Introduction:
………………………………………………………………………………….Purpose of Handbook
……………………………………………………………...Guiding Principles of Activities Program
Yellow Section: Advisor’s Responsibilities and Class Organization
…………………………………………………………………………What Makes a Good Advisor?
………………………………………………..Class Advisor Responsibilities and Calendar Planning
………………………………………………………………………...Class Officers Sample Agenda
………………………………………………………………………………………..Sample Minutes
Red Section: School Procedures
…………………………………………………… ..Advisors Financial Responsibilities Quick Look
…………………………………………………………….General Information for Activity Planning
Purple Section: Policies Governing Student Body Funds
………………………………………………………………….. Board Policy - Student Body Funds
…………………………………………………………………… Board Policy - General Principles
Green Section: Expenses and Fund-Raisers
…………………………………………………………………………………………Financial Code
…………………………………………………………………...Allowable and Prohibited Expenses
………………………………………………………………………..Sources of Student Body Funds
…………………………………………………….Allowable and Prohibited Fund-raising Activities
…………………………………………………………..Sale of Food and Beverages in High School
……………………………………………………………………...Food Sale Requirements (SB 12)
………………………………………………………………...Beverage Sale Requirements (SB 965)
………………………………………………………………….What Schools Can Do to Fund-Raise
Blue Section: Management of Funds and Financial Forms
...... ……………………………………………………………………………Management of Funds
………………………………………………………..Student Body Financial Forms and Procedures
…………………………………………………………….…Activity and Fundraising Request Form
…………………………………………………………………………………..Purchase Order Form
……………………………………………………………………………….Cash Box Request Form
………………………………………………………………………………………….Transfer Form
……………………………………………………………………………..ASB Deposit Report Form
…………………………………………………………………………………...Check Request Form
…………………………………………………………………………….Poster and Flier Guidelines
Pink Section: General Athletics Information
...... ……………………………………………………………...Coaches Information and Checklist
………………………………………………………………………..Sample of a Team Roster Form
…………………………………………………………………………Student Incident Report Form
………………………………………………………………………………..Sample Donation Letter
………………………………………………………………………...……….Sample Physical Form
………………………………………………………………………………..Sample Clearance Form
…………………………………………………………………………………………..Athletic Code
………………………………………………………………………………….……...Ejection Policy
…………………………………………………………………………Concussion Information Sheet
…………………………………………………….…...Mission Valley Athletic League Constitution
………………………………………..……….North Coast Section Practice and Conditioning Rules
…………………………………..……….North Coast Section Sports and General Ruling Handbook
The student activities program has been developed over the years with influence from the most amazing advisors in effort to provide the ever changing student body with an outlet for their many interests and help them become responsible citizens. Consequently, each year new advisors come on board and class committee memberships change.
For the present school year, it is hoped that you who serve as coaches / advisors to student organizations, will assist in making student activities a successful learning process for all students at John F. Kennedy High School. You are encouraged to guide your officers and committee members through the work of activities and support them academically, while helping them see that membership in campus organizations can be stimulating, fun, and rewarding.
This handbook attempts to cover all phases of the activities program, the obligations required of students and coaches / advisors, and the rules and regulations prescribed by district, state and local policy.
The Activities/Leadership Classroom (226) and the Business Office (Donna Facha) welcomes the opportunity to be of service to faculty members, coaches and students. Please come on by and bring all questions about activities to 226 or finances to the Business Office. Furthermore, any additions or deletions you feel necessary for the greater effectiveness of this handbook would be greatly appreciated.
Nicole Lavaud Donna Facha
Director of Student Activities Account Clerk
and Leadership Teacher
Student Activities PROGRAM
v Guiding Principals
The primary purpose in schools must continue to be to provide the best possible education for each student. Academics have to come first, but effective learning involves physical and social skills development. These are furthered by the elements of fun and positive self-esteem.
Students who participate in student activities tend to feel better about themselves, have higher grade point averages, better attendance records, lower drop-out rates and fewer disciplinary problems than the uninvolved student.
The student activities program is planned to develop desirable social attitudes in situations providing opportunities for individual, small group, and entire school participation. It provides ample opportunities for development of understanding and cooperation among social and ethnic groups within the student body. The activities are conducted under conditions, which increase the likelihood of carry-over to out-of-school life. Under competent guidance, students share responsibilities for selecting, organizing, and evaluating the activities and outcomes. In all activities, the development of democratic leadership and cooperative attitudes is a major objective.
v Professional Guidance
High school students are in their formative years in the development of democratic skills and experience. It is extremely important that students receive understanding as well as interested and competent guidance in these encounters with the democratic process.
