2009 10 sponsor handbook - peoria

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  • 1. Peoria Unified School District Peoria High School Sponsor Handbook 2009 – 2010
  • 2. Table of ContentsIntroduction ........................................................................................................................................................ 1Duties of Club Sponsors .................................................................................................................................... 2Duties of Class Sponsors .................................................................................................................................... 3Duties of Individual Class Sponsors .................................................................................................................. 4Clubs and Sponsors ........................................................................................................................................... 5Schedule of Sales .............................................................................................................................................. 6Being an Effective Sponsor............................................................................................................................... 7Policies and Standards/Organization of a School Club/Approval of School Club ................................. 8Club Charter Application ................................................................................................................................. 9Club Purpose Form .......................................................................................................................................... 10Constitution ...................................................................................................................................................... 11Constitution and By-Laws Example ............................................................................................................... 12Sample Constitution ................................................................................................................................... 13-18Agenda and Minutes of the Meeting........................................................................................................... 19Minutes .............................................................................................................................................................. 20Meeting Agenda Format ............................................................................................................................... 21Club Activity Requests .................................................................................................................................... 22Activity Request Form ..................................................................................................................................... 23Facility Request Form ...................................................................................................................................... 24Field Trip/Athletic Trip Emergency Procedures ............................................................................................ 25Student Trip and Transportation Request Form ........................................................................................... 26Permission Slips/Field Trip Procedures ........................................................................................................... 27Activity/Field Trip Information and Consent Form ....................................................................................... 28Guidelines for Conducting Sales ................................................................................................................... 29Check List for Sales .......................................................................................................................................... 30Dance Guidelines ............................................................................................................................................ 31Dance Checklist/Work Schedule .................................................................................................................. 32DJ Contract ...................................................................................................................................................... 33Poster and Sign Guidelines ............................................................................................................................. 34Club Fair/Announcement Requests/Activity Advisory Council ................................................................ 35Awards .............................................................................................................................................................. 36Awards Nomination Form .......................................................................................................................... 37-38Student Activities Code of Ethics .................................................................................................................. 39
  • 3. IntroductionThe Peoria Unified School District believes that a dynamic program of student activities is vital to theeducational development of the student. The Peoria Unified School District offers extensiveopportunities for all students to participate in the activities of their choice as an integral part of theirtotal school program. Club and class experiences are designed to help satisfy the recreational,social, and extended academic needs and interests of all students.A comprehensive and balanced activities program is an essential complement to the basic programof instruction. The activities program should provide opportunities for youth to further developinterests, talents, and leadership opportunities in sports, speech, and debate, dance, drama,journalism, music, student governments and academic-related areas. Participation in these activitiesshould provide many students with a lifetime basis for personal values for work and leisure activities.The District believes that the opportunity for participation in a wide variety of student-selectedactivities is a vital part of the students‟ educational experience. Such participation is a privilege thatcarries with it responsibilities to the school, to the activity, to the student body, to the community, andto the students themselves.The purpose of this manual is to provide guidelines and procedures for the operation andmanagement of student activities and auxiliary accounts. All sponsors will be held accountable forthe contents of this manual. 1
