Welcome, ECFS families

All parents and guardians of current ECFS students are automatically members of the P+T, which is governed by a constitution. The P+T All School Chair serves as a member of the ECFS Board of Trustees, representing parent perspectives to the Board and helping to keep families informed about School activities. The P+T thrives with the active partnership of the CEO, principals, faculty, administrators, staff, and parents/guardians. At the same time, the P+T is not an independent fundraising entity.

The mission of the ECFS P+T is to promote the ideals and mission of the School, and build community among its parents, teachers, and administrators. The P+T works to represent and advocate on behalf of parents/guardians to the School administration and the Board of Trustees, and facilitates communication among parents, faculty, and the school administration.

The P+T works to foster engagement among families, build community across all four divisions, and partner with the School on initiatives that align with its mission and core values: academic excellence, ethical learning, and progressive education.

An All-School Chair and four officers lead the ECFS P+T, each representing a division and the All School Multicultural Committee (ASMC). Each of the School’s four divisions — Ethical Culture, Fieldston Lower, Fieldston Middle, and Fieldston Upper — has its own divisional executive committee. These executive committees are supported by committee chairs and volunteers who lead initiatives, events, and community-building activities throughout the year. The P+T financial records are maintained in partnership with the School’s Advancement and Business Offices.

The P+T communicates regularly with families through school-supported newsletters, the Parent Portal, and email updates. Faculty, administrators, and staff are also included in communications and are welcome at P+T-sponsored events. 

We value open, timely, and respectful communication throughout our community. You can read our full Guidelines for Parent/Guardian Communications to learn more about how we stay connected and informed together.

We always love hearing from you. Please reach out anytime at ecfspandt@ecfs.org with questions, ideas, or updates.

Official WhatsApp Groups

WhatsApp is an important way many families stay connected, and we’ve heard the need for clearer expectations, more consistency, and better alignment with school-related topics. In response, ECFS has introduced the following new Official ECFS WhatsApp Groups, which will: 

• Ensure chats remain focused on school-related information.
• Provide an alternate way for families to receive school updates, with an added ability for the School to share relevant announcements.
• Establish shared norms and guidelines to support respectful and productive communication.
• Create a consistent communication structure across divisions and grades.

You can join your applicable group below. 

P+T Guide to finance-related processes for parents/guardians

Questions? Please contact:
Petra Carbonell, Events Associate
pcarbonell@ecfs.org
212-712-6243 

Expense Reimbursement Form

Event Supplies

To have supplies ordered through Amazon, please share the following with Petra:

• A link for each item you need, AND the quantity you want to be purchased 
• The division and the project for which you need the items (e.g., the Fieldston Lower Carnival)
• The campus and room or location you need the items sent to 
• Due date for the items 

We will email you a confirmation or a sample of the receipt. Please request these items at least three weeks before they are needed. 

If the supplies are not available on Amazon and you need supplies ordered from other vendors, please share the following with Petra: 

• Your name and cell phone number 
• Name of the event and division hosting the event 
• A list of links to the items you need, AND the quantity of each item 
• The campus and room or location you need the items sent to 
• Due date for the items 

We will email you a confirmation or a sample of the receipt. Please request these items at least 3-4 weeks before they are needed. 

Please note: Starting October 1, 2024, we will no longer process reimbursements for supplies. All orders must be placed through the Events Office. 

Tax-Exempt Forms 

To request a Tax Exempt Form, please share the following: 

• Name of the vendor 
• Vendor’s full street address, including city, state, and zip code 

Upon receipt of these items, a PDF of the customized tax-exempt form will be emailed to you. Please request the tax-exempt form at least 3 business days before you need it. ECFS will not reimburse for sales tax on purchases greater than $50. 

Contracts 

All contracts need to be signed by ECFS. To have a contract signed, please share the following: 

• Your name and cell phone number (in case we have questions) 
• Copy of the proposed contract 
• Name and contact info of the person who needs to receive the contract 
• Name of event, date of event, and name of division hosting 
• Any context, including other vendors who might have bid on this work (if applicable) 

Please share contracts at least four weeks before an event, as ECFS requires two weeks to review a contract. Please note that any vendor that will be on campus must submit a COI. Please contact the events office for more details.

