DO 54, s.

2009 - Revised Guidelines

Governing Parents-Teachers Associations
(PTAs) at the School Level
Facebook Twitter Google+ Share
June 1, 2009
DO 54, s. 2009
Revised Guidelines Governing Parents-Teachers Associations (PTAs) at the School Level
To: Undersecretaries
Assistant Secretaries
Bureau Directors
Directors of Services/Centers and Heads of Units
Regional Directors
Schools Division/City Superintendents
Public Schools District Supervisors
Heads, Public Elementary and Secondary Schools
I.

General Policy
1.

Every elementary and secondary school shall organize a Parents-Teachers

Association (PTA) for the purpose of providing a forum for the discussion of
issues and their solutions related to the total school program and to ensure the full
cooperation of parents in the efficient implementation of such program.
Every PTA shall provide mechanisms to ensure proper coordination with the
members of the community, provide an avenue for discussing relevant concerns
and provide assistance and support to the school for the promotion of their
common interest. Standing committees may be created within the PTA
organization to coordinate with community members. Regular fora may be
conducted with local government units, civic organizations and other stakeholders
to foster unity and cooperation.

2.

As an organization operating in the school, the PTA shall adhere to all existing
policies and implementing guidelines issued or hereinafter may be issued by the
Department of Education.

The PTA shall serve as support group and as a significant partner of the school
whose relationship shall be defined by cooperative and open dialogue to promote
the welfare of the students.
II.

Organization of PTAs at the School Level

1.

Membership in a PTA is limited to parents, or in their absence the guardian, of

duly enrolled students, and teachers in a given school.
For this purpose, a guardian is hereby defined as any of the following: a) an
individual authorized by the biological parent/s to whom the care and custody of
the student has been entrusted; b) a relative of the student within the fourth degree
of consanguinity or affinity provided that said relative has the care and custody
over the child; c) an individual appointed by a competent court as the legal
guardian of the student; or d) in case of an orphan, the individual/institution who
has the care and custody of the student.
A teacher-member refers to homeroom advisers, subject teachers, and nonteaching personnel.

III.

2.

Within fifteen (15) days from the start of the school year the Homeroom Adviser
and the Parents/Guardians shall organize the Homeroom PTA with the approval of
the School Head.

3.

The elected presidents of the Homeroom PTAs and their respective Homeroom
Advisers shall elect the Board of Directors within thirty (30) days from the start of
the school year. The Board of Directors shall immediately elect from among
themselves the executive officers of the PTA on the same day of their election to
the Board.

4.

The official name of the PTA shall bear the name of the school (example: ParentsTeachers Association of Rizal High School or Rizal High School Parents-Teachers
Association).

5.

For representation in the Local School Board and other purposes, the schools
PTAs within a municipality or city or province shall federate and select from
among the elected Presidents their respective officers. The president-elect shall sit
as representative of the Federation to the said Local School Board.

General Assembly
1.

The General Assembly shall be composed of all parents of enrolled students of the
school, Board of Directors and Officers of the PTA, School Head, Homeroom
Advisers, Subject-Teachers, and Non-Teaching Personnel.

IV.

2.

The General Assembly shall be convened by the PTA Board of Directors

immediately after the PTA has been organized. The General Assembly shall be
convened as may be necessary but in no case less than twice a year. The Board
shall coordinate with the School Head as to time, venue and other details of the
General Assembly.

3.

The General Assembly shall be a venue for presentation and discussion of the
PTAs programs, projects, financial statements, reports and other matters.

4.

The General Assembly may invite or consult with other members of the
community such as local government officials and civic organizations to solicit
their support or active participation in school activities.

Board of Directors and Officers

1.

The administration of the affairs and management of activities of the PTA is

vested with the Board of Directors and its officers in accordance with these
guidelines or their respective Constitution and By-Laws, if any, which shall
adhere to the following:
a.

The Board of Directors shall be composed of fifteen (15) members who

shall elect from among themselves the associations executive officers;
namely: President, Vice-President, Secretary, Treasurer, Auditor, or other
equivalent positions, who shall oversee the day-to-day activities of the
associations;

b.

Parent-members shall comprise two-thirds (2/3) and teacher-members onethird (1/3) of the Board of Directors;

c.

A teacher-member cannot hold any position in the PTA except as a

member of the Board of Directors or as Secretary;

d.

The School Head shall not serve as a member of the Board of Directors
but as adviser to the PTA;

e.

The term of office of the Board of Directors and its Officers shall be one
(1) year from the date of election. In no case shall a PTA Board Director
serve for more than two (2) consecutive terms;

f.