  • 4. Duties of Club SponsorsTeachers are asked to help sponsor school class/clubs as a regular part of their professional concernfor students. This sponsorship is undertaken with the understanding that: 1. The number of meetings will be limited. School affiliated clubs should normally meet not more than once a week. 2. Night-time meetings should be limited. Exceptions must be approved by the administration. 3. Plans for social events, dances and other activities should be limited to an appropriate and reasonable expense. 4. Money-raising activities are carefully controlled by Student Council and the Student Activities Assistant Principal. The official school calendar is kept in the office of the assistant principal in charge of student activities. Any club, class or student organization which plans to schedule an activity should check the calendar for available dates. All money-raising projects on or off the campus by the club, class or student organization must be approved through the Student Council and by the Student Activities Assistant Principal. 5. In order to support our food services, food sales which compete with the main entrees of the cafeteria will not be permitted during the lunch hours or before 7:15 a.m. (before school) unless prior approval has been received from school administration. 6. The faculty sponsor or other faculty substitute must be present at each official meeting and at each club/organization/student council activity (dances, fundraiser, shows, field day, field trip, school approved student conferences, parades, special events, etc.). 7. The sponsor(s) from any school club desiring to take a trip shall make necessary arrangements with the administration. 8. Clubs are prohibited from participating in any events, activities, etc., that are in violation of Arizona Interscholastic Association or 4A/5A Conferences rules and the rules of Peoria Unified School District. 9. Extra curricular activities will be encouraged when and where they provide worthwhile objectives, but none may occur on Sundays without prior administrative approval. 2
  • 5. Duties of Class SponsorsClass sponsors are appointed by the administration. During this time, a sponsor can help students tomature and to accept responsibility. The head sponsor and most class sponsors usually work with thesame class for four years.All class sponsors are expected to: 1. Help supervise student council elections, counting ballots, notification of successful and unsuccessful candidates. 2. Attend sponsor‟s meetings. 3. Hold class meetings to plan and organize class activities and fundraising. 4. Submit and sign requisitions. 5. Make sure the treasurer keeps accurate records. 6. Make sure the secretary keeps (and then gives to you) the minutes from each minute during the year. Every time money is allocated by the class, this must be included in the minutes. 7. Submit and sign activity requests, facility requests, etc., for activities to be placed on the school calendar. 8. Assign a student council member as class photographer to help prepare a 4-year show of class activities to be shown at the senior banquet. 9. Select, with the advice of the student council sponsor, the class members-at-large of the student council. 3
  • 6. Duties of Individual Class SponsorsFreshmen Class Sponsor Freshmen student council members are elected in November of their freshmen year and take office at the beginning of the second semester. During the first semester sponsors should encourage qualified students to become involved and run for office. Help supervise student council elections, ballot counting and notification of successful and unsuccessful candidates. Help students organize and carry out fund-raisers, stressing use of correct forms and procedures Organize and promote class motto. Sell t-shirts if approved.Sophomore Class Sponsor Help supervise student council elections, ballot counting and notification of successful and unsuccessful candidates. Help students organize and carry out fund-raisers, stressing use of correct forms and procedures. End year with funds sufficient for a prom location deposit Have Prom location determined by April 15 of sophomore year. Set up schedule of workers and order supplies for basketball concessions. Organize and promote class motto. Sell t-shirts if approved.Junior Class Sponsor Supervise the student council elections, ballot counting and notification of successful and unsuccessful candidates. Schedule date and location for prom during preceding summer and get it on the calendar. In early fall, organize the prom: □ Select photographer □ Verify location □ Order souvenirs □ Design tickets □ Order memory book □ Choose DJ □ Select food and decorations □ Set up committees for advertisement □ Verify security Set up schedule of workers and order supplies for football concessions. Organize and promote class motto. Sell t-shirts if approved.Senior Class Sponsor Help students in selecting Graduation Invitations and preparing the necessary paperwork to order the invitations. Order senior shirts. Select and purchase senior gift to the school. Organize senior contests. Organize Senior Banquet: □ Schedule and place on school calendar □ Select caterer □ Develop entertainment □ Design and make decorations □ Send invitations to special guestsDuties of Individual Class Sponsors may vary per school. 4
  • 7. Clubs and SponsorsClub Sponsor 5
  • 8. Schedule of SalesClub Date 6
  • 9. Being an Effective SponsorBeing an effective sponsor carries with it a great deal of responsibility. Many students do not yetunderstand how to effectively organize and run a club or class. A sponsor will teach them how to beresponsible while giving them the opportunity to make decisions and chart the course of theorganization.It is very important that school policies and procedures be followed in all the activities which takeplace throughout the year. Many times the activity program will create inconvenience for theclassroom teacher; in order to keep this inconvenience to a minimum and to continue receiving thesupport of the faculty and administration, organization is imperative. It is important that you read thishandbook carefully and make certain that your club/class officers are familiar with the district fundraising guidelines.Your assistance in providing students the opportunity to participate in extra-curricular activities isappreciated because it provides students with another avenue to be part of the School LearningCommunity. It also provides you with the opportunity to provide a leadership training program to theclub officers and its members.The expectation of each sponsor is to communicate with the Student Activities Assistant Principal in atimely manner regarding events, fundraisers, and activities.The following tips may be helpful: Encourage participation and leadership on the part of all members. Always be there to assist but not to dominate the meetings and activities. Keep in mind that some of the greatest benefits for the students will come when they themselves assume the responsibility for student activities. Do what you can to help plan meaningful meetings & activities and have set meeting times and places. Having nothing to do or doing something that is not perceived as worthwhile will quickly turn students away. Be sure to have a plan to communicate meeting & activities with club members. Be ENTHUSIASTIC about the club, class or organization you are sponsoring! If you are enthusiastic, students will also be enthusiastic! Show each member that you are interested in him or her individually, as well as in the group collectively. Become familiar with the rules & procedures listed in this handbook, as well as the constitution & by-laws of your club. Become familiar with the Fund Raising Guidelines published in the District handbook. Be supportive of other clubs and school activities.Good luck and we are thankful for all that you do. 7
