PTA Resources

Through open communication with our Romona educators, our Romona School PTA seeks to support and provide enriching programs and community building events for our Romona children that expand and compliment the educational opportunities provided for them. In all our endeavors we respectfully embrace and celebrate each one of our community members unique and diverse culture, ability, and interest.

• Standing Rules, Operating Procedures and Suggested Guidelines (rev 09/15)
• Romona PTA Bylaws (rev 2016)
• Financial Procedures
• Event Money Collection Procedures

PTA Committee Forms

• Cash Box Request Form
• PTA Cash Deposit Voucher
• PTA Check Deposit Voucher
• PTA Committee Planner
• Expense Reimbursement Form

Federal/State Forms

• Romona Tax Exempt Letter 2019
• W-9 Form

Enrichment

• Enrichment Request Form (staff)

Miscellaneous Forms

• Communications Request Form
• Wilmette Raffle License Application
• Building Facilities Rental

Each committee may use the following sources for communication:

• Romona PTA Website- Contact person is President-Elect
• Romona Review- Contact Person is President-Elect
• PTA Bulletin Board Outside- Contact Person is President-Elect
• Constant Contact (Only one eBlast per event plus 1 Save the Date). Timing requests will be considered but at are at the discretion of President. Contact Person is President.
• Backpack Express (Only one time per SOME EVENTS. In an effort to support our Go Green initiative, this will be allowed only with prior approval and when deemed absolutely necessary. See below for details.) Contact Person is President.

When you fill out your online communications request, please choose the VP in charge of your event in the space provided.  This form gets sent to them so that they are aware of your event’s communication request.  They do not need to approve your communications request UNLESS there is a backpack express request.  In that case, they need to determine whether it is absolutely necessary and then contact the President to let them know they approve.  The form is ALWAYS automatically sent to the President and President-Elect.

Romona PTA Website

Every PTA-Sponsored event will automatically be listed on the PTA Events Calendar. If you would like to use specific language or graphics on your own webpage or would like more exposure with other communication tools, please fill out the Communications Request.

Requests should be submitted in ready-to-use form, containing all the required detail without need for significant editing. We need to rely on your submission for all the facts, so please make sure you validate the details with your PTA VP or committee chair before submission.  We reserve the right to edit non-pertinent information on the Events & Dates page.  Please convert any graphics you want to include into JPEG format.

Requests that include using PayPal or a form need to be submitted 2 weeks prior to posting.  The President- Elect is in charge of these forms.

***If your event requires a Sign Up Genius, you would need to contact the VP2.  Please notify the President-Elect to let them know you need that on the website as well.

Romona Review, From the PTA

Consider the Romona Review, which will be included in From The PTA section of the principal’s weekly Friday email for the following cases:

• Your event is PTA-Sponsored, (already listed on the PTA Pipeline), but would like additional exposure
• Your event / organization is not PTA-Sponsored, but you have been approved as ‘Connecting Beyond PTA’ partners and would like additional exposure

Keep in mind, your message for the Romona Review will be a bullet-pointed, short message with a link to our PTA website for further information. No PDF’s or attachments of any kind will be considered for this publication. Generally, the Romona Review will contain information 1 – 3 weeks out.

Submissions for each week’s Romona Review must be in by 11:00 AM on Tuesday before the Friday’s edition that you would like it to run in.

Requests should be submitted in ready-to-use form, containing all the required detail without need for significant editing. We need to rely on your submission for all the facts, so please make sure you validate the details with your PTA VP or committee chair before submission.  We reserve the right to edit non-pertinent information as needed.

Here is a sample:

WELL GARDEN OPEN HOUSE SEPT. 19 ^TH 3:15pm-4:30pm

Come join us for food and fun inspired by our beautiful and bountiful gardens.

See the flyer on the PTA website for more information. http://romonapta.org/wellgardenopenhouse.html

Volunteers needed! http://www.signupgenius.com/go/10c0b4aaaa722a57-well1

PTA Bulletin Board Outside

Our outside PTA bulletin board is located in front of the school. This location is prime real estate for all people who enter our school. To have your information considered for the space, fill out an online Communications Request at least 2 weeks prior to your event.  Upload a copy of your document for approval.  You are responsible for delivering a print copy to be used in the board.  Please contact the President-Elect for any questions.

Requests should be submitted in ready-to-use form, containing all the required detail without need for significant editing.  Every flyer should contain the Romona logo.  Please contact your V.P if you need the seal.  We need to rely on your submission for all the facts, so please make sure you validate the details with your PTA VP or committee chair before submission.  We reserve the right to edit non-pertinent information as needed.

Constant Contact

All committees are encouraged to use our eBlast system.  Using our online Communications form, please indicate what you would like included in the CC and the timeline you would like it delivered.  Please note that some weeks are very busy with information.  If that is the case, your information will be included in that week’s eBlast.  Each event will only be allowed one eBlast plus a save the date.  Timing of the emails will be at the discretion of the PTA President.

 Backpack Express 

Paper flyers will only be sent home under very limited circumstances and will require a special approval process, so please consider paperless alternatives first.  As the school continues to “Go Green”, Paper Flyers distributed via backpack express should almost never be needed.  Flyers or the content of a flyer can be posted on the website, and information can also be placed in the Romona Review.  In the rare event that a paper flyer is needed, you will need to fill out a Backpack Express Request form approximately 2 weeks before distribution, which will need approval from the President and Principal before it may be sent home.

Outside Press

To have your event covered in the local papers, please contact the President-Elect.  All press releases need to be approved first.  In addition, please keep in mind that if photos are taken at an event, they must be first be checked for permissions.