HOW DO I RESERVE THE BUILDING OR A PART OF IT?
There are new Fairfax County Public School requirements for Building Use (Building Use Information Page). You must first register as an event coordinator and then make an online request for space at least 2 weeks for school administration and county approval. Note: Please discuss your date with your PTO Board Member first as well as Mrs. George prior to submitting your form to ensure the timing fits in with other scheduled dates on the calendar and to ensure space is available for the date you have in mind.
Contact Janet George in the Front office for help with using the following spaces in building (space MUST be reserved):
Library Use for Evening Event (contact Librarian and Janet George)
Cafeteria Use (daytime or evening)
Custodial Staff needs
HOW DO I PUT TOGETHER AND DISTRIBUTE A PTO FLYER IN TUESDAY FOLDERS?
Flyers can be used to advertise for events, fundraisers, etc. The PTO is trying to limit our use of paper to be both environmentally and budget friendly. Flyers are typically distributed via the Tuesday folder.
Steps/Requirements to create successful flyers:
Include Important Details – Include date, times, location, your Sign Up Genius link, a Classy ticket/RSVP link and all other important details about the event. A brief description of what the event/program entails is also helpful.
Refer to the Style Guide – Use the Crossfield Style Guide to ensure your document or flyer reflects our style preferences.
Include Contact Information – Please include a PTO email address.
Proofread – It is always a good idea to have someone proofread your flyer…another set of eyes is always helpful.
Paper AND Virtual – Discuss your flyer needs with your PTO Board Support Member to determine whether your flyer will be sent in paper form as well as electronic and whether a Classy site for registration/RSVP/ticket sales is necessary.
Approval Requirements – Flyers should first be approved by the PTO Secretary, email it to email@example.com. Once PTO approved, submit flyers to firstname.lastname@example.org for school approval. Allow 3 days for school approval to take place.
Copying Instructions – For approved flyers, please note, you will need to obtain BLUE paper from a PTO Board Member to make your copies. The PTO will need to supply our own paper for flyers. Make enough copies for each class. We use the copy machines in the workrooms off the pods.
Delivering Flyers –
Separate your flyers into piles with the appropriate number of copies by teacher and provide Janet George no later than the Monday prior to your desired Tuesday Folder distribution date. (In addition, please follow Electronic copy instructions below so a copy can be included on the website and Facebook)
For Electronic copies for the website and PTO mass e-mails, please submit your electronic copy to email@example.com. no later than the Friday prior to your desired Tuesday Folder distribution date.
HOW DO I GET THE WORD OUT? (NEWSLETTER, FACEBOOK, WEBSITE, ETC.)
Each committee is responsible for coming up with a Communication Plan for your event/project. The Communication Plan will typically include a mixture of the various communication methods over a set period of time. Committee Chairs will work with their PTO Board Support Member to determine the communication needs and formalize the Communication Plan. Depending on the event/program, we suggest promoting it for up to four weeks in various ways.
To promote you event on the website, Facebook or in a newsletter, please submit a short description of your event with all the pertinent information included (date, time, location, etc) to firstname.lastname@example.org.
Here are some of the various methods the PTO uses to promote Events/Programs:
Updated 2 days after information is submitted
Newsletter will go out every Monday afternoon
All submissions must be in by COB Wednesday prior to the Monday Newsletter
Newsletter will be emailed weekly
Updated 12 hours after information is submitted
REMINDERS, REMINDERS, REMINDERS! – Did we happen to mention reminders?! With everyone’s busy schedules, it is very important to post and send brief reminders for events, programs, etc. Depending on the event, these reminders might be sent weekly for a few weeks prior to the event, a few days before, the night before, or in another manner. Your PTO Board Support Member or a prior Committee Chair for your committee can help you determine the best timing for your reminders. These reminders should be part of your Committee Communication Plan. Please be sure to draft up a reminder news item for your event where applicable and submit to email@example.com the Friday before your reminder is to go out to ensure this reminder is included in upcoming PTO e-mails and on the website in a timely manner.
WHAT'S MY BUDGET?
Each PTO-funded event will have an expense budget set and voted on by the PTO Board. Nothing above and beyond this budget will be reimbursed for any reason without prior written approval. If you are unsure of the budget for your particular event/area, please contact your Board liaison or Catherine Lamoureux, Treasurer at firstname.lastname@example.org. DO NOT INCUR ANY EXPENSES UNTIL YOU KNOW WHAT YOUR BUDGET IS! If expenses exceed the approved budgeted amount, you will not be reimbursed for the difference!
HOW DO I GET REIMBURSED?
Complete a Reimbursement Request form and submit to PTO Treasurer along with all original receipts. Incomplete forms or forms received without receipts will be returned.
Reimbursement Request forms and receipts must be submitted within one month of the date of the event.
We will do our best to reimburse within 2 weeks of receipt of the complete form and receipts.
HOW DO I REQUEST A CHECK OR CASH BOX?
For invoices to be paid directly to vendors, submit a Check Request form along with a copy of the invoice. Incomplete forms or forms received without an invoice will be returned.
Check Request forms and invoices must be submitted no later than 2 weeks prior to the invoice due date.
HOW DO I DEPOSIT MONEY?
When money is collected for a fundraiser or event, the committee chair/organizer of that event is responsible for submitting all cash and checks to the Treasurer within 3 school days of receipt of the funds and/or close of the event.
A Deposit Notice form must be submitted with the cash/checks.
PROCEDURES FOR COINS:
All coins must be sorted by denomination and placed into individual plastic baggies (i.e., all quarters in one baggie; all dimes in another baggie; etc).
Each baggie should then be labeled with the total amount inside the bag and where the funds were collected from (i.e. if the baggie contains 5 quarters, label the baggie as “$1.25 in quarters collected at ice cream social")