  • 10. Policies and StandardsThe North Central Association‟s Policies and Standards for the Approval of Secondary Schools includethis statement: “Each member school shall maintain a diversified and balanced program of extra-classroom activities designed to make a positive contribution to the educational development ofstudents”.The PUSD Governing Board recognizes the value of student participation in student organizations andactivities that provide educational, recreational and social opportunities. School Administration isresponsible for all such organizations and activities to determine that they conform to the policiesand procedures of the District. All school-chartered clubs will have a faculty sponsor assigned byschool administration. Organization of a School ClubStudent clubs and organizations may be formed in Peoria Unified District schools and operated undertheir direction when sufficient evidence would indicate the justification for such a club ororganization. Each club or organization must have a minimum of 10 charter members, facultysponsor and an approved constitution, a copy of which must be on file with school administration.All organizations must be approved by school administration or their designee. 1. Obtain a Club Charter application from the Student Activities Assistant Principal. Schedule an appointment with student activities administration to discuss the purpose of the club, complete the application and return it to the Student Activities Assistant Principal. 2. Secure a member of the certified staff as sponsor before any organizational meetings. 3. Draft a constitution during the first few meetings of the organization, spelling out its purposes, membership activities and operating procedures (see sample constitution). Submit the constitution to the Student Activities Assistant Principal‟s office which will be kept on file by student council. 4. The organization will receive appropriate recognition and will become a regular part of the total activity program once it is approved by Student Council and Administration. Approval of School ClubsSchool clubs are approved provided: 1. Sponsorship is by a member of the certified staff upon approval of the Student Activities Assistant Principal, Administration and Student Council. 2. The clubs have open membership; i.e. published membership qualifications not based on sex, race, religion, or national origin. 3. Students who meet the membership qualifications and are interested will be automatically admitted to membership on a first-come, first-served basis, subject only to numerical limitations. 4. Such clubs have worthwhile, education and social purposes which provide for the desirable growth of students. 5. They hold their regular meetings on the school campus and the faculty member must be present. A sponsor must be present at any event/program in which club, class or organization members are involved. 6. The activities of the club are not anti-social, unlawful or such that to incense or outrage the public. 7. The club complies with all other rules established by the local school. 8
  • 11. Club Charter Application Name of Club or Organization:Charter Members [10 members required] Organization Name Name Officers Name OfficeAims and Purposes Meetings Location: Time: Dues Amount:Membership Purpose:Number in organization:Qualifications for membership: Activities Planned:Screening procedures: Proposed:Signature: Approved by Student Council on President of Organization DateSignature: Signature: Sponsor Student Council Representative 9
  • 12. Peoria Unified School District #11 Student Activities Fund Club Purpose FormSchool: ______________________________________Club Name: _________________________________________________Purpose of Club:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Sponsor Signature: _______________________________________ Date:Administrator Signature: _________________________________________ Date: 10
  • 13. ConstitutionAll organizations need a committee to draft a constitution. The constitution should include: 1. A statement as to the purpose of the organization. 2. Qualifications for membership. 3. Process for electing and removing officers. 4. The procedures for amendments.A copy of the constitution and its amendments must be approved and kept on file in the office ofthe student activities administration. The student council must also receive and approve theorganization‟s constitution and list of officers.All constitutions must be reviewed and revised, if necessary, on a yearly basis during a club meeting. 11
  • 14. The Constitution and By-Laws A constitution is a written set of laws or governing principles of an organized political body. The constitution defines the limits of authority of the group and gives a sense of order and purpose for conducting business. Constitutions should be stated in simple terms which are easily understood by students. They should be constructed to include only necessary items. They should be developed in cooperation with the school staff and student body. Amendment should be simple. A constitution must be studied regularly and adjusted to be vital, meaningful and real. Check List Yes No A Suggested Form for a Constitution Article I Statement of the name of the organization for which the constitution works. Article II The general purposes of the organization. Article III Powers vested in the organization. The right of veto by school administration. Article IV Definition of the membership of the organization. Article V Establishment of the time, methods and procedures of nomination and election. Article VI Frequency of meetings and provision for special sessions. [This may be omitted in the body of the constitution if included in the by-laws.] Article VII The duties and responsibilities of the organization as delegated by the school administration; the officers and members responsibilities; and committees, if not in the by-laws. Article VIII Method and procedures for ratification of the constitution. Article IX Provisions by which the constitution may be amended. By-laws are a series of laws or regulations made by an organized group for the purpose of managing its internal affairs and standardizing its meeting procedures. A Suggested Form for By-Laws Article I The number of members needed to constitute a quorum. Article II Establishment of standing committees and provisions for the formation of special committees as the need arises. Article III Regulations for conducting club and class elections, if not included in the constitution itself. Article IV Procedure for filling an office which has been vacated during the school year. Article V Procedure for amending the by-laws. Article VI Definition of the rules of order for conducting business. 12
  • 15. Sample Constitution IRONWOOD HIGH SCHOOL STUDENT COUNCIL CONSTITUTIONPREAMBLEWe, the students of Ironwood High School, in order to sustain the principles and traditions ofdemocracy, to promote a healthy school spirit and friendship, and to establish the harmoniousrelationship between students and faculty, do hereby ordain and establish this constitution.ARTICLE I: NAME SECTION I: The name of this organization shall be known as STUDENT COUNCIL OF IRONWOOD HIGH SCHOOL.ARTICLE II: PURPOSE SECTION I: The purpose of this organization shall be: A. To foster a spirit of cooperation among the student body, faculty, and administration. B. To establish an effective system of student participation in the governing of Ironwood High School. C. To provide an experience in which qualities of leadership, scholarship, and sportsmanship will develop. D. To provide the structure for correlation and promotion of all student projects and activities.ARTICLE III POWERS SECTION I: The Student Council shall have the duty and responsibility of upholding and administrating the affairs of this constitution. The Ironwood High School Student Council shall be governed by and for the students of Ironwood High School. SECTION II: Student Council shall receive appropriately prepared petitions for organizational charters. The Student Council shall receive, review, approve, or disapprove submitted constitutions pertaining to these organizations. It shall, if necessary, revoke organizational charters. SECTION III: Student Council shall receive all requisitions two weeks prior to the beginning date of the requested activity or the activity requisition will not be considered.ARTICLE IV: MEMBERSHIP SECTION I: The membership of this organization shall consist of all students in good standing at Ironwood High School. 13
