Procedures, Instructions and Format for 5 Year Revision of Local Unit Bylaws

This page explains the process of revising Local Unit Bylaws to include all mandatory language from National PTA and the Virginia PTA/PTSA). If you are instituting the office of President-Elect, follow the Procedures, Instructions & Format for 5 Year Revision President Elect instead.

If you are a local unit president, learn about your responsibilities in the Bylaws revision process.

Virginia PTA/PTSA requires that bylaws be updated and submitted for review every five years. National PTA and the Virginia PTA/PTSA require that specific provisions be included in your bylaws.

National and Virginia PTA/PTSA amendments automatically amend local unit bylaws and do not require a membership vote. Attached to your current bylaws should be memos dated from 2001 to 2008 from the Virginia PTA/PTSA Bylaws committee that updated your current set of bylaws with the new mandatory amendments. The current Local Unit Bylaws template contains all of these new amendments so it will not be necessary to attach those memos to this edition.

If you need copies of your current bylaws, please contact the state office by calling (804)264-1234 or email info@vapta.org. This e-mail address is being protected from spambots. You need JavaScript enabled to view it . Further assistance is always available from your district director or the Virginia PTA/PTSA Bylaws committee chair. Contact the chair at bylaws@vapta.org.

1. Before you begin

(Again, if your unit does NOT have the office of President-Elect, click here for instructions on how to complete a revision).

• Have Acrobat Reader installed on your computer to open, read and print PDF files. Click here for more on Acrobat Reader and PDF files.
• Review the Responsibilities of the President.
• If you are a Bylaws Chair, review the Responsibilities Bylaws Chair.
• Obtain a copy of your current unit bylaws. If you don't have a copy, email the state office. Please allow one (1) week to process your request, which includes expected mail delivery time.

When downloading forms, you may be asked to confirm that you are a reliable source. Click OK.

• Download and print a copy of the bylaws template
• Download the Instructions
• Download the Bylaws checklist
• Download the Cover Sheet
• Make copies of each document (except the Cover Sheet) for all members of your Bylaws committee. You may also choose to direct the Bylaws Committee members to review the documents online.
• Fill out the Bylaws Checklist during your committee meeting.

You will need to know what District your local unit is in. If you don't know your district, visit the District and Region Locator.

Now you are ready to begin completing the Bylaws template for submission to Virginia PTA.

1. Open the Bylaws template.
2. Click File > Save As >
3. Rename the new file:  "Unit Name_ date_Bylaws_draft" to save a working document for your to make the revisions.
4. Store the new document in a place on your computer where you will be able to find it (on  your desktop, in a folder, etc.) Save this document along with the original template that you downloaded from this site. Be sure to name the document appropriately, with the date and your local unit name included.
5. Scroll through the template, following your worksheet, to become familiar with the format.
6. Now, following the worksheet, enter your changes. SAVE YOUR DOCUMENT OFTEN!
7. When you are satisfied that the Bylaws are complete, SAVE AGAIN!
8. You are now ready to proofread your Bylaws. It is best to have another member of the committee proofread the document. Make any necessary corrections based on the proofing.
9. When you are ready to submit your bylaws, print the final copy of your document and attach the signed Bylaws Coversheet.
10. If after you have submitted your bylaws to the state you need to make changes, be sure to change the correct version, rather than the template.

NOTE: The template document is protected in most sections to protect language that is required. (#) items are required. You cannot change (#) language. Information that must be entered is indicated by light yellow shaded boxes. These boxes contain the information that is required. Highlight the text box and enter the desired text.Please note that the light yellow will not show when you print.

You will notice that in sections that are protected, you cannot select text that is protected. Clicking in a protected section will tab you to the next gray text box. Non (#) text may be edited/changed, but can remain unchanged if you prefer the suggested language.

Send the original and one additional copy to:
Virginia PTA/PTSA
ATTN: Bylaws
1027 Wilmer Avenue
Richmond, VA 23227-2419

Once your bylaws are approved and are returned to you by the Virginia PTA state office, please discard old working copies of your bylaws to avoid confusion in the future. Make copies of the approved bylaws, including the coversheet, for your board members. The secretary should retain the original copy in their records.

Download all Bylaws-related forms for Local Units with a President-Elect in the Library.