In case of vacancy in the Board of Directors as a result of expulsion,

resignation or death, the vacancy shall be filled, for the unexpired term of
the office, by a majority vote of the Board of Directors from among the
Presidents of Homeroom PTAs in a special meeting called for such
purpose.

V.

g.

Among the committees that may be formed to handle specific activities of

the PTAs are: a) Committee on Finance; b) Committee on Programs and
Projects; c)
Audit Committee; d) Election Committee; e) Grievance Committee; f)
Ways and Means Committee; g) Committee on External and Community
Affairs;

h.

The heads of the committees shall preferably come from the Board of
Directors, Homeroom Presidents and Homeroom Advisers; and

i.

The PTA may or may not be incorporated with the Securities and
Exchange Commission (SEC). If incorporated, the registered entity shall,
as far as practicable, be used in the organization of the PTA by the elected
Board of Directors. In any event, the formal notification by the elected
Board of Directors outlined below and the issuance of the Certificate of
Recognition by the School Head shall be the operative act to recognize the
PTA.

Recognition and Monitoring of PTAs

1.

There shall be only one PTA that will operate in a school which shall be
recognized by the School Head upon formal notification in writing by the elected
Board of Directors. The recognition shall be valid for one year from the date of
election.

2.

Together with the formal notification in writing, the elected Board of Directors
shall submit Oaths of Office of the Board of Directors and Officers (Enclosure
No. 1) including a list of directors and officers.

3.

A Division PTA Affairs Committee shall be created in the Division Office to be

composed of the following:
Chairperson - Schools Division Superintendent
Members - Assistant Schools Division Superintendent Division Administrative
Officer
Division Education Supervisor (In-Charge of PTA)
Division PESPA President (Elementary)
or Division NAPSSHI President (Secondary) President of the Division Federation
of PTA
President of the Division Federation of SSG

4.

The Division PTA Affairs Committee shall monitor the activities of the PTAs and
their compliance with reports and other requirements, arbitrate disputes and settle
matters that may be submitted to it for resolution especially on PTA representation

issue.
VI.

Privileges of Recognized PTAs

1.

A PTA is authorized to collect voluntary contributions from parents/guardianmembers once it has been duly recognized and given a Certificate of Recognition
by the School Head (Enclosure No. 2). Such collections, however, shall be subject
to pertinent issuances of the DepED and/or existing pertinent ordinances of the
local government unit concerned, if any.

2.

In addition, a duly recognized PTA shall have the following privileges:

The DepED may allow the PTA to construct a building or structure within the
school premises for its office, provided however, that the PTA shall donate such
building or structure and other permanent fixtures to the school. Any
improvement made on such building, structure or fixture that cannot be removed
from such building or structure without causing damage thereto shall be deemed
the property of the school. A written agreement shall be executed before the
improvement or construction. A Deed of Donation shall also be executed by and
between the PTA and the school immediately after the completion of the
improvement or construction;

VII.

a.

The use of any available space within the school premises as its office or
headquarters, provided, that costs pertinent to electricity, water and other
utilities shall be for the account of the PTA; provided however, that should
the school need such space, the PTA shall so vacate the space immediately.
The maintenance and improvement of the office shall be in accordance
with the School Improvement Plan;

b.

Representation in the School Governing Council;

c.

Authorization to undertake fund-raising activities to support the schools

academic and co-curricular programs, projects and activities subject to
pertinent DepED guidelines;

d.

Participation in the schools inspection and acceptance committee and as

an observer in the schools procurement activities subject to the provisions
of R.A. No. 9184; and

e.

Collaboration in relevant school activities.

Activities
All PTA activities within the school premises or which involve the school, its personnel

or students shall be with prior consultation and approval of the School Head.
VIII.

Financial Matters
Such collections shall be made by the PTA subject to the following conditions:
If collection of the School Publications Fee, Supreme Student Government (SSG)
Developmental Fund and other club membership fees and contributions is coursed
through the PTA as requested by the concerned organization, the amount collected shall
be remitted immediately to the school, SSG or other student organizations concerned on
the day it was collected. The pertinent organization shall deposit the funds with a
reputable bank on the next banking day under the organizations account. No service fee
shall be charged against any student organization by the PTA.
Non-compliance or any violation of the aforementioned conditions shall be a ground for
the cancellation of the PTAs recognition and/or the filing of appropriate charges as the
case may be.
1.

2.

Policy on Collection of Contributions

Cognizant of the need of an organization for adequate funds to sustain its
operations, a duly recognized PTA may collect voluntary financial contributions
from members and outside sources to enable it to fund and sustain its operation
and the implementation of its programs and projects exclusively for the benefit of
the students and the school where it operates. The PTAs programs and projects
shall be in line with the School Improvement Plan (SIP).
a.

