PTA Board 2024-25

President

The president of the Parent Teacher Association (PTA) plays a crucial role in ensuring the effective functioning of the organization. The key responsibilities associated with this position are:

1. Overseeing and Coordinating: The President is responsible for overseeing and coordinating the work of the executive board. This involves working closely with other PTA leaders to ensure smooth operations.
2. School Administration Collaboration: Collaborate with school administration to address parents’ issues and concerns. As the official representative, the President acts as a bridge between parents and the school.
3. Communication and Representation: Serve as the Graded PTA's official contact, communicator, and representative. This position is the face of the organization, interacting with various stakeholders.
4. Timely Issue Resolution: Address issues promptly, concisely, and positively. The President's ability to handle matters efficiently contributes to a positive PTA experience.
5. Calendar Planning: Collaborate with the school to coordinate the PTA calendar. This typically occurs in June, preceding the start of the next school year.
6. Financial Oversight: Work with the Treasurer to monitor operating expenses across all committees throughout the academic year. Regular meetings with the Treasurer help keep finances on track.
7. Committee Support: Check in with all committees to encourage events and ensure they stay on track. The President's guidance helps maintain momentum and engagement.
8. Presiding Over Meetings: Preside over monthly PTA Board meetings. Your leadership ensures productive discussions and decision-making.
9. Newsletter Approval: Approve the PTA newsletter in collaboration with the communication chair. Effective communication is essential for keeping parents informed.
10. Message Approval: Approve all messages sent by each division representative on behalf of the PTA across various communication channels.

The President significantly impacts the PTA’s success, and their positive leadership fosters a strong sense of community and support for student success.

Vice President

The role of the Parent Teacher Association (PTA) vice president is multifaceted and crucial for the organization’s success.

The role includes:

1. Primary aide to the President: Work closely with the president, providing essential support. Together, you lead the PTA toward specific goals aligned with PTA purposes and policies.
2. President’s Duties in Absence: When the president is unavailable, the vice president steps in to perform their duties, including presiding over meetings and ensuring smooth operations.
3. Day-to-Day Operations: Actively participate in the PTA’s daily activities, helping to maintain efficient functioning.
4. Overseeing the Senior Community Service Award: As the VP, you are pivotal in managing this award program, ensuring its successful execution and recognition.
5. Supporting PTA Party Committees: Collaborate with various committees to organize events, fundraisers, and activities.
6. Regular Meetings with Executive Board Members: Stay connected with other board members to discuss strategies, address challenges, and foster teamwork.

The vice president's commitment and active engagement contribute significantly to the PTA’s mission of enhancing the lives of children and families.

Treasurer

The PTA treasurer's role is crucial to the organization's financial well-being.

1. Develop an Annual Budget:
   1. Work with the PTA Board to create an annual budget.
   2. Consider using budget templates to simplify the process and focus on strategic decisions.
2. Maintain Financial Records:
   1. Be the custodian of PTA funds.
   2. Keep accurate financial records and amend the budget as needed.
3. Prepare Financial Reports:
   1. Regularly prepare and present financial reports for board and association meetings.
   2. Provide an annual financial report summarizing the organization’s financial status
4. Support Event Committees:
   1. Assist event committee chairs in all financial matters.
   2. Handle expenses, sales, profit, and revenue for the events.
5. Main Contact for Financial Items:
   1. Serve as the primary point of contact for all PTA-related financial inquiries.
   2. Be skilled in Microsoft Excel.
6. Timely Record Keeping:
   1. Keep timely and appropriate records to present profits to the PTA Board.
7. Rules and Procedures:
   1. At the beginning of the school year, explain the rules and procedures for financial expenses to all relevant parties.

Remember, by using the right tools and strategies, you can streamline your tasks and focus more on strategic decisions, ultimately supporting educational programs and community initiatives.

Secretary 

The secretary position is open to a parent of the Graded community who has participated on the Graded PTA Board for at least one year. The PTA secretary's role is crucial in ensuring the smooth operation of the Parent Teacher Association. 