The individual teacher, who participates in the activities program, has much to gain. It is common knowledge that extra-curricular contact with students develops positive relationships attainable in the classroom. Also, through extensive faculty participation, the school becomes better known to parents and the community, thereby cementing the type of positive relations all desire.
ADVISORS Responsibilities
v What makes a good Advisor? Someone who is…….
A Adaptive
Alert and award of actions and activities
D Dependable
Devoted to the idea/time of student activities
V Vigorous
Vital and visionary to the needs of student
I Inspirational
Provides initiatives and ideas and involves others
S Sensitive
Sincere; sees schedules and follows through
E Enthusiastic
Confident and encouraging
R Responsible
Respectful of the rights of others and helps attain goals
of individuals and the organizations
Information for all class advisors
v Class Officers and the Relationship with the ASB: It is required that all class officers participate in fundraising activities be approved as an organization for bookkeeping records. Each year, classes, clubs, and sport teams will have to renew their consititution. Class activity approval is recommended by the Class Advisor and approved by the Activities Director, Account Clerk, and School Principal. The Activities Director oversees all practices pertaining to money while the Account Clerk manages all monies involving the students of John F. Kennedy High School.
o Activities Director = Nicole Lavaud- Activities Classroom 226
o Account Clerk= Donna Facha- Business Office located in front office
v Advisor Responsibilities:
Ø See that all policies and procedures established for the student activities programs are observed.
Ø See that an ASB account is opened with the ASB Finance Office to handle all club / team / class committee money received and paid out. Understand that all committee funds are considered student body funds. No team / organization is ever to maintain a private fund, such as a separate checking account in a personal or private bank.
Ø Remember, no transaction is final until the advisor’s signature is on all documents. Thebottom line is…….. YOU SIGN EVERYTHING.
Ø Oversee the class treasurer prepare an end-of-the-year summary status report of the year’s spending (Budget). Such a report is valuable in keeping the next year’s advisor informed of the class finances. Such practices will help in setting a budget for the next year.
Ø The advisor needs to be familiar with the contents of this handbook to assist in and assure a legal andsmooth running year!
v Calendar Dates: An official master calendar of all school events, athletic competitions and facility usage is approved and managed by the Associated Student Body (ASB) and the school Secretary. Any additional calendar date requests (those requested after the opening of school) are a part of the Activities Request form and/ or the Use of Facilities form, and must be completed two weeks in advance of the daytime activity and three weeks for a night activity.
Ø It shall be the responsibility of the class advisor to file for calendar dates.
Ø Activities Request Forms – may be obtained in the Activities Classroom (226). One has been provide in the appendix of this handbook. ALL activities requests forms are to be submitted to the ASB for Executive Council approval then to be presented to the school secretary by the Director of Activities for placement on the Master Calendar.
Ø Use of Facilities Forms – may be obtained in the principal’s office, completed and returned directly to the school secretary
Ø Both forms are necessary for activities that use the buildings at a time when school is not in session, as well as during school hours. Failure to submit the appropriate requests may result in cancellation of the activity / event.
v School Equipment: School equipment and / or janitorial requests may be requested by any campus organization for sports nights, clinics, club dinners, athletic award ceremoniesand other related activities.
Ø Work Order Forms – may be obtained in the principal’s office from the school secretary. Forms should be completed and returned at least 2 weeks prior to the event. You must also fill out a Purchase Order (PO) to pay for extra duties as well. Strict supervision of equipment is mandatory. Damage or loss of supplies will be assessed against the account of the sponsoring organization.
v Activities Equipment Requests: Forms for the sound equipment (sound system, microphones, music requests), and or services (senior breakfast, parentnight) of the Sound and Music Commissioners may be obtained in 226. Formsneed to be submitted at least 2 week before the scheduled event.
v Class Officers: There are four class officers for each class. The officers are responsible for keeping communication open between ASB, the Advisors and class committee. Each officer is required to be enrolled in the Leadership class for a minimum of one term, but preferably for the entire school year. Calendar planning and event execution will take place during the class period. Class Officers should hold class committee meetings at least twice a month to keep the class committee members and advisors up dated on the plans for ASB / Class events and fund-raising. Class officers are to take minutes of each meeting and present them at the weekly Executive Council Meeting during the Leadership class.
v Class Committee Daily Bulletin Annoucements: Daily bulletin announcements must be submitted by 11:00 am for the next day’s bulletin. The appropriate forms are available in the main office and room 226 and must have an advisor’s signature or it will not be included. It is up to the class officers to organize their announcements and get them to the room 226 in time for the bulletin.
