Arizona PTA Standards of Affiliation for Local PTA/PTSA Units & Councils

Arizona PTA Standards of Affiliation for Local PTA/PTSA Units & Councils

Constituent Associations Checklist
Purpose and Scope: Arizona PTA has the authorization to charter local PTA/PTSA units and PTA Councils. A Charter creates a contract between the constituent associations, the local PTA/PTSA unit or PTA Council, and Arizona PTA. Arizona PTA requires all constituent associations to adhere to the regulations, rules, criteria set by Arizona PTA. Arizona PTA has the authority and procedures to address constituent organizations that do not adhere to the Standards of Affiliation" for a local PTA/PTSA unit or a PTA Council.

The local PTA/PTSA unit President will initial and submit this checklist to signify understanding of the Compliance Standards of Affiliation for Arizona PTA constituent associations. The local PTA/PTSA unit President will present the completed checklist to the additional Executive Committee officers with its presentation reflected in the meeting minutes.

Process for Compliance with Standards of Affiliation: The Arizona PTA Vice President will designate an Arizona PTA representative(s) who shall do a monthly review of the constituent association(s) status and contact those that are not in compliance with the “Standards of Affiliation”.

Local PTA/PTSA units and PTA Councils in compliance are considered to be in “Good Standing”. Non-compliance for not paying the annually mandated Insurance policy premium will result in suspension of the local PTA/PTSA unit or PTA Council. This includes being removed from eligibility for Arizona PTA and National PTA grant programs and awards. The constituent association will be sent an electronic communication regarding the lapse of insurance coverage and of non-compliance.

Non-compliance issues that will result in the suspension of the local PTA/PTSA unit or PTA Council can also include:
- non submission of membership dues and/or member list
- not updating officer’s list
- not completing an IRS annual tax filing
- not submitting new or amended standing rules
The constituent association will be sent an electronic communication regarding non-compliance with the “Standards of Affiliation”. If the non-compliance matters are not addressed by Arizona PTA’s date for resolution, Arizona PTA will bring forward the non-compliant constituent association to the Arizona PTA Executive Committee for the revocation of their charter. The Arizona PTA Board of Managers then will ratify the revocation voted on by the Arizona PTA Executive Committee.

Please complete this information below.

Please keep a copy of this document for your records and upload to Givebacks this initialed and signed Arizona PTA Standards of Affiliation for Constituent Associations Local PTA/ PTSA Units and PTA Councils agreement.
Local PTA/PTSA Unit or Council Name (NO ABBREVIATIONS)*
Local Unit Name
Local Unit Region*
Local Unit Email*
example@example.com
As President I understand that our Local Unit is responsible to:

Adhere to the PTA Mission, purposes, principles and organizational requirements.Submit an annual officers list with the names and contact information for newly elected and/or continuing PTA/PTSA unit officers by June 30 or within ten (10) days of the election. When a vacancy or resignation occurs or if there’s any change of officers or information an updated officer’s list must be submitted. UNIFIED LOCAL PTA/PTSA UNIT BYLAWS do not allow for co-officers.Remit monthly membership dues by the 20th of each month. Enter your membership data (roster) and submit your membership payments using the Givebacks platform. The first submission (a minimum of 10 members) is due no later than September 30th annually.Remit the annual Insurance premium to AIM Insurance via the Arizona PTA website, in the amount of $165.00 no later than June 30th annually. A late fee of $25.00 will be assessed for payments received after the deadline of August 15. AIM Insurance has no grace period for a lapsed, past due insurance premium. All policy coverages end August 31st annually.Comply with all IRS regulations for 501 (c) (3) tax-exempt nonprofit associations and submit the appropriate IRS tax filing form 990, 990 EZ or 990-N E-filing, by the IRS's November 15th annual due date. Utilize the file990.org email reminder link.Upload a copy of the proof of filed/submitted taxes from the IRS into Givebacks. If an extension filing is needed, upload a copy of the filed extension form and then upload a copy of the proof of filed/submitted taxes from the IRS, when appropriate.BY September 30th annually, each unit must upload in Givebacks (as one cohesive document) a copy of the completed annual PTA Financial Review/ professional audit packet, the Bank Statement ending June 30, the final treasurer’s report and the official general membership meeting minutes expressing approval of all of these docsBy September 30th annually, upload a copy in Givebacks, of the current year local PTA/PTSA unit budget, approved by the general membership, with the meeting minutes expressing the general membership approvalBy September 30th, Local PTA/PTSA unit and Council PTA officers must complete annual approved training. If elected to fill a vacancy, they must arrange training within 45 days of taking office with their specified Region Director.By September 30th, present to the general membership and adopt annually the current version of the UNIFIED LOCAL PTA/PTSA UNIT BYLAWS according to the procedures of Arizona PTA. Upload to Givebacks the general meeting minutes expressing the general membership adoption of these bylawsBy September 30th, appoint a committee annually to review your local PTA/PTSA unit standing rules. Upload to Givebacks the official meeting minutes expressing the adoption of the entire standing rules document with amendmentsAcknowledge that upon receipt of the Local PTA/PTSA unit Officers List, when applicable, the Arizona PTA is named as the Statutory Agent for each of its local PTA/PTSA units. Arizona PTA will monitor individual local PTA/PTSA units renewal date. Arizona PTA is authorized to file the annual report on behalf of the local PTA/PTSA unit. Local PTA/PTSA unit will submit filing fee to the Arizona PTA.
Local Unit Best Contact PH Number*
Please enter a valid phone number.
President's Name (enter Vacant if Vacant)*

