Our current board wants to streamline our activities so they adhere to PTA practices and policies. My question is: how do other PTAs run after school activities, such as Chess Club, and how do they work with a hired instructor and insurance?
Thank you for your question. If the instructor is a volunteer and your insurance provider is AIM, the instructor would be covered under your PTA's insurance; if your insurance provider is not AIM, please check with your provider regarding coverage of a volunteer instructor. If the instructor is paid, they would not be covered and would need to obtain their own insurance and have a business license. The IRS views them as either an employee (which is not recommended), a volunteer, or an Independent Contractor. A n Independent Contractor Services Form would need to be completed and saved for your records.
If the PTA board hired the instructor as an Independent Contractor, PTA volunteers would need to be present during the after school activity for two reasons:
- For it to be considered a PTA activity (the PTA volunteers should not have anything to do with the instruction or have control over the Independent Contractor; it could then be viewed as an employee of the PTA)
- To collect funds