Mountain Ridge High School

New Club Formation

Request for the formation of a new club

Chronological steps necessary for formation of a new club:

Faculty Sponsor:

Faculty Sponsor Signature Date

Initial:

I have read and will adhere to the club sponsor guidelines and expectations. (see attached)

I have discussed the proposed formation with the Assistant Principal in charge of Student Activities prior to meeting with students regarding creating a constitution or planning specific activities.

Administrator’s Signature:

Meet with students and create constitution (see template).
Submit this form and proposed constitution to Student Activities Office.

Once approved, bookstore can then open an account and your club is active.
Clubs

Responsibilities of a Club Sponsor

Ensure that all club activities are consistent with the educational purpose of the club and the Mission Statements of both MRHS and the Deer Valley Unified School District.
Develop student leadership and democratic practices in the selection of club officers, and in the conduct of club business.
Supervise all club activities.
Supervise the financial accounting of the club finances.
Ensure that all activities are consistent with state law, district policies, and school policies.
Publicize the club by keeping students, teachers and administrators informed of club activities.

Sponsorship

Each club will have a sponsor.
The sponsor must attend all club activities.
Sponsors are directly responsible to the Student Activities office for approval of all club activities and affiliations.
Each club shall have officers selected according to procedures set in their constitution.
Meetings should be scheduled to accommodate transportation for students. Evening and Sunday meetings are discouraged.
Clubs are prohibited from participating in any events, activities, etc., that are in violation of the Arizona Interscholastic Association or Conference rules.
Clubs having outstanding debts, receipts or business will not receive approval for additional activities until the matters have been resolved.

Sponsors Assessment

Sponsors are required to complete an End of the Year Sponsor Summary. This summary entails a club description, requirements to join, time of meetings, when students can join, club sponsors name and contact phone numbers, club accomplishments for the year and whether or not all sponsors intend to continue in their position as a sponsor the following school year. This is to be submitted to the Activities Administrator by the first Friday in May each year.

Forming A New Club

Students can start a club at any time of the year with administrative approval and a faculty sponsor.

Faculty sponsor named.
Obtain a form from Activities Secretary.
Discussion of the proposed formation with the Assistant Principal in charge of Student Activities.
Submission of the Constitution to the Student Activities Office.
Open club account. To do so, complete the Student Activity Account Authorization form.You must have a minimum of $100 dollars to open an account in the bookstore. Submit to the Student Activities office for approval and signature. Submit approved authorization to the bookstore to open your account. Upon approval, an account code will be assigned to you.
All accounts must be closed by the last regular day of school. All encumbrances and outstanding bills and expenses are to be resolved at that time.

Club Activities

All activity functions (including fundraisers) must have prior approval of the sponsor and the student activities office and placed on the master calendar. A sponsor or a “certified” designee must supervise all students if they want to participate in an activity. Please refer questions to the Assistant Principal.

Failure to Follow Procedure

Failure to follow any of the procedures established for clubs stated in this handbook or issued in writing may result in:

The club account could be closed for a period of time.
The organization’s President and the Sponsor of the club will be notified in writing by the Assistant Principal of any violations.
The club will have five (5) days to request a review and justify continued existence. If the club cannot justify continued existence, all remaining funds will be placed in the student activity fund (i.e. Student Government account).

Mountain Ridge High School

New Club Formation Guidelines

Thank you for your interest in starting a new club on campus. In addition to writing a club constitution, please fill out the attached form, Request for Formation of a New Club, and return both to the activities office for administrative approval. If you have any questions, please see the activities administrator.

Club Constitution Sample

The following should be included in your constitution:

I. Name of Club

II. Purpose of Club

III. Membership qualifications

IV. Meetings (when and where meetings are held/how often)

V. Officers and Duties (positions and responsibilities of each)

VI. Dues (optional)

VII. Elections (how officers are elected or chosen and when)

VIII. Qualifications for office

IX. Removal and Replacement of officers (if someone steps down, how replaced?)

X. Amendments

Must be submitted to the Student Activities office and approved before a club account can be set up in the bookstore. Signature Authorization sheet must be on file in bookstore to set up club account.

“Name of Club” Constitution

Sponsor: “Sponsor’s Name”

ARTICLE I – Name

The name of this organization shall be the ______Club of Mountain Ridge High School.

ARTICLE II – Purpose and Goals

A. The purpose of ______is to ______.

B. The goals of ______are:

Add more as needed.

ARTICLE III – Membership

A. To be eligible for membership a person must ______.

B. The method of electing members of this club shall be ______.

C. To be considered a member in good standing each member of this club shall______

D. Membership shall automatically terminate

1. upon graduation or otherwise ceasing to be a student at Mountain Ridge High School

2. by termination of the club

3. by failure to ______

ARTICLE IV – Meetings

The club shall meet ______

ARTICLE V – Officers and Duties

A. The officers of this club shall be: (List all positions).

1. President

2. Vice-President

3. continue with the rest of the offices

B. The duties of each office are: (List duties under each position).

1. The president shall ______.

2. The vice-president shall ______.

3. The secretary shall ______.

4. The treasurer shall ______.

5. List all other position duties

ARTICLE VI – Dues (optional)

A. Any additional dues or assessments on the membership of the club shall be ______. B. All dues must be paid before a member will be considered in good standing.

C. Funds for activities and projects undertaken by this club shall in general be raised apart from such dues or assessments. [Use this sentence only if applicable]

ARTICLE VII – Elections

A. Election for the offices of president, vice-president, secretary, historian, public relations, and treasurer, shall be held annually prior to ______(date). Those elected shall take office immediately following the election. Their term will continue through ______(date) of the next year as long as they attend at least ______% of the meetings and ______(any other qualifications).

B. Nominations of officers shall be made either in writing or from the floor by members in good standing. Candidates shall be voted upon at the regular meeting following the meeting at which nominations are made. Voting shall be by secret ballot by members who are in good standing. Those candidates receiving a majority of the votes of the members present and in good standing shall be elected. Starting ______(date), to be a qualified candidate the member must have ______(any qualifications: attendance at so many meetings, minimum community service hours, etc.).

ARTICLE VIII - Qualifications for Office

A. Candidate must be a member of good standing in the organization and fulfill the following qualifications:

(Example is as follows)

1. The president shall be a (year if applicable), etc.

ARTICLE IX – Removal and Replacement

A. If any member feels that an officer is not fulfilling his/her constitutional duties, he/she may file a petition of impeachment.

1. If three-fourths of the ______members sign the petition, the officer shall be impeached.

2. If the petition is signed by one-half of the general membership that voted for him/her, even if the ______

ARTICLE X - Amendments

A. Amendments must be submitted at a meeting and will not be voted upon until the next meeting.

B. These will only become part of the constitution by 2/3 majority vote of the members in good standing at any regular or special meeting of the club at which a quorum is present, provided notice of intention to call such a vote is given at least ______days earlier at a meeting of the club at which a quorum is present.