First NameLast Name
President's email*
example@example.com
Vice President's Name (Enter Vacant if Vacant)*

First NameLast Name
Vice President's Email
example@example.com
Secretary's Name (Enter Vacant if Vacant)

First NameLast Name
Secretary's email
example@example.com
Treasurer's Name (Enter Vacant if Vacant)*

First NameLast Name
Treasurer's Email*
example@example.com
Benefits for Constituent Associations of Compliance with “Standards of Affiliation”

1. Arizona PTA Website: www.azpta.org Visit it, look for PTA, Programs information, Local Leader Resources, Forms, Advocacy ideas, and Events, such as the Arizona PTA annual Convention. In addition, information is shared by Arizona PTA on social media sites such as Facebook.
2. Arizona PTA online submission for: Officer’s List, AIM Insurance policy agreement (select/deny terrorism coverage, select/deny business personal property coverage, select additional medical coverage) and submit payment to Arizona PTA; membership dues payment and local unit membership list.
3. A “Good Standing” Unit may apply for Arizona PTA and National PTA program grants.
4. A “Good Standing” Unit may apply for Arizona PTA Awards including Teacher of the Year, Local Unit of the Year, the Sunflower Award and more. A “Good Standing” Unit may also submit student entries to Arizona PTA for the Reflections program. Training is available to "Good Standing” Units to help protect and limit risks, as well as maintaining 501 (c) (3) Tax-exempt nonprofit status.
5. Arizona PTA Membership Awards are given in recognition of Local PTA Units with successful membership initiatives.
6. Access to additional training that helps ensure the Local PTA/PTSA or PTA Council is in compliance with AIM Insurance requirements.
7. Arizona PTA updates sent electronically to PTA/PTSA officers, as listed on the PTA/PTSA Unit Officer’s list. Password protected access to Arizona PTA proprietary documents: UNIFIED LOCAL PTA/PTSA UNIT BYLAWS; AIM Local Unit Insurance Guide; Nominations and Elections Guide; W-9 Sample Form; Department of Treasury Group Exemption Letter; “Standards of Affiliation compliance document; Financial Review/Professional Audit packet; Local Unit Standing Rules template. National PTA’s “Back to School” kit for PTA/PTSA Units in “Good Standing”, contains the President’s, Finance, Programs, and Membership guides as well as other materials.
8. National PTA Website: www.pta.org Visit it for resources on Healthy Lifestyles, Advocacy, Our Children publication(s) (Spanish Version), National PTA School of Excellence program.
9. National PTA has a signup on the website www.pta.org for the Take Action alerts, Advocacy News / Blog covering federal legislative issues.
10. Support and guidance for Local PTA/PTSAs and PTA Councils from Arizona PTA Region Directors, Vice-President, Vice-President of Membership and Chairmen such as: Field Services, Arts in Education, Diversity, Bylaws, and Health and Safety for your executive board and general membership. Ability for Local PTA/PTSA units and PTA Councils and members to submit resolutions for consideration by Arizona PTA.

11. Ability for Local PTA/PTSA units to submit recommended amendments for the UNIFIED LOCAL PTA/PTSA UNIT BYLAWS and the Arizona PTA Bylaws for consideration to Arizona PTA.
12. Ability for Local PTA/PTSA units and PTA Councils to submit paid PTA/PTSA members that meet bylaws credentials for nomination for election as potential Arizona PTA elected officers or committee chairs.
13. Use of the official registered trademark for PTA and PTSA and the PTA tag line through the National PTA Visual Standards for use with your legal PTA/PTSA Unit name.
14. A “Good Standing” Units and its members, meeting the March 1st deadline for dues payment received by Arizona PTA, have the ability to pay member registration rates for the annual Arizona PTA convention. Accredited voting delegate status for four elected officers or their designated alternates and one additional member for every fifty (50) general members shall be allowed for the Arizona PTA convention (contingent upon Arizona PTA established criteria).
15. On behalf of Arizona PTA members, the children and youth of Arizona, an Arizona PTA spokesperson informs, speaks and advocates based on the current Arizona PTA Legislative Platform Priorities, Resolutions, and Position Statements with state legislators, state agencies, ABC (education) organizations, business groups, and PTA constituent associations.
16. A “Good Standing” Unit and their paid members have the ability to register for the National PTA convention at member rates.
17. Members have the ability to request accredited Voting Delegate status for the National PTA Annual convention from the Arizona PTA President.
18. An Arizona PTA spokesperson and the Advocacy and Legislative Issue Chair speak, inform and advocate with Federal legislators and their assistants regarding the current adopted National PTA Public Policy Agenda.
Initials*
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