PTA/PTO

Parent Organizations like PTOs and PTAs support the school community through collaboration, volunteerism, and fundraising, while enhancing educational experiences for all students.  It is up to the parent group and the campus leadership to decide what type of parent organization (PTO or PTA) is most suitable for their needs.  To partner with an HISD campus, all Parent Organizations must: 

• Be a nonprofit: Operate under Texas nonprofit laws and follow all District, state, and federal regulations. 
• Collaborate with campus leadership: Maintain regular communication with the principal and staff to align with school priorities and HISD policies. 
• Be parent-led: Membership should primarily include parents and caregivers. Community members and HISD employees may also participate. 
• Establish clear leadership: Create a diverse board with defined roles, operate under approved bylaws, and make decisions ethically, fairly, and inclusively. 
• Fundraise responsibly: Plan fundraising activities that support student learning and enrichment, with school-approved spending. 
• Follow volunteer policies: Ensure all volunteers are district-approved and promote a welcoming environment for all families. 
• Communicate openly: Hold regular meetings, share updates through newsletters, and provide access to minutes, budgets, and plans. 
• Stay accountable: Review your group’s impact regularly and be open to feedback from the school and the district. 
• Submit annual documentation: Each year, provide required documents to the school principal and the FACE Department to remain in good standing. See the “Formation” section for details. 
• Complete compliance training: Complete annual training led by the FACE Department on District policies and partnership protocols. Certification of completion by at least one executive board member must be submitted with your annual documents. 

For support or questions, the HISD Family and Community Engagement (FACE) Department is here to help your organization succeed. 

Parent Organizations (PTOs/PTAs) are independent, school-connected nonprofit organizations. They are not part of HISD and are fully responsible for managing their own: 

• Formation and governance 
• Finances, tax filings, and audits 
• Legal status and insurance coverage 

To partner with an HISD school, all Parent Organizations must: 

• Be a legal nonprofit under Texas law (likely a 501(c)(3)) 
• Get written approval from the school Principal before forming,  using school facilities or fundraising  
• Attend a FACE Department training within 30 days of formation 
• Submit documentation and Principal approval to the FACE Department 

Parent Organizations must complete the following to become a nonprofit: 

• File Articles of Incorporation 
• Draft and adopt bylaws 
• Apply for a Tax ID and federal tax-exempt status 
• Open a bank account 
• Secure liability and property insurance 

Each year, submit the following to the school Principal and Family and Community Engagement Department: 

• Names and contact info of all officers 
• Current constitution and bylaws 
• Approved annual budget 
• Treasurer’s report or audit (within 90 days of year-end or by June 30) 
• Name of FDIC-insured bank used for all funds 
• Copies of Articles of Incorporation, Certificate of Organization, and tax exemption letter 

Membership & Volunteerism 

To ensure a safe and welcoming school environment, all parent organization volunteers must: 

• Complete HISD’s required background check before participating in any school-related activities. This screening helps create a secure school environment and aligns with district policies aimed at protecting children. For more information please visit the Volunteers In Public Schools (VIPS) website.

Membership & Leadership

Parent organizations are open to all parents, guardians, and family members of enrolled students. 

• Community members may join, based on the organization’s bylaws. 
• Teachers and staff may participate, but cannot serve as President, Vice President, or Treasurer. 

Officer Reporting

At the start of each school year, or when changes occur, Parent Organizations must submit the following to the school Principal and the FACE Department: 

• Names, emails, and phone numbers of all officers (President, Vice President, Treasurer, Secretary)

Ethical Standards

Members are expected to uphold: 

• Honesty, respect, inclusivity, and confidentiality. Upholding these values are policy and build trust and reflect the organization’s commitment to serving the school community responsibly. 

Strong financial practices are essential for transparency, accountability, and compliance. Parent Organizations must manage funds responsibly and in alignment with legal and HISD requirements. 

Required Financial Practices 

• Open a dedicated bank account 
  • Must be in the organization’s name 
  • Use the group's Employee Identification Number (EIN)—not a personal Social Security Number or HISD's EIN 
  • Require two officers to sign checks or withdrawals 
• Keep accurate records 
  • Use a ledger or accounting software 
  • Keep receipts, invoices, and bank statements for 3–5 years 
• Create and approve a yearly budget 
  • Review and update as needed with member approval 
• Track and deposit funds properly 
  • Document all income, including donations and fundraisers 
  • Deposit funds promptly—no cash stored at home or held in or transferred through personal accounts 
  • Never mix personal and organization funds 
• Use internal controls 
  • Two people should count cash and review statements 
  • Executive board should review monthly financial reports 
• Conduct an annual audit or financial review 
  • Can be internal (by non-signers) or external 
• Follow bylaws, IRS rules, and HISD policies 
  • Parent organizations are responsible for all financial obligations including all taxes, debts, and other financial commitments incurred by the organization 
  • IRS Form 990 and state filings must be submitted annually 
• Promote financial transparency 
  • Share reports in meetings and keep members informed of major spending and fundraising 
• Use secure payment methods 
  • Encourage electronic payments when possible 
  • When handling cash, use locked cash boxes; school staff should not possess cash box keys 
• District and school staff cannot hold financial roles 
  • Staff may not serve as Treasurer, fundraising chair, or check signer 

Houston Independent School District (HISD) has established specific guidelines for fundraising activities conducted by parent organizations, such as Parent-Teacher Organizations (PTOs), Parent-Teacher Associations (PTAs), and Booster Clubs. 

Key Requirements: 

• Fundraising activities must align with the district’s financial policies, adhere to Board of Education fundraising regulations, and be consistent with the school’s instructional goals. 
• Fundraisers should be aligned with the budget, priorities, and needs of the campus 
• All fundraising events must be pre-approved by the school principal. 
• Fundraisers must not conflict with other school or district events 

Important Reminders: 

• Parent organizations are independent entities and manage their own funds 
• All funds must be deposited into the organization’s own bank account—not the school’s 
• HISD is not financially responsible for any parent organization or its activities 

For full guidelines, refer to the HISD Parent Group Resource Guide. 

Under Texas Education Code Section 11.156, HISD can accept donations from parent organizations, including funds for supplemental staff positions. However, all donations must follow local, state, and federal guidelines. 

Before Donating Items: 

Parent organizations should talk with the school principal first to: 

• Ensure the donation fits the school’s needs and aligns with HISD policies 
• Confirm the item is safe, appropriate, and meets facility, technology, or instructional requirements 
• Discuss any installation, maintenance, or future costs 
• Avoid duplicating existing resources 
• Ensure proper documentation and transparency 

Clear communication ensures donations are meaningful, safe, and supportive of school priorities.