  • 16. SECTION II: Membership in Student Council is withheld from a student deemed unworthy by suspension, probation, or other serious disciplinary action. SECTION III: Membership of the Student Council is as follows: A. The Executive Council (Student Body officers) shall consist of a President, Vice-President, Secretary, and Treasurer. B. The Senate shall consist of a President, Vice-President, Secretary, Treasurer, two Senators, and one Member-At- Large from each class. The Freshmen class shall only have the positions of President, Vice-President, Secretary and Treasurer. SECTION IV: The President of the Executive Council: A. Shall be a member of the senior class. B. Shall have at least one year previous experience in Student Council. SECTION V: All other members of the Executive Council shall be members of the upper two classes. SECTION VI: All class officers shall be members of their respective classes.ARTICLE V: NOMINATIONS AND ELECTIONS SECTION I: A. Nominations shall be by petitions. B. Each candidate may run for no more than one position at a time. C. Candidates for the Executive Council shall obtain signatures from ten percent of the Associated Student Body of Ironwood High School. D. Candidates for class office shall obtain signatures from ten percent of their respective classes. E. Candidates for Senate shall obtain signatures from ten percent of their respective classes. SECTION II: A. Elections shall be held annually after the first semester ends. B. The Freshman class shall have an election completed in November. The freshman officers will meet with the Student Council beginning second semester. C. The Executive Council shall be elected by the presently enrolled freshman, sophomore, and junior classes of the Associated Student Body of Ironwood High School. D. The Senate shall be elected on week after the Executive Council. E. The class officers shall be elected by their respective classes. F. Duly qualified candidates receiving a majority of votes for each position shall be declared elected. G. Member-At-Large shall be chosen by their sponsors by review of application and teacher recommendations sent out one week after the election of Senators. 14
  • 17. SECTION III: Qualifications of all candidates A. The candidate shall be a member in good standing in the Associated Student Body of Ironwood High School. B. Each candidate must have a 2.5 cumulative G.P.A. SECTION IV: All voting for Student Council members must be voluntary and held outside of the classroom to be declared official. SECTION V: Installation A. Installation of the Student Council shall take place within fifteen days prior to the end of the school year. B. All officers shall preside until the upper-class students last day of each year.ARTICLE VI: MEETINGS SECTION I: A. The Student Council shall convene on all regular school days and/or at such times as designated by the council. B. Meetings are open to any student body member, faculty, or administrator. C. Student Council business meetings shall be held once a week as well as class days and committee days.ARTICLE VII: DUTIES OF THE EXECUTIVE COUNCIL SECTION I: President A. The President shall be the official representative of the Associated Student Body of Ironwood High School. B. The President shall preside over all meetings. C. The President shall have the power to appoint special committees. D. The President shall be an ex-officio member of all committees. E. The President shall only vote in the case of a tie. F. The President shall be a full-time student. SECTION II: Vice-President A. The Vice-President shall preside in the absence of the President. B. The Vice-President shall be in charge of all student council club relations. C. The Vice-President shall be responsible for scheduling sales and club activities. D. The Vice-President shall be a full time student. E. The Vice-President shall be responsible for maintaining order in business meetings through the use of Roberts Rules of Order. F. The Vice-President shall be in charge of fines and the yearly scrapbook. 15
  • 18. SECTION III: Secretary A. The Secretary shall keep records and minutes of all meetings. B. The Secretary shall make the minutes available to the Associated Students of Ironwood High School. C. The Secretary shall carry on all correspondence. D. The Secretary shall be responsible for all congratulatory and support letters. SECTION IV: Treasurer A. The Treasurer shall keep an accurate record of all funds of the Student Council. B. The Treasurer shall present a financial report at all meetings. C. The Treasurer shall sign requests for all monies from the Student Council Treasury. SECTION V: Senate A. The Senate shall represent their class. B. The Senate shall participate in all committees. C. The Senate shall participate in class functions (i.e., Junior Senators support the Junior/Senior prom). SECTION VI: A. The duties of the Student Council are to conduct the general business of the council. B. The duties of the Student Council are to establish by-laws for enforcing this constitution.ARTICLE VIII: RATIFICATION SECTION I: This constitution shall be ratified by a three-fourths majority vote of the Student Council. SECTION II: Any changes that occur shall go into effect immediately.ARTICLE IX: AMENDMENTS SECTION I: This constitution may be amended by three-fourths majority vote of the Student Council. SECTION II: This constitution may be amended by initiative. Any student may present a petition signed by fifteen percent of the student body. It will then be placed on the spring ballot for approval or disapproval of the student body.ARTICLE X: BY-LAWS A. The Student Council shall have the power to introduce and pass all necessary and proper by- laws. B. The by-laws of this constitution shall be accepted and/or changed by three-fourths majority vote of the Student Council. 16
  • 19. AMENDMENTSAMENDMENT I: IMPEACHMENT AND REMOVAL LAW SECTION I: Any Student Council member failing to uphold his/her duty according to the constitution shall be subject to impeachment and possible removal from the Student Council. SECTION II: A list must be drawn up stating the accusations of the accused member and it may be submitted by any member of the Associated Student Body of Ironwood High School. A. The petition must contain signatures from: 1. Fifteen percent of the student body if the accused is a member of the Executive Council. 2. Fifteen percent of his/her respective class if the accused is a class officer in Student Council. B. The list must be turned in to the Student Council Sponsor. C. A trial date will be set up by the Student Council. D. People presiding at the trial will include the class sponsor, the class officers, one executive officer and one person from administration. SECTION III: The trial A. The Student Council Sponsor MUST be present along with the head class sponsor if the accused is a class officer. B. The accused will have the opportunity to plead his/her case to: 1. The Student Council if the accused is a member of the Executive Council. 2. His/her class council if the accused is a class officer. C. If the member is removed from office, he/she has the right to appeal the case within two weeks after removal from Student Council. He/she appeals to the Student Council with a petition containing signatures from twenty-five percent of: 1. The Student Body if the accused was a member of the Executive Council. 2. His/her class if the accused was a class officer. D. The removed Student Council member may appeal his/her case only one time. SECTION IV: Voting A. It takes a three fourths vote of the Student Council to remove a member of the Executive Council. B. It takes a three fourths vote of his/her class officers to remove a class officer. C. The accused member cannot be present during voting.AMENDMENT II: VACANCIES SECTION I: Any vacancy except the President and Vice-President will be filled by any person meeting the qualifications for that position and with three-fourths approval from the Student Council. SECTION II: Any vacancy in any class office will be filled by any person meeting the qualifications for that position and with three-fourths vote approval from the respective class council. 17