Invoices

Submit invoices to your Events Office and your P+T treasurer with the following information: 

• Your name and cell phone number (in case we have questions) 
• Copy of the invoice, and if they are a new vendor, their W-9 form 
• Name and contact info of the person who needs to receive the payment 
• Name and date of event, and name of division hosting
• Any context, including other vendors who might have bid on this work (if applicable) 

Vendors will receive payment 4-6 weeks after approval from your P+T treasurer. Note, ECFS cannot pay vendors via Venmo, PayPal, or Zelle. If there is an additional fee for paying with a credit card, ECFS will only pay via check or ACH transfer.

Reimbursements

Reimbursements can only be requested for off-site events when ECFS staff cannot make the payment directly: 

• Always ask for a tax-exempt form before making an event-related purchase 
• Fill out the Expense Reimbursement Form (all invoices and receipts can be uploaded here) 
• Send all items to your P+T treasurer and Events staff. 

You will receive a reimbursement check via mail 4-6 weeks after approval from your P+T treasurer. ECFS will not reimburse for alcohol and sales tax on purchases greater than $50.

Square Readers

To request a Square reader for an event, please share the following with our Events team:

• Name and date of event 
• Number of Square readers and iPads you will need (most events need 1 or 2) 
• Name, email, and cell phone of the volunteer who will be responsible for the readers 
• Name, email, and cell phone of the volunteers who will be using the Square reader and iPad (All users need to pre-register before the event) 
• Merchandise list with prices of items being sold at the event 

Please submit your request for a Square reader four weeks before the event date.

P+T Chairs

Andrea Pivnick
All School Chair, Upper School Liaison

Hi, my name is Andrea Pivnick, and I am the All School Co-Chair working closely with and learning from Grace Wang. This is my 12th year as a parent at ECFS; I have three children, my oldest Zander graduated this past spring, and Luella is in 9th Grade. I am excited for all of the ECFS programming to come this year!

Grace Wang
All School Chair (special one-year term)

Hello, and a warm welcome back to our wonderful community! I’m honored to be serving as your All School Chair for one final special term. My kids, Will (Form V) and Henry (8th Grade), have been at ECFS since Pre-K, and we really love this special place. I hope I can help make your time here as enjoyable, nurturing, and insightful as I’ve found my years here to be. Please introduce yourself if you see us at one of the many events this fall, including Homecoming on Saturday 9/26, open school nights, or parent/guardian socials. We would love to meet you!

Budgeting

Allison Fisch
Fieldston Middle Liaison

Hello, I’m Allison Fisch, and I’m honored to be your All School Middle School Liaison. This is my family’s seventh year at ECFS, and my kids are in 7th and 9th Grades this year. I’m looking forward to helping strengthen our warm community. Please don’t hesitate to reach out with any ideas, questions, or suggestions.

Elections

Helen Gant
Fieldston Lower Liaison

Hello! My name is Helen Gant, and this is my seventh year as an ECFS parent. We are a Fieldston Lower family, with Finn (5th Grade), Nora (2nd Grade), Sadie (Kindergarten), and baby Archie (5 months). I’m looking forward to continuing the important work of the P+T, including community building, programming, and furthering the mission of ECFS. Fieldston Lower parents/guardians, please don’t hesitate to reach out with any questions or concerns!

Secretary

Harrison Denman
Ethical Culture Liaison

My name is Harrison Denman, and I’m happy to be working with you all and with the P+T again this year. I have three children, one of whom is in 5th Grade at Ethical Culture and another in 7th Grade at the Middle School. Please feel free to introduce yourself if we haven’t already met, and don’t hesitate to reach out with questions, suggestions, or ideas.

All School Multicultural Committee

Tina Shoulders
All School Multicultural Committee (ASMC) Liaison

Hi, my name is Tina Shoulders, and I am ECFS’s ASMC Liaison. This is my sixth year as a member of ASMC and my ninth year as a parent of an ECFS student. My daughter, Reign, is entering 7th Grade at the Middle School. I’m excited for another year of engagement, connection, and community building with all of you.

See below for our roles and contact information. Don't know who to contact? Email us at ecfspandt@ecfs.org.