Responsibilities include:

1. Meeting Organization and Minutes:
   • Attend and organize all PTA Board meetings.
   • Keep track of attendance and assistance during meetings.
   • Take accurate minutes, including motions and actions discussed during meetings.
   • Share meeting minutes with the rest of the board.
   • Supporting the President
2. Assist the president in conducting efficient and business-like meetings.
3. Collaborate with the president to ensure effective communication within the association.
4. Knowledge of PTA Activities:
   • Maintain prompt and accurate knowledge of PTA activities, initiatives, and ongoing projects.
   • Stay informed about upcoming events, fundraisers, and other relevant matters.
5. Record Keeping:
   • Safeguard official and permanent PTA records, including original minutes.
   • Ensure that records are organized and easily accessible for reference.
6. Yearly Elections:
   • Organize and manage the yearly PTA elections.
   •  Facilitate the election process, including nominations, voting, and results.
7. Email Management:
   • Manage the official PTA email account.
   • Respond to inquiries, share information, and coordinate communication as needed.

Remember, your excellent communication and organizational skills will be invaluable in helping the PTA fulfill its mission.

Early Years Program Representative

The Early Years Program representative role is pivotal in fostering effective communication and collaboration within the Parent Teacher Association. Responsibilities include:

1. Attendance and Feedback:
   • Attend all monthly PTA Board meetings to stay informed and act as the spokesperson of your grade level.
   • Participate in monthly meetings with the LS principals and provide valuable feedback to the executive board.
2. Liaison Duties:
   • Act as a bridge between division coordinators, room parents, and the PTA.
   • Facilitate communication, ensuring that everyone is well-informed.
3.  Room Parent Training:
   • Plan and conduct room parent training sessions at the start of the school year.
   • Equip room parents with the necessary information and guidelines.
4. Communication Management:
   • Distribute approved communications for grade-level WhatsApp groups and room parent communication.
   • Ensure adherence to WhatsApp group guidelines.
5. Event Coordination:
   • Organize the Holiday Bake Sale during the Lower School Concert.
   • Plan and execute two lower school socials, with Movie Night being a popular choice.
6. Support for School Leadership:
   • Assist the lower school principal and associate principals with any requests that may arise.
7. Build a sense of community within your specific class year by organizing events for the parents of the classroom twice a year (once per semester). These events can be casual meet-ups in the park, playdates, and/or parent happy hours. It is not the representative's responsibility to fund these social events, but to organize them, with attendees paying their share. 

Your commitment to these responsibilities will contribute significantly to a thriving PTA community. Feel free to ask if you have any specific queries or need further guidance.

Lower School Representative

The lower school representative role is pivotal in fostering effective communication and collaboration within the Parent Teacher Association. Responsibilities include:

1. Attendance and Feedback:
   • Attend all monthly PTA Board meetings to stay informed and act as the spokesperson for your grade level.
   • Participate in monthly meetings with the LS principals and provide valuable feedback to the executive board.
2. Liaison Duties:
   • Act as a bridge between division coordinators, room parents, and the PTA.
   • Facilitate communication, ensuring that everyone is well-informed.
3. Room Parent Training:
   • Plan and conduct room parent training sessions at the start of the school year.
   • Equip room parents with the necessary information and guidelines.
4. Communication Management:
   • Distribute approved communications for grade-level WhatsApp groups and room parent communication.
   • Ensure adherence to WhatsApp group guidelines.
5. Event Coordination:
   • Organize the Holiday Bake Sale during the Lower School Concert.
   • Plan and execute two lower school socials, with Movie Night being a popular choice.
6. Support for School Leadership:
   • Assist the lower school principal and associate principals with any requests that may arise.
7. Build a sense of community within your specific class year by organizing events for the parents of the classroom twice a year (once per semester). These events can be casual meet-ups in the park, playdates, and/or parent happy hours. It is not the representative's responsibility to fund these social events, but to organize them, with attendees paying their share. 

Your commitment to these responsibilities will contribute significantly to a thriving

PTA community. Feel free to ask if you have any specific queries or need further guidance.