Class Officers Sample Agenda
Planning for Senior Picnic
Timeline for Picnic Planning:
March
s The date for the picnic will have been calendared in the spring the year prior – if the contract has not arrived, call Little Hills Ranch for details 925-837-8158 or the Pleasanton Office of Parks and Services 925-462-1400.
s Obtain the District approved Bus list from the Activities Director or office Manager.
s Call for buses from this list only. To calculate: One bus holds approximately 50 passengers (49 students + 1 chaperone), multiplied by the number of seniors in the class. (in past years we have used about 4 buses… sometimes 3, rarely 5 – really depends on type of class participartion).
s Once buses have been arranged and contract has arrived, a TransTraks Trip Request
Minutes Sample
Club Name: Druids Date: May 27, 2009
Club Council Representative: Claudia Revuelta
Club Advisor: Fishman
Number of Members Attended: 19
Report:
· Old Business
1. Hayward Garden (Saturday)
§ Compost workshop
§ See Fishman for permission slip
· New Business
2. Chipping this Friday
§ Maybe food provided
§ Appx. 8 people will attend
3. End of the tear party @ Fishman’s place
§ June 6th (maybe)
4. Next year Elect-President: Norman Z:
§ Majority Rule: 18/19 (vote)
5. Discussion: Ms. Mowry’s plan
§ This Saturday, the trees by the tennis courts would be cut
down, in order for the vegetable garden to get sunlight
§ Trees have been there for over 50-60 years
· Upcoming Events / Meetings
6. Meeting at lunch on June 3, 2009
Meeting started @ 10”58 by Claudia
Adjourn by @ 11:20 by Claudia & Eliza
Sample Minutes
LA RAZA UNIDA Date: 5-27-09
CLUB COUNCIL REPRESENTATIVE: DANIEL COLIMA
CLUB ADVISOR: ELENA SOLIS
NUMBER OF MEMEBERS: 27
MEETING OPENED: 11:20 AM
REPORT:
OLD BUSINESS:
· CALLED SKIP AND SHIRTS ARE ON THEIR WAY
NEW BUSINESS:
· NO MORE FUNDRAISERS
· SHIRTS ARE COMING IN
· VOTE – PARTY? MOTION TO PASS: JAIME B.
SECOND BY: ADRIANNA COLIMA
AYES: 14
MOTION PASSED
UPCOMING EVENTS: SENIOR GRADUATION
ADJOURNMENT
MOTION TO CLOSE: JAIME BENAVIDES
SECOND BY: OMAR LEON
MEETING WAS ADJOURNED AT 11:50 AM
Quick Look
Advisors Finance Responsibility
This page is designed to help the advisor understand the priorities connected to fund-raising and finances. Detailed explanation and steps are further provided in this handbook.
Steps of Importance:
1. DON’T do anything without talking to the Activities Director first!
2. Any money you collect from fund-raisers or fees MUST be turned into the account clerk/ business office and deposited into the student bank. Money / Cash collected can not be spent! (For example, you can’t order pizza and pay for it out of the car wash money collected.)
3. NO purchases may be made until you have been approved by the Activities Director and ASB.
4. NO fund-raiser may begin until you see the Activities Director or the Account Clerk, and filled out the proper paperwork.
Everything you want to know and every question you have regarding fund-raising and finances is answered in this handbook.
Continue to read to help yourself become familiar with the responsibilities and steps required to be a successful advisor in the activities program.
POLICIES GOVERNING
STUDENT BODY FUNDS
v STUDENT BODY FUNDS - Board Policy 3452
Ø Student organizations may raise and spend money in order to promote the general welfare, morale and educational experiences of the students.
Ø Student funds shall finance worthwhile activities that go beyond those which are the responsibility of the district.
Ø Minutes shall be kept of student organization meetings and shall properly reflect all financial activities.
Ø Student funds shall be managed in accordance with sound business procedures designed to encourage the largest possible educational return to students without sacrificing the safety of fund or exposing students to undue responsibility or unnecessary routine.
Ø With approval of the Board of Education, student funds shall be held or invested in one to the following ways:
1. Deposited or invested in a federally insured bank or savings and loan; or in a state or federally insured credit union. (Ed Code 48933)