  • 20. AMENDMENT III: ORDER OF SUCCESSION SECTION I: Upon the vacancy of the Student Body President and/or Vice-President, a re-election shall be held within two weeks after the vacancy. SECTION II: During the two weeks prior to the elections, the Student Council Sponsor will preside.AMENDMENT IV: NATIONAL CONVENTION/CAMP SECTION I: A. The Student Council will pay for the registration, hotel, and flight fees for the Student Council Sponsor to attend the National Convention. B. The Student Council will pay the registration fees for the delegates attending the National Convention. SECTION II: A. The Student Council will pay the registration fees for the president-elect to attend summer camp/workshop. 18
  • 21. Agenda and Minutes of the MeetingA well run meeting necessitates planning and an organized procedure. Basic parliamentaryprocedures should be followed when conducting a meeting. The following is an example of anagenda:  Call to Order  Roll Call  Minutes of Previous Meeting  President‟s Announcement  Committee Reports  Old Business  New Business  AdjournmentIt is REQUIRED that a notebook or record book for minutes of meetings and current membership bekept by all clubs. A notebook would allow duplication, so that a copy of the minutes could be filedin the Student Activities Office or with Student Council. Minutes are important for several reasons, butmost important is having a record of group actions before funds are spent.Keeping a running account of financial transactions will not only be a double check on thebookstore, but will give the treasurer some good experience in bookkeeping and responsibility. TheSponsor should be aware of the record of money in the ledger and the current balance in thebookstore.Sponsors – You are required to maintain a copy of all club minutes for audit purposes.Please complete the Club Activities Report Form and return a copy to the Student ActivitiesAssistant Principal’s office. 19
  • 22. MinutesSchool: Date:Club/Class/Team: LocationTreasurer’s Report given by: Balance:Old Business (topic, brought up by, discussion, motion, second, passes or fails):A.B.C.New Business (topic, brought up by, discussion, motion, second, passes or fails):A.B.C.Expenditures:A. Requisition requested for (vendor name): Amount:To cover cost of:Motion: Second: Passed  Failed B. Requisition requested for (vendor name): Amount:To cover cost of:Motion: Second: Passed  Failed C. Requisition requested for (vendor name): Amount:To cover cost of:Motion: Second: Passed  Failed Submitted By: Sponsor Signature Club Officer Signature 20
  • 23. Meeting Agenda FormatClub:Secretary:President:Sponsor(s): 1. Call to Order Day: _____________________ TIME: _____________________ 2. Number of Members: 3. Introduction of Guests: 4. Treasurers Report: 5. Approval of Minutes (written): Amendments: 6. Committee Reports: 7. Old Business: 8. New Business: 9. Announcements:Adjournment Time: _____________________________ 21
  • 24. Club Activity Requests1. Check the official school calendar. Any organization which plans to schedule an activity should check the calendar for available dates. This includes activities outside of the regular school day.2. Club member or sponsor picks up the activity request form at least two weeks prior to the activity from the Student Activities Assistant Principal‟s office.3. After the request is approved by the Student Activities Assistant Principal it will be forwarded to Student Council for review and placed on the school calendar.4. If the activity is a field trip, make sure you follow the field trip guidelines in your sponsor‟s handbook.5. If your activity involves school transportation, the sponsor is required to submit a District Transportation Request one month prior to the activity to the Student Activities Assistant Principal‟s office.6. If your approved activity requires the use of any school facilities, you must fill out a Facilities Request Form two weeks prior to the activity and submit this form to the Student Activities Assistant Principal‟s office. This includes after hour use. The form must be filled out completely in order to be approved and entered on the school calendar. 22
  • 25. Activity Request FormDate: Name of Club:Activity: Date of Activity: Time:Type of Activity: Social Fundraising OtherLocation of Activity:If the cafeteria is being used, obtain the signature of the manager:Number of participants: Number of chaperones:Mode of transportation:Purpose:Signature of club president:Signature of club sponsor:Please check any of the following which have been completed: Purchase Order Facility Request Transportation Request DO NOT WRITE BELOW THIS LINEAction taken by Student Council:Approved: Disapproved: Need more information:Signature: Date:Action taken by Student Activities Assistant Principal:Approved: Disapproved: Need more information:Signature: Date: PLEASE RETURN TO STUDENT ACTIVITIES ASSISTANT PRINCIPALCOMMENTS: 23
  • 26. Facilities Request FormName of Organization: Phone:Person in Charge: Title:Address: City: Zip:Type of Activity:Dates and Times Requested:Set-up Time: Event Start Time: Clean-up Time: Facilities Requested Auditorium ______ Lecture Hall ______ Baseball Field ______ Practice Field ______ Cafeteria w/kitchen ______ Restrooms ______ Cafeteria w/out kitchen ______ Softball Field ______ Classroom(s) ______ Stadium w/lights ______ Computer Lab ______ Stadium w/out lights ______ Concession Stand ______ Tennis Courts ______ Conference Room (Principal) ______ Other ______ Gymnasium (main) ______ Gymnasium (practice) ______ Equipment Needed Follow Spot Lighting ______ Projector ______ Microphone ______ Risers ______ Overhead Projector w/screen ______ DVD ______ P.A. System ______ Screen ______ Piano ______ TV/VCR ______ Podium Tables (# Needed) ______ Cash Box ______ Employees Needed Quantity Hrs. Needed Grounds/Custodial ______ ______ Cafeteria Employee ______ ______ Stage Manager/Technician ______ ______ Stage Crew (students) ______ ______Special Instructions (Attach copy of layout for tables, etc. if setup is necessary.)Employees Report To:NOTE: The sponsor acknowledges all responsibility for the use of the facility and the installed equipment duringthe time requested. The sponsor agrees to read and abide by the facility guidelines established by Liberty HighSchool.Advisor/Sponsor: Date:Liberty High School Administrator: Date: *Signature Denotes ApprovalCopies to: Bookstore Performing Arts Other Maintenance Culinary Arts Cafeteria Athletics 24