Middle School Representative

The role of the middle school representative involves several important responsibilities. Tasks include:

1. Attendance and Feedback:
   • Attend all monthly PTA Board meetings to stay informed and serve as the spokesperson for your grade level.
2. Communication Bridge:
   • Act as a communication link between parents, the school administration, and the executive board.
   • Address matters related to academics, student behavior, and other concerns.
3. Feedback Collection:
   • Gather feedback from parents and students regarding school events such as CWW (Classroom Without Walls) and teacher conferences. Share this feedback with the administration.
4. Monthly Meetings with Middle School Principal:
   • Regularly meet with the Middle School principal to exchange information. Based on these interactions, provide valuable insights and feedback to the executive board.
5. Event Planning:
   • Organize one Middle School Movie Night or Parent Social event per semester. These gatherings foster community engagement and enhance the school experience.
6. Fund Collection and Purchases:
   • Collect funds for the COTW middle school baskets. Use these funds to make thoughtful purchases that benefit the students.
7. Communication Management:
   • Distribute approved communications for grade-level WhatsApp groups and room parent communication. Ensure that guidelines for WhatsApp group usage are followed.

Your role as a middle school representative is crucial in fostering a positive school environment and enhancing communication between parents, students, and the administration.

High School Representative

The role of the high school representative encompasses a wide range of responsibilities. Tasks include:

1. Attendance and Feedback:
   • Attend all monthly PTA Board meetings to stay informed and serve as the spokesperson for your grade level.
   • Attend all meetings with high school principals. Your presence ensures that you stay informed about school policies, decisions, and updates.
2. Build a sense of community within your specific class year by organizing events for the parents of the classroom twice a year (once per semester). These events can be casual meet-ups, parent happy hours, and/or social gatherings. It is not the representative's responsibility to fund these social events, but to organize them; each attendee pays their share. 
3. Communication Management:
   • Distribute approved communications for grade-level WhatsApp groups. Ensure that guidelines for WhatsApp group usage are followed.
4. Communication Bridge:
   • Act as a communication link between parents and the school administration. Address matters related to academics, student behavior, and other concerns.
5. Feedback Collection:
   • Gather feedback from parents and students regarding school events such as CWW (Classroom Without Walls). Share this feedback with the administration.
6. Fund Collection and Purchases:
   • Collect funds for the COTW high school baskets. Use these funds to make thoughtful purchases that benefit the students.
7.  IB Counselor and Administrator Liaison:
   • Maintain contact with International Baccalaureate (IB) counselors and administrators regarding the IB diploma. Facilitate communication and address any concerns.
8. Social-Emotional Counselor Collaboration:
   • Stay in touch with the high school social-emotional counselors. Suggest and organize small workshops and talks that benefit student well-being.
9. Work with the 12th-grade representative to organize the Senior Breakfast and Goodwill Scholarship Essay Competition:
   • Organize the senior breakfast to celebrate the graduating class.
   • Coordinate the PTA Goodwill Scholarship Essay Competition for eligible students.
   • Stay closely aligned with the 12th-grade representative on the Graduation Dinner Committee activities, so that for the 2026/27 school year, you will be ready to serve as the liaison with the Graduation Dinner Committee for the 12th grade.

Your commitment as a high school representative plays a vital role in fostering a positive school environment and enhancing communication within the high school community.

Communications Chair 

The communications chair role involves crucial tasks related to effective communication within the PTA and the school community. Responsibilities include:

1. PTA Newsletter: 
   • Prepare and submit the PTA newsletter for approval by the President. This newsletter serves as a valuable source of information for parents, teachers, and students.
2. WhatsApp Group Messages:
   • Craft and distribute messages to the grade-level WhatsApp groups. These messages inform parents about school events, updates, and important announcements.
3. Event Communications:
   • Coordinate and revise event communications, ensuring they align with the executive committee’s approval. Clear and effective communication is essential for successful events.
4. Board Meeting Attendance:
   • Attend all board meetings. Your presence contributes to decision-making and ensures you stay informed about PTA matters.
5. Language Proficiency:
   • Fluency in written and spoken English is crucial for effective communication. You’ll be conveying important information to diverse audiences.

Welcome Party Chair

Each year, Graded welcomes hundreds of new families to its community. Building a sense of community at Graded starts with new families feeling included and well-informed as they arrive and integrate into Graded.

1. Organize the “Graded Buddy System,” through which each family is contacted before the start of the school year, so that parents feel welcomed and have a point of contact for any questions.
2. Organize a new family BBQ on the Saturday before school starts. Identify volunteers from the parent community to help at this event. 
3. Assemble and coordinate a team to welcome new families during orientation days (August and January).
4. Create and organize Graded Gathering events, which are casual opportunities for parents to get to know each other and integrate into the Graded community. 
5. Adhere to the budget provided and financial procedures described in the PTA Financial Handbook. 

