The federal law that covers privacy of educational records ( FERPA ) allows what it calls "directory information" to be made public. This includes pieces of information like student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance.

I believe it's a common sense exemption to allow publication of things like yearbooks, school directories, newspaper stories of athletic and academic events, school newsletters, etc.

Beyond that records are private unless the parent allows them to be shared. The school must disclose its policy on "directory information" and allow parents to restrict that if they choose. (It's usually in the student handbook.)

So your district should have a policy that mirrors FERPA - or it could be stricter.

When our PTO publish directories, we collect all the data (from the school), then we go through an delete any info for which there is a do-not- disclose request on file with the school. We send home notices at least twice explaining about the directory and allowing people to opt out. Then we publish. This is an "opt out" process.

A more conservative approach is the "opt in" where you specifically collect permission to be included the directory and only publish those who respond. The upside is you've done the maximium to protect privacy; the downside is that you'll have a percentage (sometimes high) of people who don't bother to reply at all even though they have no objection.

[ 09-25-2004, 12:49 PM: Message edited by: JHB ]

We've done it both ways...The 1st year (we're a new school) we did not charge dues, but still required members to register (to assure voting priviledges, etc.) this gave us our volunteer list to start. This year we decided to charge dues to give us some $$ to boost us into the year. We charge $3 individual or $5 for family. We also list that anyone can become a member (relatives, community members, etc.) However, our bylaws state that you must have a child at our school to hold an office.
As we are seeing some things in our bylaws that we plan to change (already!) this year...can I get more info on the "hardship clause" that was mentioned. We don't have this and looks like we should.
Also... we wanted to give a directory to parents but were advised not to due to newer privacy acts. How are the other schools handling this...or maybe this is an individual state thing?

We just started this year as a brand new PTO, to not charge dues. Every person that has a child in our school is a member of the PTO. We are asking for donations, that takes care of the funding issue. We offer 1 free raffle ticket for our Fall Carnival for every $5 that is donated.

I have to wholeheartedly agree with JHB! We charge membership dues of $5 per family for all the above reasons that JHB stated. I especially like

Strange but often true – something that is “free” often has an unconscious value of “zero”.

I know there are threads that were started on this very same subject. (This is like deja vu)This topic seems to emerge at the beginning of the school year like clockwork! LOL

We award the top membership class from each of our schools a lunch party. The kids really enjoy it!

(Somehow I think this is going to post as an unregistered poster...seems to be a glitch in my computer. I am not lurking I am BACKHOED!)

I'll have to post the counter-point to Tim's response. (And note - I think either way can work, I belong to one of each.)

Our elementary school deliberately chooses to charge a token membership fee – equivalent to the cost of the student directory - which members get for free. However, once the membership drive is over, there's no real distinction between a member and non-member family. (Voting is a mere formality as all votes at general meetings are unanimous.)

I think the reasons we do this are: </font>

• The membership drive forces us start each year documenting/proving WHY the organization is worth joining. We don’t take belonging for granted (at first).</font>
• The entire membership drive is a marketing activity, which lays the groundwork for volunteer recruitment and other programs.</font>
• The class level membership contest involves the children and gets THEM excited about the PTO. (Top three classes with highest membership percentage win a prize.)</font>
• Strange but often true – something that is “free” often has an unconscious value of “zero”.</font>
• “Joining” is the first step towards commitment</font>
• Membership is an easy/low cost way to show support for the organization.</font>
• Since we include the directory as part membership, there is relatively little marketing effort for the directory itself. As a standalone activity – trying to sell the directory to everyone – that effort would probably equal what we spend on the membership drive. So eliminating the membership drive wouldn’t necessarily save volunteer time.</font>
• Membership provides some funds. Certainly it is not a major fundraising activity. However, we do promote/allow members to add a tax-deductible donation beyond the membership fee. It’s not uncommon for members to voluntarily add $10 or $20.</font>

As I said, either system can work. This is just the explanation for the flip side.

P.S. However you decide to do this, I strongly suggest you not put a dollar amount in your bylaws. You want to leave that open-ended so you don't have to ratify an amendment just to change dues.

[ 08-30-2004, 02:58 PM: Message edited by: JHB ]

Rockne - Tim,

I'm glad you asked this. We are a small school and we work very hard to come up with ideas to support our kids and the teachers.... There are a group of parents who are always looking to knock our organization down. Last year with voting, we had some issues with coming in at the end of the year and trying to figure out what has gone on all year.

We are hoping to get parents to have some accountability through out the school year, kind of put your money where your mouth is, and not jumping in at the end of the year to try to undermine all that has been put in place.

We want parents to come to the meetings, come vote on those ideas that you like and don't like.... Come to the meetings and have a voice!!

Our attendance at meetings has been pathetically low so I'm not sure asking for a $1.00 is going to hurt the process..

I wanted to edit my post to state that the dues are in no way a fund raiser for us but more a good faith promise to help out and support the Parent / Teacher / Student system.

Thanks
Jen

[ 08-30-2004, 12:19 PM: Message edited by: Jen Bilderback ]