  • 27. Field Trip/Athletic Trip Emergency ProceduresDISCIPLINE 1. Know where your students are at all times. 2. Assess situation - determine seriousness of situation. 3. Take appropriate action. Handle discipline. Notify school officials. Call local law enforcement agency and immediately notify school official and parent. 4. Ensure safety of all students. 5. Report all travel discipline incidents to school administrator upon return from trip.TRANSPORTATION 1. Know where your students are at all times. 2. Stop vehicle, set emergency brake (Faculty Driver). 3. Assess situation - breakdown, accident, injuries, fire, etc. 4. Evacuate passengers if any danger of fire, collision, etc. is evident. 5. Notify district - your name, precise location, problem and assistance required. 6. Talk only with law enforcement, medical and school officials.INJURY 1. Take Emergency Consent Forms. Contact school nurse prior to field trip to obtain health info/meds for any students attending. 2. Know where your students are at all times. 3. Assess injury. 4. Take appropriate action - administer first aid if qualified to do so. Consult parent, if possible. Seek closest medical personnel. Take student to nearest medical facility - use ambulance or emergency vehicle for serious injuries. 5. Notification of school officials, if necessary. 6. Notification of parent.EMERGENCY PHONE NUMBERS Peoria High School 623-773-6525 Dr. Kayla Carter 623-512-2203(cell) Phil Camacho 623-512-2157(cell) Julio Gutierrez 623-512-2101(cell) Monique Molina 623-293-0566(cell) District Office (8:00 am - 4:00 pm) 623-486-6000 Transportation 623-486-6165CHECKLIST 1. School Business (“B” absence) form distributed, signed by student‟s teachers, and collected prior to the trip and a copy to the athletic secretary and attendance office. 2. Itinerary in office prior to trip. 3. Emergency information must be with sponsor on trip. 4. Field trip form (Transportation Request) on file/approval by administrator. 5. Rules for safety and discipline explained prior to trip. 25
  • 28. Peoria Unified School District Student Trip and Transportation RequestAccount Code: Confirmation #:Request for: ( ) Local – requires principal approval only ( ) Overnight – associate superintendent approval ( ) Out-of-County – associate superintendent approval ( ) Out-of-State – governing board approval (All out-of-county/state trips must be submitted one (1) month in advance.) (Local trips must be received by the Transportation Department seven (7) days in advance of trip.)Type of trip: ( ) Sports/AIA ( ) Band/Choir ( ) Arts Education ( ) Field ( )Activity/ClubName of Group/Teacher(s):School(s): Grade(s):All Destination(s): TRIP SPECIAL INSTRUCTIONSDeparture from School: Date Time (check transportation calendar) (6-9:00 a.m. & 1:45-4:00 p.m. not available)Back on Campus: Date Time (check transportation calendar) (6-9:00 a.m. & 1:45-4:00 p.m. not available)No. of Students: No. of Teachers: No. of Adults: Total:Purpose of Trip: All pick-up locations will be in the school’s LOADING ZONE DISTRICT VEHICLE(S)Requested quantity per vehicle: Bus(s) Wheelchair Bus(s) Van(s) LODGING/ACCOMMODATIONS – WHEN APPLICABLE APPROVAL Principal Governing Board Assistant Superintendent Transportation 26
  • 29. Permission Slips/Field Trips1. Turn in Activity Request Form. This must be turned in 10 school days prior to the date of the activity. They must be submitted to Student Activities Assistant Principal in writing with all of the following materials: Transportation Request. Prior Absence form (Teacher) if needed. Approved student list to attendance office a minimum of 24 hours prior to departure. Forms are available in the teacher‟s workroom. Forms must be turned in to the Student Activities Assistant Principal‟s office at least 10 school days ahead of time. It is wise to run all the information by the Student Activities Assistant Principal ahead of time.2. Fill in the information and then copy the field trip information/parent consent form; fill out, have student‟s complete forms.3. Include registration forms for activity or write a paragraph telling about the activity and include it with the activity request form turned into the office.ACTIVITY/FIELD TRIPS DURING THE SCHOOL DAY MUST BE OK’D BY SCHOOL ADMINISTRATION.4. If the activity is during the day, fill out the Official School Business Form for the students participating. The sponsoring teacher or coach must copy an alphabetized list on the Official School Business Form of the students who are to be marked on the teacher‟s roster as a “B” absence.5. Each student should be given a copy of this completed form to take around to his/her teachers for their signature. This form must be given to the student at least one day prior to the school business absence. DO NOT ALLOW STUDENTS TO GO WITH YOU IF THEY HAVE NOT OBTAINED THEIR TEACHERS’ SIGNATURES ON THE BOTTOM OF THE OFFICIAL SCHOOL BUSINESS FORM. Parent permission slips must be on file with the teacher/sponsor.6. When travel is required for school sanctioned activity, the travel will be by district vehicle with a qualified school employee driving.7. Sponsors are responsible for obtaining a copy of the student‟s emergency form from the nurse‟s office prior to departure. These must me taken on the trip. 27
  • 30. Activity/Field Trip Information and Consent FormThis form must be completely filled out and signed before the student will be allowed to participate inthe activityName of Student: Date:Name of Participating Organization/Class:Teacher(s) Sponsoring Activity:Ratio of Chaperones to Students:Objective of the Field Trip:Destination Site:Date of Activity: Method of Transportation:Departure Time: Return Time:Signature of Parent/Guardian Home Phone Work PhoneConsent for Emergency Care(Student Name) Be it know that the undersigned parent orguardian of the above named, hereby give and grant any medical doctor or hospital my consentand authorization to render such aid, treatment, etc. to my child. This may be required on anemergency basis in the event said student should be injured, or stricken ill while participating inschool sponsored activities/events. I hereby understand that any expenses used will be paid bypersonal insurance and/or the parent/guardian of the student. Payment of the expenses is not aschool responsibility.Signature of Parent/Guardian DateFamily Physician PhonePreferred Hospital:Does the student have a chronic illness or medication at school? Yes NoIf yes please specify:Teachers, please sign the appropriate space belowPeriod 1 Period 2 Period 3 Period 4 Period 5 28
  • 31. Guidelines for Conducting SalesThere are three kinds of sales: Candy, Food, and Non-food. It is necessary that each club sell only theitem designated for their sale.Be cautious about fund-raising activities. Always be certain that the entire organization is committedto undertaking the project. In addition, be certain that you are dealing with a reputable firm.Students are not allowed to commit the club to sales unless it has been fully approved by the club,by the sponsor, Student Activities Assistant Principal, and Student Council.Never order any items without going through the appropriate procedures and obtaining apurchase order from the book store. CANDY means candy bars, hard candy, and suckers - GUM SHOULD NEVER BE SOLD! FOOD means any food item that is not included in the candy definition above. Examples are cookies, muffins, donuts, bagels, and beef jerky. NON-FOOD means any item that is not edible. All pre-order items, including boxed candy and food are in this category, as are spirit items, note pads, flowers, friend-O-grams and articles of clothing.In the Spring, sponsors will be given a new SA1 form and directions to plan for fund raising activities forthe next school year. Clubs will have the opportunity to requests sales, designate the times of theyear the sales are needed, and give rationale for their request. These forms are to be completedand returned to the Student Activities Assistant Principal for signature. During the summer months,Student Council and the Student Activities Assistant Principal will create a master calendar forcampus fund-raising. THERE IS NOT A GUARANTEE THAT ALL REQUESTS WILL BE GRANTED.In order to get the many requests for the master calendar, each club is guaranteed one item orcandy sale per year. Additional sales may be requested but a limited to available calendar dates &and the purpose for additional funds.It is important that students are involved in the planning of fund raising activities and their plannedexpenditures. In addition, monies raised during the school year should go to benefit the students whoare raising the funds. 29
