Position Available

For more info email: dp3@capta.org


Job Description for Historian

Download the Historian Job Description

KEY ROLE – Historian

  • Captures, assembles and      preserves record of activities and achievements of a PTA
  • Collects volunteer hours for      PTA meetings and events
  • Completes and submits the PTA      Unit-Annual Historian Report to council/district PTA
  • Fills out Historian Summary      Report and files copies as Historian records, like minutes are kept      forever
  • Copies for minutes, procedure      book and, if applicable, president’s memory book
  • Displays or presents brief      overview of PTA year at meeting near the end of the school year


Preparation – Look through the procedure book and other materials supplied by previous historian for ideas on how it was done and what worked best last term.

Review Forms – Familiarize yourself with PTA Unit-Annual Historian Report and Historian Summary Report. Direct any questions to your council/district president.

Record Volunteer Hours – Decide on a process to record volunteer hours at all meetings and PTA events, using a tool such as a tally sheet or excel spreadsheet.

PTA Training – Attend council, district and California State PTA workshops for historians to get the big picture.


Why do historians collect volunteer hours for a PTA?
Volunteer hours are collected and reported to maintain PTA’s federal tax exemption status. As a non-profit 501(c)(3) organization, PTA must receive 1/3 (one-third) of its support from the general public. The recorded hours from volunteers are proof of this. They are also used in advocating on behalf of children and as information in grant writing.

What do I include as volunteer hours?
Include time spent by all of your members in activities related to the operation of your PTA. This includes volunteer time spent for meetings, preparation, travel, PTA events, workshops and convention. One easy way to remember is, if PTA asks you to do it, count it toward your PTA’s volunteer hours.

How do I collect volunteer hours?
Start to collect and tally all of your members’ hours from the beginning of the PTA year. Consider using a sign in or tally sheet at PTA events and meetings for everyone to use to report their volunteer hours each month. To meet the due date for the PTA Unit-Annual Historian Report in your PTA council/district, usually in April/May, remind your members to project their volunteer hours through June 30 of the reporting year.

Showcase Your PTA History

  • Take      lots of photos at PTA events
  • Set      up a display board to highlight your PTA activities in school hall/office
  • Share      your PTA History at Back to School Night, staff luncheons and community      events
  • Present      ‘mock’ check to your school board to show dollar value of volunteer hours      at end of school year
  • Collaborate      with Founders Day Chairman to promote PTA History
  • Create      a President’s Memory Book to present at end of term
  • Send      out press releases to local media of your events
  • Add      PTA History to your website or social media postings