The contributions should be a reasonable amount as may be determined by

the PTA Board of Directors;

b.

Non-payment of the contributions by the parent-member shall not be a

basis for non-admission or non-issuance of clearance(s) to the child by the
school concerned;

c.

The contributions shall be collected by the PTA Treasurer on a per parentmember basis regardless of the number of their children in school;

d.

No collection of PTA contributions shall be done during the enrollment

period; and

e.

No teacher or any school personnel shall be involved in such collection

activities.

Safekeeping of Funds

All collections of contributions or proceeds of fundraising activities shall be

deposited in a reputable banking institution as determined by the Board of
Directors. The PTAs Treasurer or a duly authorized representative shall undertake
the collection and shall issue official receipts/acknowledgement receipts.
In no case shall any school official or personnel be entrusted with the safekeeping
and disbursement of collections made by the PTA. All disbursements of funds
shall be in accordance with generally accepted accounting and auditing rules and
regulations.
All disbursements shall be accompanied by appropriate resolutions indicating
thereof the purposes for which such disbursements are made.
No cash advances shall be allowed without valid liquidation of previous cash
advances.
3.

Financial Statement Report

The books of accounts and other financial records of the PTA shall be made
available for inspection by the School Head and/or the Division PTA Affairs
Committee at any time.
An Annual Financial Statement signed jointly by the PTA President, Treasurer and
Auditor shall be submitted to the School Head not later than thirty (30) days after
the last day of classes. Such financial statement shall be audited by an external
and independent auditor, posted in the PTA Bulletin Board, and presented to the
General Assembly during the next school year.
The PTA shall also submit to the School Head not later than November 30, a midschool year financial statement report ending October 30 duly audited and signed
by the members of the PTAs audit committee.
Failure to submit such financial statement report shall be a ground for the
cancellation of the recognition of the PTA by the Division PTA Affairs Committee
upon the recommendation of the School Head.

4.

Transparency and Accountability

For purposes of transparency and accountability, all documents pertaining to the
operations of the PTA shall be open to public examination.
PTA are required to install a PTA Bulletin Board outside of its office where
announcements, approved resolutions, required reports and financial statements

shall be posted.
IX.

Prohibited Activities and Sanctions

1.

PTAs are prohibited from:

a.

Interfering in the academic and administrative management and operations

of the school, and of the DepED, in general;

b.

Engaging in any partisan political activity within school premises;

c.

Operating a canteen/school supplies store, or being a concessionaire

thereof inside the school or nearby premises, or offering these services to
the school as its client either directly or indirectly;

d.

Selling insurance, pre-need plans or similar schemes or programs to

students and/or their parents; and

e.

Such other acts or circumstances analogous to the foregoing.

2.

PTA Officers and members of the Board of Directors are prohibited from
collecting salaries, honoraria, emoluments or other forms of compensation from
any of the funds collected or received by the PTA.

3.

PTAs shall have no right to disburse, or charge any fees as service fees or
percentages against the amount collected pertinent to the School Publication Fee,
Supreme Student Government (SSG) Developmental Fund and other club
membership fees and contributions.

4.

In no case shall a PTA or any of its officers or members of the Board of Directors
call upon students and teachers for purposes of investigation or disciplinary
action.

5.

The recognition of any PTA shall be cancelled by the Division PTA Affairs
Committee upon the recommendation of the School Head concerned for any
violation of the above-mentioned prohibited activities and these Guidelines.
Thereafter, the School Head may call for a special election to replace the Board of
Directors of the PTA whose recognition was cancelled. Criminal, civil and/or
administrative actions may be taken against any member or officer of the Board of
the PTA who may appear responsible for failure to submit the necessary annual
financial statements or for failure to account the funds of the PTA.

X.

Transitory Provision
Existing and duly recognized PTCAs and its Federations shall no longer be given
recognition effective School Year 2009-2010. They shall cease operation at the end of
School Year 2008-2009 and given until June 30, 2009 to dissolve, wind up their activities,
submit their financial reports and turn-over all documents to the School Heads and
Schools Division Superintendents, respectively.

XI.

Repealing Clause
All existing DepED Memoranda, Orders and other administrative issuances of similar
nature which are inconsistent with this Order are hereby deemed repealed and superseded
accordingly.
Strict implementation of this Order is directed.

Encls.: As stated
Reference: DepED Order: No. 23, s. 2003 Allotment: 1- -(D.O. 50-97)
To be indicated in the Perpetual Index under the following subjects:
FUNDS SOCIETY or ASSOCIATIONS
POLICY
STUDENTS
SCHOOLS
TEACHERS

Facebook