All School Officers 

• Andrea Pivnick, Chair | US Liaison 
• Grace Wang, Chair | (special one-year term)
• Allison Fisch, Budgeting | FM Liaison 
• Helen Gant, Secretary | FL Liaison
• Harrison Denman, Elections | EC Liaison 
• Tina Shoulders, All School Multicultural Committee (ASMC) Liason

Upper School Co-Chairs:

• Dan Clark
• Anna Knoebel
• Terri McCullough
• Kate Overby

Middle School Co-Chairs

• Raven Maldonado
• Aparna Merchant
• Isabel Lo

Fieldston Lower Co-Chairs

• Khadijah Newell 
• Kendra Pariseault
• Sandra Oliveria

Ethical Culture Co-Chairs

• Sally Song
• Toby Baldinger
• Randi Asnas

ASMC Co-Chairs

• Tina Shoulders, P+T All School Team Member and ASMC Liason

• Kate Lubinger, Director, Events and Alumni Engagement
• Hannah Bradford, Events Manager
• Petra Carbonell, Events Associate

The P+T works to foster community at ECFS through events and divisional committee projects. Events and open discussions help us continue to strengthen relationships between parents/guardians, faculty, staff, and students.

Some of these events and projects include:

• New family welcome events
• CEO/Head of School, Principal, and Dean forums
• Family education forums
• Carnival, Homecoming, WinterFest, Spring Fling
• Parent/guardian socials
• Special Olympics
• Faculty and staff appreciation and all school holiday drive
• Community service projects
• and many more!

Step 1

Contact your division co-chair to determine your budget, event background/context, and what can be changed or updated.

Step 2

Meet with fellow committee members to select the location, menu, room layout, decor, and other event needs.

Step 3

If the event is being held on-site, coordinate with the events office to ensure that Facilities, AVI (catering), and Technology requests have been submitted. The Events Office can also assist in ordering event supplies.

Step 4

Contact Emma Johnson, Associate Director of Communications, for division-wide events to send a standalone invitation email. For grade-specific events, contact the divisional office administrator to send a grade-specific invitation email. Invitation emails should include an RSVP form, a call-to-action, and/or donation information for the parent/guardian community.

Step 5

It's showtime! Depending on the event, please arrive before the start of the program to assist with setup and be prepared to help with any post-event breakdown of decorations and other items not managed by Facilities or AVI catering.

Role of ECFS Staff

The Events team within the Advancement Office and your divisional office are here to support the planning of your event. Parents/guardians are responsible for running and staffing events. 

To help keep our events organized, cost-effective, and consistent, please follow the guidelines below when planning an event. The events teams/divisional office can assist with the following:

• Placing food orders

Please do not coordinate directly with AVI. To streamline the ordering process, coordinate all food orders through the Events Office. 

• Ethical Culture: Hannah Bradford
  • hbradford@ecfs.org
  • (212) 712-6244
• Fieldston Lower, Middle, and Upper: Petra Carbonell
  • pcarbonell@ecfs.org
  • (212) 712-6243

The School has an account and/or relationship with the following:

• Fresh Direct (online)
• E’s Bar (UWS)
• Prohibition (UWS)
• Gin Mill (UWS)
• Sal’s Pizza (Rierdale)

We also have a credit card available for approved food orders, event supplies, and other event-related purchases. Please do not make purchases independently unless you have received prior approval.

Food orders need to be sent at least two weeks before the event.

• Coordinate with Facilities and Security
  •  including room bookings, event set up directions, contingencies, and notifying security of outside vendors’ presence on campus
• Ordering Supplies
  • Before ordering any event supplies, please check with the events team to see what is already available. We maintain event supply closets at both EC and Fieldston, and many commonly used items are already in stock. 
  • The school has an account with Amazon. To place an Amazon order, please share a wishlist with the events team. Supply orders need to be sent at least three weeks before the event.
  • Additionally, before purchasing decorations or supplies, please check the P+T closet at your campus. There are often leftover items from previous years that can be reused, helping us reduce waste.
• Assist with Technology needs
  • iPads, mics, speakers, music, screens, etc.
• Provide blank name tags, markers, sign-in sheets, pens, clipboards, and other supplies

Vendor contracts cannot be signed by parents/guardians on behalf of the School. Please connect any outside vendors directly with Hannah Bradford or Kate Lubinger, who will manage the contract process and ensure the vendor meets the school’s contract and COI requirements when necessary. 

