We send the form for the directory out with the registration packet at the beginning of the year.. Here is what it says:
The PTO will comprise a complete student directory for easy reference. This directory will include all information of ALL students enrolled at __________ Elementary school which consent to the release of information. This directory is for the SOLE USE OF THE STUDENT BODY AND THEIR PARENTS. The information in this directory will not be released nor utiflized for any other purpose.
THEREFORE, by my signature below I hereby elect the following:
____ I hereby express and grand permission to PTO to include the following information in the 2007-2008 Student Directory.
Student______________ Grade____________ Teacher______________
________ I hereby express and DENY permission to the PTO to include personal information in the 2007-2008 Student Directory
THIS FORM MUST BE COMPLETED AND RETURNED BY FRIDAY, SEPTEMBER 7TH.
IT SHOULD BE NOTED TAT FAILURE TO RETURN THIS FORM SHALL BE DEEMED EXPRESSED CONSENT FOR INCLUSION OF ALL INFORMATION IN THE STUDENT DIRECTORY.
Parent Signature________________ Date_________________
Please excuse any typos in this!!
Does this cover us?
4my2kids - if your funds go through the school and you are not a stand alone 501(c)(3) organization, you need be extra careful to follow the same rules as the school. So that would mean getting a list of their do-not-disclose folks and making sure your directory is compliant UNLESS you have a specific opt in form.
When I did directory, we had an opt out process and these were our steps.
** Get info from school
** Send notices to parents about directory with ability to opt out
** Separate do-not-disclose family data and send them a special notice offering to include them if they signed the form
** Merged all contact info into a one-page per student form, sorted by class and alpha. Send the ONE page home with each student advising families that was exactly what would be printed and giving a deadline for changes
** Printed directory
There were multiple notices to the families about the directory - newsletter mentions, a specific opt out form, opportunities to advertise. So I think we did more than due dilegence.
Merging the data and sending the one sheet per child home was the best thing we ever did. We had 600 kids, so that was 600 pages printed. But paper is cheap, and it's not that much ink. If you aren't used to merging information into Word, that can be a little daunting, but it's really not hard. And this step made the rest SO easy.
If anyone wants to go this route but doesn't have the skills inhouse, post a message here and I'll help you offiline. (Ideally your data is in something like Excel or even a Word table.)
Okay, I am in this same directory situation, but our funds go through the school, so does that make is one in the same? Or is the PTO still seperate from the School?
This is our 3rd year for publishing our student directory. Our school handbook does not state phone numbers so that little glitch needs to be worked out for the following years, but in the mean time.......We just sent out letters to the entire school Pre-K - 12th Grade to make sure that we were doing our part. It had an opt-out option that the parents could check and an important notice of "If we do not recieve this form back your student information will stay the same as last year." This really helps with new families, or families that really wish to opt-out. Most families are very supportive of the directories. I am also selling ads so there was another notice asking them to contact me if they wanted to place an ad. So far it has worked out well.
OneandOnly is absolutely right that the two organizations are separate and one restriction has nothing to do with the other. Unfortunately, the school and the PTO tend to be viewed so closely with each other and privacy of information is SUCH a hot button, you have to be extremely careful.
I was approaching it from the point that if there was an easy way to keep her happy, go for it since you have to work with her all year.
But perhaps this is the time to stand your ground and not take her interference. The fact that the PTO independently collected the information - that it wasn't provided to the PTO by the school - should make it clear to anyone yours is a separate process.
The PTO directory is created and published by the PTO; not the school. The PTO has a signed form from the parents and that is enough to print YOUR directory.
The form from the school should be related to school information that is released &/or published by the school & the school district. It does not cover your PTO items.