  • 32. Check List for Sales 1. Get approval for the sale a. Approval through the completion of the SAI Form and placed on the fund-raising calendar. OR b. For Fundraisers not previously approved complete an „Activity Request Form‟ and turn it into the Student Activities Assistant Principal. The form requires the necessary signatures and approval by the Student Activities Assistant Principal & Student Council. Violation of this process, as well as others, will result in specific consequences. In this particular case, a penalty fee will be assessed to the organization found in violation. 10% of all monies earned from the non-approved sale will be turned over to the student council account to be used for activities that benefit the entire campus population. In addition, current scheduled sales may be cancelled and/or future sales disapproved for one semester. 2. Complete all the necessary paper work in the bookstore. a. Must get requisition form turned into the bookstore with appropriate signatures and a complete Club Expenditure form b. A purchase order will be issued once the requisition has been approved. c. Now you can order the materials you wish to purchase.PLANNING 3. Advertise the sale 4. Set up „strict accounting‟ and „check out procedures‟ for the sale. This is for the protection of students, as well as the sponsor. 5. If a „cash box‟ is necessary, make arrangements with Bookstore Manager at least 3 days in advance. Pick up the cash box on the day of the activity. Count and deposit money the next day. 6. ALL MONEY COLLECTED should be turned into the bookstore on a daily basis. DO NOT PUT MONEY IN YOUR DESK! Students are also encouraged to turn in their money on a daily basis and not leave it in their locker. 7. Student sales are to be completed within a week of the conclusion of the sale. A list of student names who still have money/items out is to be turned into the bookstore. YOU ARE RESPONSIBLE FOR THE MONEY! 8. Keep accurate records.Failure to follow any of the above procedures may result in the loss of fund-raising privileges. 30
  • 33. Dance Guidelines1. Hire a reputable disc jockey. Complete the bookstore requisition form to request services from this vendor. If the DJ does not have a contract, you may have them sign the attached contract. In addition, be sure to review expectations on the appropriate selection on music and vocabulary.2. Fill out a requisition form to pay security. File in the bookstore, at least two weeks before the event. Two police officers are required.3. It is the dance coordinators job to recruit chaperones and create a plan for their placements/responsibilities (except prom).4. Advertise the dance, write announcements, and make posters stating any specification of the dance (i.e. semiformal/ticket prices). Remember to include a statement that students/quest must bring their student ID to attend the dance.5. Check with the Student Activities Assistant Principal on the availability of Guest Passes. There is only one request per student. Guest Passes can be obtained in the Student Activities Assistant Principals Office and must be completed and turned by the date stated on the pass. An approved „guest‟ list will be created by the sponsoring staff members and a copy forwarded to the administration.6. Order a cash box for the dance through the bookstore. Be sure it includes checks for the DJ and security. If you are having concessions, request a separate box for that.7. Be sure to complete a requisition for the purchase of any refreshments or decorations for the dance. Have a plan for the appropriate distribution of refreshments and have it approved before ordering them.8. Be sure to decorate the facility and arrange the tables/chairs prior to the dance.9. Prepare a plan for selling tickets at the door and a plan for collecting pre-sale tickets. All tickets should be pre-numbered.10. Let the DJ into the facility no later than one hour before the dance begins. Provide the same courtesy if a photographer is used.11. Be sure that restrooms facilities are open and that they are chaperoned throughout the evening.12. No students are permitted to leave during the dance. If they leave, they may not return.13. Be sure to remind students to arrange for transportation/ride home before the conclusion of the dance.14. Have a clean-up committee to clean up the facility at the conclusion of the dance. Some dances may require the hiring of a custodian. Be sure to return tables and chairs to their original location. Remove all decorations, clean the floor/walls, and clean up concession/restroom facilities.15. The cash box, quest pass list, and dance tickets must be turned over to the administrator on duty and place in the campus bookstore.16. Be sure to recognize/thank chaperones.17. A financial report must be completed at the conclusion of the dance. This should include all expenses and accounting of all money collected through the sale of tickets.18. Ticket prices for dances will be approved by the Student Activities Assistant Principal. A completed “checklist/work schedule” must be completed by the dance sponsor and turned into the Student Activities Assistant Principal‟s Office no late than 10 days before the event. 31
  • 34. Dance Checklist/Work ScheduleThis schedule must be submitted by the organization sponsoring the dance to the Student ActivitiesAssistant Principal‟s Office and the Student Council ten (10) days in advance of the event.Date: Time:Organization: Bookstore: (arrange for tickets/cash box/PO‟s)Security/Police: Custodian:Sponsor: Dance Coordinator:Disc Jockey: Photographer:Ticket Prices: Individual $ Couple $ $ at the doorChaperones:Chaperones are asked to report ½ hour before dance. **Some dances will require additionalchaperones.Ticket Takers Ticket SellerDecoration/Set-Up Committee Clean Up CommitteeType of Refreshments:Additional needs / preparations:Administrator: Date: 32
  • 35. D J ContractI, , agree to play for the (Name of Disc Jockey) at on (Name of Sponsoring Organization) (Name of High School) from to (Date) (Time) (Time)For a total of hours. The event will take place at which will be open at (Location) ; minutes before the start of the event. (Time)If fails to show up at the designed time and (Name of Disc Jockey)place, they agree to pay the sponsoring organization one half the agreed price provided they havenot given the sponsoring organization at least 10 days notice of the cancellation. Signature, Disc Jockey Signature, Administrator Signature, Member of Sponsoring Organization 33