Furniture and Decor

The School can set up food and drink tables, high-top tables, chairs, and assist with hanging decorations. Note, tables do not come with linens (plastic/cotton) unless requested. Additional charges may be incurred if the School requires renting additional tables/linens. All Facilities-related requests must be submitted two weeks in advance of your event. 

Decorations

The Events Office has a limited amount of decorations available, including vases, votives with battery-operated lights, and Fieldston/ECFS-branded items. If a budget is available, the Events Office can purchase additional decorative items to share among groups.

Please note that the following decorative items are not permitted on campus: confetti, glitter, stickers, and open flames (i.e., candles).

Set up and clean up

Command strips are the preferred method of adhesive for decorations. Decorations cannot be stapled, nailed, or glued onto any surface. When in doubt, please consult the Events Office or Facilities. 

Grade chairs, class parents, form coordinators, and other leaders in the P+T will work together on setup and cleanup. Facilities handles the placement of furniture, hanging strings of lights, removing garbage cans, and storing tables and chairs. As a team, we should seek to clear the tables or put their contents in boxes that we can have Facilities send to the Advancement Office.

Music

Parents/guardians can connect an iPhone to the portable music system or can use a school’s iPad to share music. The Facilities team can connect the AV (speaker system); this should be requested as part of the general event logistics. For any events where students are present, please ensure you are using the “clean” version of any explicit songs.

Volunteer Roles

Each event needs volunteers to do the following things:

• Provide the RSVP list 24-48 hours in advance: this is used by the staff to share with security and check in
• Decorate/clean up: someone can do this before/after helping with check-in
• Check people in
  • Ethical Culture: in the lobby or on the roof, and helping with name tags (2 people, first ½ hr)
  • Fieldston campus: at the event entrance and helping with name tags (2 people, first ¾ hr)
• Return event supplies by placing them in the P+T plastic tin/box provided; facilities will then return to the office.

Childcare

Unfortunately, we do not offer childcare at events.

Reimbursement

Please complete this form in its entirety if you are requesting reimbursement for P+T-related expenses. This form should be filled out by the person requesting reimbursement only.

Reimbursements take 1-2 months to process. Please note that ECFS will not reimburse for any alcohol purchases or sales tax on purchases greater than $50. 

Gratuities are reimbursable only for off-campus social events or food delivery. Tips associated with retail purchases or same-day delivery services (e.g., Target) are not eligible for reimbursement.

All reimbursements must be submitted by June 1, 2027. Should your event take place after June 1st, please contact Hannah Bradford or Kate Lubinger ahead of time to ensure reimbursement.

General Policies

• It is essential to be inclusive when selecting event locations (cost, location, perception).
• ECFS can reimburse parents/guardians only for food at off-site events. ECFS will NOT reimburse for alcohol or any other non-pre-approvedactivity. 
• The preference is for the School to pay vendors in advance for larger activities (events other than parent/guardian socials). We will require a contract, scope of event, and event description at least two weeks in advance. Payment will not be made if the request is within one week of the event date, as per the ECFS Finance Office.

Inclusivity checklist:

• Is the location, date, and time accessible?
  • Rotate locations and times whenever possible, such as hosting fall events downtown and spring events uptown.
• Can all parents/guardians contribute?
  • Offer multiple ways to contribute, such as bringing something homemade or store-bought, making a nominal donation, or assisting with setup or cleanup. We recommend setting a cap on what can be purchased.
• Have we taken into account allergies and dietary restrictions? These can be tracked on the RSVP form.
• Is the environment approachable? Schools, public spaces, and common areas work well. If the event is being held in a building’s common area, ensure the building's door staff is aware of the event and how to assist guests.

Event basics:

For families that are new to ECFS, buddy/link families should serve as their ambassadors at events. If they can’t attend, they should ask someone else to play this role.

• Always have name tags.
• Play easy icebreakers and be purposeful about bringing everyone into conversations.

Appreciation and ECFS Cares Guide for Parents/Guardians

Policies

• Families are asked not to give individual gifts to teachers/coaches/staff, and faculty/staff, in turn, are invited to refuse them if offered. A handmade card or a note of appreciation from your child/family is always welcome.
• The expenditure authorization policy generally prohibits using School funds to purchase gifts for employees for performing their usual and customary work. It is permitted for momentous occasions, such as birth, promotion, or the death of a family member, or similar circumstances, as part of the ECFS Cares program (see Expenditure Authorization Policy).
• The P+T has moved away from multiple requests of parents/guardians throughout the school year and instead focuses on one significant Holiday All-School Gift Card drive and notes of thanks.