7 de Setembro Chair 

As the 7 de Setembro Chair, your role involves organizing a cultural event celebrating Brazil’s history. 

Key responsibilities:

1. Event Planning and Coordination:
   • Assemble and lead a team that collaborates with the school’s Portuguese department.
   • Together, plan and organize a cultural event that showcases Brazil’s rich history and heritage.
   • Ensure that the event is inclusive and engaging for all students.
2. Budget Adherence:
   • Follow the budget provided for the event. Responsible financial management is essential.
   • Familiarize yourself with the PTA financial procedures outlined in the handbook.
   • Attend all PTA Board meetings. Your presence contributes to decision-making and ensures alignment with PTA goals.

By effectively coordinating this event, you’ll contribute to fostering cultural appreciation and understanding among students. 

Teacher Appreciation Week Chair 

As a Teacher Appreciation Week (TAW) chair and Co-chair, your role is crucial in expressing gratitude and celebrating the hard work of our dedicated educators. Here are the key responsibilities you’ll undertake during this special week:

1. Team Coordination: Assemble and lead a team to organize a three-day event that recognizes and celebrates all faculty members. Your team will play a crucial role in planning activities, creating a festive atmosphere, and ensuring that teachers feel appreciated.
2. Event Planning: Design a thoughtful program for the three days of Teacher Appreciation Week. Consider activities such as personalized notes, small gifts, or special treats. Coordinate logistics, schedules, and any necessary resources.
3. Budget Management: Adhere to the budget allocated for Teacher Appreciation Week. Familiarize yourself with the financial procedures outlined in the PTA financial handbook to ensure responsible spending.
4. Attend all PTA Board meetings. Your presence contributes to decision-making and ensures alignment with PTA goals.

Remember, this week is an opportunity to show our educators how much we value their dedication and impact on students’ lives. Let’s make it memorable and heartfelt!

Thanksgiving Chair and Co-Chair 

As a Thanksgiving chair and Co-chair, your role is essential in creating a memorable and festive Thanksgiving celebration for the school community. Here are the key responsibilities you’ll undertake:

1. Team Coordination: Assemble and lead a team to organize a delightful Thanksgiving event. Your team will play a crucial role in planning, executing, and ensuring that the celebration reflects the spirit of gratitude.
2. Party and Bazaar: The bazaar can feature local vendors selling crafts, homemade goods, and seasonal treats.
3. Budget Management: Adhere to the budget allocated for the Thanksgiving celebration. Familiarize yourself with the financial procedures outlined in the PTA financial handbook to ensure responsible spending.
4. Attend all PTA Board meetings. Your presence contributes to decision-making and ensures alignment with PTA goals. 

Remember, Thanksgiving is a time to come together, express gratitude, and celebrate the blessings we share as a school community.

Festa dos Funcionários Chair 

As the Festa dos Funcionários chair, your role is crucial in expressing gratitude and recognizing the hard work of our school staff members. Here are the key responsibilities you’ll undertake for this heartwarming event:

1. Event Planning and Coordination:
   • Staff Appreciation Party: Plan, organize, and execute all activities related to the Staff Appreciation Party. This event is an opportunity to celebrate and honor the efforts of various school workers, including kitchen staff, maintenance personnel, security personnel, gardeners, cleaning staff, and bus drivers.
   • Creative Touch: Use your creativity to devise special ways for parents, students, and the school community to show appreciation to our staff. Consider thoughtful gestures, personalized notes, and small tokens of gratitude.
2. Budget Management:
   • Adhere to the budget provided for the Staff Appreciation Party.
   • Familiarize yourself with the financial procedures outlined in the PTA financial handbook to ensure responsible spending.
   • Allocate funds wisely to create a memorable and meaningful experience for our dedicated staff members.
3. Attend all PTA Board meetings. Your presence contributes to decision-making and ensures alignment with PTA goals.

Remember, this event is not just about logistics; it’s about creating a warm and inclusive atmosphere where everyone feels valued.