  • 36. Poster and Sign Guidelines1. Only District Approved High School Organizations may post signs on the campus.2. Signs and Posters require pre-approval by sponsors or coach.3. All signs must be checked for accuracy and be appropriate for our campus. Wording that is obscene and inappropriate drawings/statements are not allowed. Teacher signatures are required on the back each poster, to signal their approval.4. Signs and posters may be placed in the hallways. These signs can be stapled to the inside walls. Masking tape can be used to display signs/posters on brick walls and locker bay areas. NO SCOTCH OR MASKING TAPE ON THE FOLLOWING: WINDOWS DOORS PAINTED SURFACES5. Signs and posters are not allowed in restrooms.6. All supplies such as paper, pens, crayons, or tape etc. should be furnished by the sponsoring club.7. All signs, posters, and adhesive materials must be taken down immediately following the event. Student Council members will monitor the campus and report violations to the Administration.8. Some after school activities require the display of Student ID cards for admittance. Be sure such requirements are clearly marked on these posters/signs.These guidelines provide an orderly procedure for advertising school events and assist inmaintaining of school facilities. 34
  • 37. Club Fair EventCLUB FAIR is an annual event that occurs one day in the Fall during the lunch periods. It is designedto help you promote your club, and build club membership.All clubs are encouraged to participate in the Club Fair and set up a display booth that is staffed byclub members.Activities that may occur are displaying club accomplishments and awards, displaying club bannersand distributing pamphlets promoting club activities and meeting times. This is a good time for clubmembers and officers to speak to prospective members and encourage their participation in themany clubs and activities that are offered.ANNOUCEMENT REQUESTSAny event approved through the school can be advertised through the daily announcements.Announcements are read at the start of the second hour class period. Procedures for makingannouncements will be determined by each site.ACTIVITY ADVISORY COUNCILAn advisory council will be created and will meet at the discretion of the Student Activities AssistantPrincipal. The council will assist in reviewing the following items: The process of creating of clubs. Special issues confronting the development & practices of clubs. Plan for the development of all-school fundraisers.Existing Club Sponsors are asked to volunteer for membership on the Advisory Council. 35
  • 38. AwardsGold, Silver, and Bronze Awards will be awarded to qualifying clubs in the spring of each year. Thenomination form is turned in to the Student Activities Assistant Principal at a date determined by theStudent Activities Assistant Principal.A club must complete 15 items to earn a Gold Award.A club must complete 12 items to earn a Silver Award.A club must complete 10 items to earn a Bronze Award. A representative must attend 90% or more Inter Club Council (sponsor‟s) meetings. Participate in 3 community service projects. Have a float or participate in the Homecoming Parade. Organize a major service project for the entire school. (example: blood drive, food drive) Participate in 3 service projects on campus. Participate in the Club Fair. Organize an activity or event for Homecoming (bon-fire, barbecue, alumni reception, alumni ribbons, etc.) Each quarter, clean one section of campus and turn in verification to activity director. Provide a scholarship or sponsorship to a club member. Send two students to camp, workshop, or convention that will benefit the club. Participate in eighth grade information night or Freshmen Orientation. Donate at least $10.00 to a charity. Turn in scrapbook to Student Activities Assistant Principal by April 18, 2008. Participate in a project that benefits the Ironwood Community. Receive recognition in a newspaper for club accomplishments. Receive recognition on school announcements for club accomplishments. 36
  • 39. Awards Nomination FormPlace a checkmark by any items on the list that apply to your club and fill in any documentationnecessary on the lines provided. This nomination form is due to Student Activities Assistant Principalby April 10, 2010.A club must complete 15 items to earn a Gold Award.A club must complete 12 items to earn a Silver Award.A club must complete 10 items to earn a Bronze Award._____ Participate in 3 community service projects. List the 3 projects with the corresponding dates. 1. ________________________________________________________________________________ 2. ________________________________________________________________________________ 3. _____________________________________________________________________________________ Have a float or participate in the Homecoming Parade_____ Organize a major service project for the entire school (example: blood drive, food drive) Project and date: _______________________________________________________________________ Participate in 3 service projects on campus. List the 3 projects with the corresponding dates. 1. ________________________________________________________________________________ 2. ________________________________________________________________________________ 3. _____________________________________________________________________________________ Follow through with all assigned sales._____ Participate in the Club Fair Participation included: __________________________________________________________________ Organize an activity or event for Homecoming (bon-fire, barbeque, alumni reception, alumni ribbons, etc.) Activity or event: ________________________________________________________________________ Each quarter, clean one section of campus and turn in verification to Student Activities Assistant Principal. Area and dates: ________________________________________________________________________ Provide a scholarship or sponsorship to a club member Name of club member: ____________________________________________________________ Purpose for cash disbursement: _____________________________________________________ Amount: ________________________________________________________________________________ Send two students to camp, workshop, or convention that will benefit the club. List the two students and the corresponding event: 1. ________________________________________________________________________________ 2. ________________________________________________________________________________ 37
  • 40. _____ Participate at Future Freshman Night/Freshman Orientation Participation included: ________________________________________________________________________________________ Donate at least $10.00 to a charity. Name of charity: _______________________________________________________________________ Turn in scrapbook by April 18. (Can be digital or hard copy)_____ Participate in a project that benefits the Community List the project and date: _______________________________________________________________ Receive recognition in a newspaper for club accomplishments Name of newspaper_______________________________________________________________ Date of article_____________________________________________________________________ Recognition received for________________________________________________________________ Receive recognition on school announcements for club accomplishments Date of recognition________________________________________________________________ Recognition received for___________________________________________________________ 38
  • 41. 39