School-organized faculty appreciation

• Each divisional office/principal has a budget to use to appreciate faculty as they choose. This typically includes lunches/celebrations and gifts for momentous occasions.
• Neither the P+T nor individual parents/guardians should pay for or organize faculty appreciation events held by the principals. Parents/guardians may provide supplemental support, such as decorating a room or sending thank-you cards, if the efforts do not require or involve the procurement of space/vendors.
• The only P+T funds to be used for faculty appreciation are for supplies or services to provide thank-you cards or refresh decorations; in the lower schools, these may include a compilation of students’ notes or pictures and require some funds for supplies.

P+T-organized faculty appreciation

The P+T may:

• Conduct a school-wide drive around the holidays to solicit gift cards from families to show appreciation for faculty.
  • Participation is optional for parents/guardians, but all gifts should be presented on behalf of the entire community, regardless of who participated in the drive.
  • All gift cards should be distributed evenly across all four divisions. All faculty and staff (full-time) members get the same monetary value.
  • The faculty conducts a holiday drive for security and facilities.
  • ECFS employees may not receive more than $50 total value of gift cards from the P+T in a given school year due to tax implications. If the P+T collects more than $50 per staff/faculty member, the cards can then be distributed evenly across all four divisions to security, facilities, and part-time staff/faculty. Any cards left over can be held and used the next academic year.
• During Spring Faculty Appreciation, each division will receive a stipend to bring in treats/coffee for faculty and staff. This money is held in the all school budget and will be coordinated with the Advancement and Events Office so that all divisions receive the same treat/expression of gratitude. Faculty Appreciation Committees are encouraged to coordinate with the other divisions and to decorate with notes of thanks.
• During Thanksgiving, Valentine’s Day, and year-end, the P+T will encourage notes of thanks/gratitude. Wine/coffee/tea drives can be coordinated by the Faculty Appreciation Committee of each division, subject to the division principal’s approval.
• Administration is to send a “no gift” policy to families and faculty before the holidays and year-end.
• Each division has organized various events for its respective faculty over the years. These events can continue, and the details of how they come together can be shared with each division to collaborate on faculty appreciation event ideas (i.e., Treats for Teachers).

Special recognition gifts

Milestone Events for Faculty Members

• The School sets a budget and policy to acknowledge when employees experience life events such as births, deaths, weddings, and retirements. On these occasions, families and students are encouraged to write notes of congratulations or sympathy. However, the school administration (by division/department) determines what is sent or given to faculty members to ensure these occasions are recognized consistently.
• The School has a process and policy for retirement gifts and ceremonies, such as glass bowls and recognition at Founder’s Day.

ECFS Cares (challenging times)

• ECFS Cares was designed to support community members (faculty/staff, parents/guardians, students, etc.) through times of need caused by natural events (floods/blackouts), illnesses, and other hardships. Nominal budgets exist at P+T divisions to provide items that support community members during hardships; these can include gift cards to food delivery or transportation. Support should come from community members, rather than monetary support. Assistance can include carpools, meal trains, donating needed items, and other forms of support.
• ECFS Cares may support faculty members who have experienced a death by sending sympathy cards, but the administration determines what to send (e.g., food, flowers) as per the note above. If the death presents an ongoing challenge, ECFS Cares can provide support with meals, transportation, and other necessary services, as noted above.
• If a student’s family experiences a death, ECFS Cares should reach out to offer support and may use their budget to provide food and other necessities.

Senior Gifts/Graduation/Student to Faculty Gifts

• The Form VI Dean has not been given a gift from parents/guardians for several years because it was deemed inequitable (the Dean is a paid position, and seeing students through all four years is an expectation of the role. Many faculty members go above and beyond.) All Form VI families are encouraged to write notes of thanks upon graduation.
• Sometimes, students present gifts to their Dean during Founder’s Day, to coaches at the end of the season, to music instructors, and so on, at their final concerts. These initiatives are student-driven, with the Fieldston Student Government and Belonging and Social Impact Department providing guidance, but they are not orchestrated or supported by the P+T.