May 25, 2013

Annual Officers' Contact Information Sheet (Electronic Submittal of Form A)  

The Annual Officers' Contact Information Sheet (Form A) is the official mechanism to report the key address information for our local unit and council presidents, treasurers, and alternate contacts. This form must be filed every year, even if your officers remain in their current position.  

The New York State PTA uses this information for all of our mailings (including membership cards) and for direct contact with your local Region and New York State PTA. The New York State PTA provides this information to National PTA for their mailings to local unit and council presidents as well.  

The Annual Officers' Contact Information Update Electronic (Form A) should be completed no later than June 15, following your local unit election of officers. Failure to do this may result in discontinuation of mailings and membership cards. We do not want to see this happen and we know you want your unit to receive all the valuable information in our mailings.  

If this information changes during the year, for example, new officer elections are held in September or there is an address change, a new Annual Officers' Contact Information Sheet (Form A) should be created and submitted. While completion of the form is the responsibility of the outgoing president, new presidents are encouraged to verify with their Region Directors that this action has been taken. If you need to find out who your local Region Director is, please click here for a list by region and a map for identifying your region. Presidents should use the electronic Annual Officers' Contact Information Sheet (Form A) on this website.  

 If you have questions, please contact your Region Director.

Additional Mailing Order Form (Form C)

Additional mailings may be ordered by any unit or council at a cost of $40.00 per mailing. These mailings can be sent to other officers, your newsletter editor, or any member of your board. The additional mailing(s) will be a duplicate of the regular unit/council mailing received by the president. It will include a subscription to the New York Parent Teacher, and copies of all new publications, guides, etc. (03/24/10)

Membership Card Confirmation (Yellow Form)

Membership cards were mailed to units who have updated their Annual Officers' Contact Information (Form A), paid their insurance and have no outstanding membership issues from last year. The membership packet is mailed to the address of the president listed on the updated Form A.  When the cards are received, presidents are asked to click on the link below and complete the online Yellow Reply Form.  This will include unit membership chair information and will confirm with NYS PTA the actual number of cards received. Once you have counted the cards and entered the information for the Yellow Reply Form, please give the contents of the membership packet to your unit membership chair so that they can have the tools necessary to run a successful membership year for your unit.  Once you have entered the information online (preferred method), there is no need to submit the manual form included in the membership mailing, but you may choose either method. Any questions, please contact your Region Membership Chair.  

Membership Card Confirmation (Yellow Form)  

Membership Card Template  

NEW TEMPLATES FOR DATA MERGING
About half of local PTAs prefer to pre-print the member’s custom information on the card directly, using a template that merges data onto the card. There is a template that accommodates the new format of the card, that lines up the information, so local PTAs can mail merge member data (from a data MS Excel file) onto the template (an MS Word file). The card stock can be fed through most typical ink-jet printers. This template can be found on pta.org in the Running a PTA section. Just Between Friends (JBF) also has a template available to merge member data onto the new card.

Please note: Because the new cards have a light coating to improve durability, once a sheet of cards is heated and imprinted through the printer, it needs about two minutes for the ink to cool and set. After that time, the card can be handled and distributed. 
 

Membership Card Template (Word) 
Membership Card Template (PDF) *Please adjust your print setting when using this template: Print Option-Page Scaling-None

 

New York Parent Teacher Order Form

If you are interested in ordering New York Parent Teacher please click below for the order form.  

New York Parent Teacher Order Form (PDF)