Celebration of the World Chair and Co-Chair

As a Celebration of the World (COTW) Committee chair and co-chair, your role is crucial in creating an inclusive and vibrant event that celebrates the rich diversity within the Graded Community. Here are the key responsibilities you’ll undertake to make this event a success:

1. Budget Management:
   • Adhere to the budget provided for the COTW event. Familiarize yourself with the financial procedures outlined in the PTA financial handbook to ensure responsible spending.
   • Allocate funds wisely to create an engaging and memorable experience for participants and attendees.
2. Team Establishment and Coordination:
   • Assemble a dedicated team to assist you in organizing the COTW event. Consider individuals who are passionate about cultural diversity, creativity, and community engagement.
   • Coordinate and supervise various committees responsible for different aspects of the event.
3. Committee Responsibilities:
   • Country Booths: Set up booths representing different countries or cultures. These booths showcase traditional food and interesting facts about each culture.
   • Raffle Baskets: Organize raffle baskets filled with culturally-themed items or experiences. Encourage participation from attendees.
   • Silent Auction: Arrange a silent auction featuring unique items or experiences related to different cultures. Proceeds contribute to the event’s success.
   • Ticket Sales: Manage ticket sales for entry to the event. Promote early ticket purchases to build excitement.
   • Communication: Ensure effective communication with participants, volunteers, and attendees. Use various channels such as emails, social media, and flyers.
   • Entertainment: Curate captivating performances, music, and dance routines that highlight the diversity of talents within the Graded Community.
   • Countries Parade: Organize a colorful parade where participants can proudly represent their cultural heritage.
   • Sports Activities: Incorporate friendly sports competitions or games that celebrate cultural diversity.
4. Attend all PTA Board meetings. Your presence contributes to decision-making and ensures alignment with PTA goals.

Remember, the COTW event is an opportunity to foster unity, appreciation, and cross-cultural understanding. Let’s create an unforgettable celebration that brings people together.

Festa Junina Chair and Co-Chairs 

Organizing the Festa Junina celebration is a delightful task that brings together vibrant colors, lively music, and delicious treats. Responsibilities for coordinating this traditional Brazilian festivity include:

1. Event Planning:
   • Assemble and lead a team that collaborates with the school’s Portuguese department.
   • Plan and organize a cultural event that showcases Brazil’s rich history and heritage.
   • Ensure that the event is inclusive and engaging for all students.
2. Budget Management:
   • Adhere to the budget provided for the COTW event. Familiarize yourself with the financial procedures outlined in the PTA financial handbook to ensure responsible spending.
   • Allocate funds wisely to create an engaging and memorable experience for participants and attendees.
3. Team Establishment and Coordination:
   • Assemble a dedicated team to assist you in organizing the Festa Junina event. Consider individuals who are passionate about cultural diversity, creativity, and community engagement.
   • Coordinate and supervise various committees responsible for different aspects of the event.
4. Attend all PTA Board meetings. Your presence contributes to decision-making and ensures alignment with PTA goals.

Remember to embrace the lively spirit of Festa Junina and enjoy celebrating São João with your team!

Book Club Chair

If you’re passionate about reading, our Book Club is the perfect place for you. We welcome the Graded community to come together and share great books. Here are the details:

• When: Every 3rd Thursday of the month
• Time: 1:30 PM
• Location: Graded

1. PTA Board Meetings:
   • Attend all PTA Board meetings. It’s an opportunity to share insights, contribute ideas, and stay informed about school-wide initiatives.

We discuss captivating books, share insights, and have a delightful time.

Whether you’re a seasoned bookworm or just dipping your toes into the literary world, you’re welcome to join us!

Fine Arts Chair

The fine arts chair role is pivotal in enhancing the artistic experience for students and parents alike. Responsibilities include:

1. Collaboration with Teachers:
   • Work closely with the orchestra, band, choir, and theater teachers. Your task is to connect parent volunteers with these departments when assistance is required to develop performances. Whether helping with rehearsals, organizing props, or managing logistics, your coordination ensures a smooth artistic process.
2. Build a sense of community among parents by organizing excursions to cultural events in São Paulo. São Paulo is a dynamic city. In this role, you will work with the PTA team and the Graded administration to organize at least four parent excursions to cultural activities. It could be to museums like the MASP, to hear music at special venues, or to explore historical and cultural spots.
3. Help the teachers and students build excitement and draw attendance to the shows. In this role, you will need to work closely with the PTA communications chair to promote upcoming fine arts events on campus and encourage parents to attend the performances.
4. Provide an update at the PTA meetings about the different art activities at Graded and why it's important for parents to attend. Graded has a best-in-class performing arts, visual arts, and music program. This chair’s role is to help the parents understand why it’s important to support these events in our community. 
5. Intermission and Post-Show Refreshments:
   • During intermission and after performances, you may need to assist in coordinating beverages and snacks for the audience. This thoughtful touch adds to the overall enjoyment of the event. Consider working with volunteers to set up refreshment stations and ensure everyone feels welcomed.
6. Flower Presentations:
   • At the end of performances, coordinate with the school to present flowers. This tradition acknowledges the hard work and dedication of performers. Flowers symbolize appreciation and recognition, making the moment memorable for both students and their families.
7. Assistance with the Graded Reels Film Festival:
   • Support the Graded Reels Film Festival by assisting with food arrangements and working with the film teacher to incentivize parents to come to the Festival.
8. IB Art Presentations/Performances:
   • Assist with organizing IB Art presentations and performances, and help encourage parents to attend the opening night.
9. PTA Board Meetings:
   • Attend all PTA Board meetings. It’s an opportunity to share insights, contribute ideas, and stay informed about school-wide initiatives.

Remember, your role as fine arts chair contributes significantly to fostering creativity, community, and pride within the school’s fine arts programs.

PTA Logistics Chair and Co-Chair 

As logistics chair or co-chair, you’ll play a key role in ensuring events run smoothly by supporting the setup and logistical planning for PTA-led activities throughout the year. 

Key responsibilities:

1. Coordinate with event chairs to plan and execute logistics for each PTA event.
2. Maintain and organize the PTA storage room; track inventory and help others access supplies for decorating and event setup.
3. Work closely with the Graded maintenance team to arrange furniture, equipment, and space setups.
4. Liaise with the Graded audiovisual team to ensure that technical needs are met for each activity.
5. Support event planning with practical, hands-on coordination before, during, and after events.
6. Attend PTA monthly meetings to stay updated on upcoming events and activities. 

The ideal candidate is:

• Cool under pressure and comfortable juggling multiple tasks.
• Highly organized with an eye for detail.
• Collaborative and able to work well with the other logistics chairs, parents, faculty, and school staff.

If you’re ready to roll up your sleeves and help make Graded events unforgettable, we’d love to have you on board!

EMBRACE Chair

EMBRACE is a voluntary effort within the Graded community to support our scholars and their families by providing resources, expertise, and networking to help ease the transition into Graded and to foster inclusion. The PTA EMBRACE chair is the conduit between the Graded Scholar Program coordinator and the parent community to support our Graded Scholars. It is fundamental that the chair for this position is a good collaborator and agrees to work discreetly to maintain and protect the privacy of Graded Scholars and their families.

Responsibilities Include:

1. Collaborate with the Graded Scholar Program coordinator to help meet the needs of Graded Scholars and Graded Scholar alumni. Key activities include:
   • Building awareness and engagement within the parent community about the Graded Scholar Program.
   • Working with the parent community to identify key contacts within the Graded community to help support the scholars.
   • Raising funds within the parent community on an ad hoc basis to address emergency situations.
   • Working with the Graded Scholar Program coordinator and middle school and high school PTA teams to budget for the key fiscal needs of scholarship students for each academic year. This includes assisting the team with budgeting for new laptops, tickets to all PTA events, senior graduation party tickets, and prom tickets.
   • Building and managing a wardrobe to help scholars participate in Graded events, including sports uniforms, business attire for MUN and similar events, and warm clothes for travel.
   • Maintaining support for Graded Scholar alumni, which includes assisting them in building Amazon shopping lists to settle into college and connecting with the Graded community for internships and networking opportunities.
   • (With the help of the Graded Scholar Program coordinator), reporting back to the PTA and parent community once a year with news on the success of Graded Scholar alumni.
2. PTA Board Meetings:
   • Attend all PTA Board meetings. It’s an opportunity to share insights, contribute ideas, and stay informed about school-wide initiatives so you can best understand how to support the Graded Scholars and their families.