2007-08 the front office staff asked us to
sell planners and directories during the first week of school – before school and during both lunches.
Sell the planners at most PTSO functions. Maintain an accurate inventory and record transaction
summaries in the Planners Committee notebook so that next year’s committee can make informed
decisions.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Publicity
Brief Description of Standing Committee: Work with local newspapers for the purpose of placing RSHS/
PTSO information in the respective school information sections of the papers. In addition to PTSO
information, include general school news, and/or student events, when appropriate. Work with the RSHS
website contact for placement of PTSO information on the school's main web page.
Specific Duties:
Submit articles and announcements regarding PTSO events (both past & upcoming) and important
school announcements to the Red Springs Citizen, and Robesonian school sections. Knowledge of
each newspaper's deadlines is critical for timely placement of information. Information is submitted
via email.
Submit information via email with the school website person to make sure that PTSO events
(upcoming meetings and other announcements) appear on the school website in a timely manner.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Reflections
Brief Description of Standing Committee: Coordinate the PTA contest in visual art, photography,
musical composition, literature, dance choreography, and film/video production.
Specific Duties:
Advertise annual Reflections contest and encourage students to enter – usually with monthly emails
and announcement to website as soon as the theme is known.
Set deadline for Red Springs High contest about 3-4 weeks before Robeson County deadline.
Announce deadline.
Copy rules and entry forms (fill out bottom of entry form before copying!) and put in main office.
Also copy judging sheets and theme search contest forms.
Submit rules, entry forms, and theme search forms to website.
Find judges – usually try to find 3 judges for each category.
Once the Red Springs deadline passes, make sure all entries have followed the rules – entries signed
by parents, size & format are OK, etc.
Take entries to judges – allowing 3-4 days for each judge. Pick up entries when judges are done.
Tally the scores from the judges. Take photos of winning entries. Write article for newsletter and
include photos.
Take winning entries to the (Robeson County PTA Council Reflections Chair) if available.
Announce winners once they are chosen at the Robeson County level.
Send email to all participants – announce list of winners. Tell students about Reflections
“celebration” to be held at March or April PTSO meeting. (Date to be determined based on
principal’s schedule.) Ask students for RSVP.
Buy ribbons or some other prize for winners. Print certificates for student participants & winners.
Organize “celebration” for March or April PTSO meeting. Possibly serve refreshments so will need
tablecloths, napkins, cups, plates, juice/punch, & cookies. Take photos of students.
Handle tickets for annual Robeson PTA Reflections Reception and encourage students and their
families to attend.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Spiritwear
Brief Description of Standing Committee: Sell school spiritwear at various PTSO functions and keep
inventory of items.
Specific Duties:
Obtain Sales Tax Certificate of Exemption form for vendors from treasurer. Before ordering
merchandise, make sure that the vendor is not going to charge sales tax because this is an item that
the PTSO will re-sell.
Coordinate with vendor which items will be sold. Design shirts and other items – hoodies, decals,
jewelry, etc.
Develop and distribute flyers and order forms.
Display items prominently.
Organize submitted orders.
Place order with vendors.
Distribute individual orders. Organize parent volunteers to assist with the distribution process.
Coordinate deposits with treasurer.
Maintain inventory of items.
Sell shirts at open houses and sporting events.
Maintain/enhance the Spiritwear webpage on the Red Springs High website.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Student Services/Career Center
Brief Description of Standing Committee: Work with the Student Services to organize college and
scholarship material. Facilitate communication from Student Services to students and parents.
Specific Duties:
File new college catalogs on the shelves and discard old material.
File new college applications in the file cabinets and discard old information.
Update bulletin boards, help to stuff envelopes, and perform other clerical tasks as needed.
Meet with Student Services head at the end of July or early August to request email input from
Student Services for Red Devil Pause newsletter (upcoming events, dates, etc.).
Ask Student Services to email input for Red Devil Notes (emailed announcements) to Red Devil
Notes editor.
Remind Student Services to submit info for the Red Devil Pause and Red Devil Notes in a timely
manner.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
Red Springs High School PTSO
Standing Committees
Name of Committee: Volunteer
Brief Description of Standing Committee: Gather list of volunteers and distribute this list to committee
chairs.
Specific Duties:
April/May – Design volunteer sign-up sheet. Ask committee chairs if they need to be included.
Early July – Contact Student Services to assess needs for the “stuffing of the schedules” that occurs in
early August. Fifteen or more people may be needed.
July – Find out how many copies of the volunteer forms should be made for the schedule mailing.
Confirm this number with the newsletter and membership chairs since they will also be sending out
forms.
August – Take volunteer forms to office to be available for parents.
August/September – Have volunteer forms available for parents at Red Devil Club Kick-off,
Freshman Orientation, and Open House.
August – Contact school secretary and/or Lifetouch Studios at 571-0075 to find out the date for the
picture day and the picture make-up day and find volunteers to help with this.
September – Contact school administration about volunteer needs for picture day. Schedule
volunteers.
September – Organize volunteers by activity and forward lists to committee chairs.
January – Ask for volunteers to proctor EOCs and exams.
March – Ask for volunteers to proctor 10th grade writing test.
April – Ask for volunteers to help with senior cap & gown photos and also group picture day.
May – Ask for volunteers to proctor AP exams.
June – Ask for volunteers to proctor EOCs and exams.
Try to pay for all purchases with a PTSO check made payable directly to the vendor unless this
proves to be a major inconvenience for the committee chair. Our PTSO can only get the sales tax
back from the state if the check is done this way. If the PTSO reimburses the committee chair, then a
refund of the sales tax cannot be requested.
Attend all meetings of the executive board. If the committee chairperson cannot attend, she/he must
notify the president or a VP (see handbook for committee reporting structure) before the day of the
meeting and provide a committee report. Even if there is no report, input and feedback are needed.
Submit an annual report by the spring transitional board meeting each year.
Submit plans of work for approval of the board before undertaking any project.
Maintain a current and organized notebook for your successor. Included in this should be a property
list of the committee’s supplies/equipment.
Prepare articles about your committee activities and get them to the Communications committee for
the newsletter, emails, and website
Keep PTSO president informed of activities on an on-going basis.
