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GENERAL
BASIC JOB RESPONSIBILITIES Run your activity/job/event from start to finish. Notify the Executive Committee member overseeing your committee of any issues requiring their support. Attend PFC meetings whenever possible. Help recruit and train your successor. Create and/or audit a binder or your tab on the PFC website to contain a summary of the position, a calendar or timeline for your job or event, your budget, vendors used, ideas you tried and liked or didn’t like, fliers you created, feedback you received, and anything else to help your successor. PFC DIRECTORY
Please check the PFC Board Directory that was e-mailed to you to make sure your contact information is correct. The Directory should be used to contact other board members. To get a copy of the Directory or make changes, contact the PFC Secretary. You can also refer people to the on-line Board Directory. To get/update your committee e-mail address contact the PFC VP of Communications.
If you have not filled out a “Committee Chair Confirmation” click above to get the form and e-mail it to the PFC Secretary.
Click above for Committee Chair job descriptions. There is an updated job description binder in the Office Copy Room. Job descriptions, as well as keeping detailed records of how you did your job are vital to the success of the next person to take on your position. Update your job description on-line anytime.
Click above for the most up to date school calendar.
If your committee has a line item on the Budget, it is your responsibility to know and understand that amount. Questions about your budget should be directed to the PFC Treasurer. Questions about the PFC budget process or how funds are obtained and spent should be referred to the PFC website.
Any committee needing cash for an event should contact the PFC Treasurer who will issue them a check.
For information on reimbursements and deposits, and to print out forms for both, click below. Forms are also kept in the “Treasurer” folder in the PFC file box in the Office Copy Room.
CONTRACTS Any contracts should be reviewed by the PFC President and Treasurer prior to signing.
COPIES When making copies for PFC sponsored events conserve paper by linking people to your tab on the PFC website from Enews. Use the District Print Shop for a substantial savings. Forms are in the Office and can be given to Denise or Nora. Copies take about 10 days to be made and need to be picked up at the District Office. Use the paper in the cupboard in the Copy Room marked “PFC”. Limit the use of colored paper. Ask Denise or Nora if you need colored paper. Use the 2 smaller copy machines. When posting any signs around campus other than on the bulletin boards, use blue tape which you can get in the Office.
If your committee plans to use school premises in the evening or on the weekend, you will need a Use Permit. Click above for instructions.
All school volunteers must be fingerprinted and TB tested. You need to get fingerprinted once. You must get TB tested every four years. Click above for instructions.
VOLUNTEERING ON CAMPUS Any volunteer who plans to be on the WA campus must sign in at the Office and put on a volunteer sticker or wear a previously issued lanyard.
SOLICITING So as not to exhaust our community, soliciting for donations should only be done by the following committees: Auction, Teacher Appreciation, Social, Directory Advertising, Golf Tournament and Open House Festival. It is the responsibility of those committees to coordinate their efforts. Any other committee wanting to solicit, must get the approval of the above Chairs. Committees wanting access to the baking list compiled by the Teacher Appreciation committee must contact those Chairs. Click here for the PFC letterhead and envelope.
COMMUNICATION We are fortunate to benefit from the work of those that allow for such abundant communication at WA. In thanks, and out of respect for their time, we owe these volunteers our dedication to the following guidelines.
COMMITTEE FOLDERS Please check your committee folders in the Office Copy Room regularly for any communication. You may need to add a folder for your committee or update the tab. It is especially important that you check your folders regularly for any communication coming from individual classrooms through their Room Parents (i.e. volunteer sign-ups coming from “Back to School Night”).
E-MAIL COMMUNICATION As is stated in the Directory “This Directory is distributed for the personal use of the families of Walnut Acres.., and is not intended for public use. Use of any information contained herein for solicitation or any other business purposes without written permission from the Walnut Acres Parent Faculty Club Board of Directors is prohibited.” Any class, grade, or school-wide U.S. mail or email distribution related to WA activities must be approved by the Principal and the PFC President and BLIND COPIED to all recipients, so as to respect the privacy of our families and avoid unwanted e-mail chains. Any personal student information, i.e. changes to the “Student Directory” is to be published ONLY in “Communication Monday” and NOT electronically (i.e. via Enews, the website or e-mail.)
Any communication going to Room Parents to be distributed to parents or solely to Room Parents must first be sent by the Committee Chair requesting the communication to the principal AND the president or vice-president overseeing the committee for their approval. Once approved by both the principal and the president/vice-president, the communication can then be sent by the Committee Chair to the Room Parent Chairs to be distributed. When sending the communication, please make it clear if it is to be sent to the Room Parents or to the entire class. E-mails must be BLIND COPIED to their recipients. Committee folders in the Office Copy Room should be checked regularly for any communication coming from individual classrooms through their Room Parents (i.e. volunteer sign-ups coming from “Back to School Night”). Click above for more details.
DRIVE-THRU FLYER DISTRIBUTION Due to safety concerns, flyers may not be distributed in the Drive-thru area. Posters may be held in the Kindergarten class area. Please contact the Drive-thru Chair if you would like to hold up posters.
CAMPUS WIDE FLYER DISTRIBUTION To physically post flyers around campus including the display cases, please contact Denise Calbeck, Office Manager for approval. All flyers must be posted using blue painter’s tape which is in the Office.
Meetings are held on the third Tuesday of each month, September through May, at 7 PM in the Walnut Acres Library. Click above to access meeting dates, the Agenda for the upcoming meeting, and Meeting Minutes from past meetings. It is your responsibility to speak at a PFC meetings regarding your committee by contacting the PFC Secretary. If you cannot attend, it is your responsibility to e-mail the Secretary what you would like for them to say for you. Out of respect for everyone’s time, please keep what you need to say to three minutes or less.
Enews is sent every other Monday. The due date for the article is the Monday before the release date. A reminder to submit Enews articles is sent the Friday before the article is due. Articles should be sent to the Enews Editors. Click above for a Enews Due Date and Release Schedule and all instructions. It is your responsibility to stay on top of due dates and release dates in order to make them work for your event. Please submit articles in Microsoft Word format and keep them to 150 words or less. Include links to the PFC website for more details. Any graphics should be submitted in a .JPG or .GIF format. All articles may be slightly altered, and are subject to the approval of the Principal and the PFC President. Only articles directly related to Walnut Acres will be considered for inclusion. Click above for details.
Communication Monday is written communication distributed every other Mon. to WA families through the classrooms. Click above for the Communication Monday Release Schedule and all instructions.
PFC WEBSITE All committees should use the website as their primary source of communication. Drive users to the site from Enews by using your “page” to inform families and the community of your event. Include attachments that can be printed at home. It is your responsibility to keep your page up to date. If you need assistance accessing or altering your page, want to be featured on the home page, or have feedback on the website, contact the PFC VP of Communications or Webmaster. It is also the responsibility of all Chairs to use the website whenever possible to inform themselves and others of PFC policies and procedures.
The PFC supports our WA community and the city of Walnut Creek by highlighting current child-centered or parent education-centered events and activities through the “Community Announcements” section of the PFC website. Announcements should not include any solicitation, personal, or "for profit" business. Submissions should be sent with the exact verbiage as should appear on the website, for posting within seven days. Attachments can be included. All announcements may be slightly altered, and are subject to the approval of the Community Announcements Chair, Principal and the PFC VP of Communications. Click above to submit and for all instructions. |