Consent Form - Leadership in School Events
Guidelines for Student Led Events
PURPOSE - All the events scheduled for students are in integration with the curriculum of the school. Students led event gives students an in-depth understanding of the objective of particular events and also gives them a chance to exhibit their talent in various ways to make the event meaningful.
Students get an opportunity not just to participate but also to get themselves involved in planning the marketing and executing the event. It encourages and develops qualities like leadership, teamwork communication, and management strategy.
List of events:
- Arts Fest
- Literature and Humanities Fest
- Kalakriti (Inter school Arts competition)
- Creative Mela
- Bal Mela
- Inter House Sports Fest
- Math and Science Trivia
- Surat Ultimate Open (SUO)
- Hindi/French Immersion programme
- Academic-related project work (eg, concerts, fundraising events, blood donation drive, etc)
- Mentoring G 6 students for PYP exhibition
- Nomination and Selection Procedure:
- An enrollment form will be sent to all students at the beginning of the year, wherein above-given events will be mentioned and students will have to choose as per their preference.
- This form will have all the events and also general information like who can apply for which position.
- Event Co-ordinator (The person who is completely in charge of the event from student side)
- Segment Coordinator (The person who is in charge of the particular segment only)
- Activity/venue leader (The person who is in charge of a particular venue or activity only).
- Teacher In-charge of that event schedules an interview to choose the Event Co-ordinator from students side. Selections are based upon:
- Previous experience in any such role or event
- Goal/aim for choosing such an event
- Academics of the student
- Administrative skills
- Relations with other students
- Communication skills
- Commitment level
- Once the Student Coordinator is selected, a mail has to be sent to all contestants stating the result. Student Coordinator is also involved with teacher incharge to select Segment/Venue/Activity incharge.
- Student incharge makes plan and notes for all requirements and resources required for the event. The same has to be discussed with respective teacher incharge
- One meeting has to be scheduled with the Events team to discuss and finalize all the resources, plan and event flow.
- Important points to be noted by the student coordinator while planning the event:
- Checking the availability of venue (Resource calendar on Lighthouse) to avoid any clashing with any other event/schedule.
- Make budget making, if required
- Involving teacher/admin staff in planning the event
- Transport permission
- Food and Housekeeping permission
- Mandatory appointment of Safety incharge from staff side for all the student-led the event
- Permission to use School/board logo.
3. Passing of Information (communication):
- Once the planning is done, the same information is sent to all related staff and students via mail.
- A final meeting has to be scheduled by student Co-ordinator with staff members, so as to have an overlook of all details and recommend/suggest wherever required.
- During the meeting with concerned people for the respective event, a Security monitor must be appointed from the FS Staff and should be explained with his/ her duties along with which a Security Checklist for Student Led Events must be handed over.
- The link of the same has been mentioned below:
4. Important points to be noted while promoting the event on any social media platform.
- Whether to post the event on school blog or not, will be decided by Events Team depending upon how lucrative or profitable that event is in terms of social awareness and health development. However general promotion can be done via G+, FB, Twitter, Insta, etc.
- For any student-led the event, no promotion will be done via school SMS system.
- Students can make posters of the same and can display on common Students bulletin board. It will be the student's responsibility to remove the poster after the event is completed. No support staff will be given for this work.
- Write-up and content to be checked by respective teacher in-charge or events team before students circulate it on various platforms.
- No funds raising will be allowed either from school or from parents directly. If at all the parents are willing to sponsor, they can sponsor the project. However the school does not recommend the same, but it will be a mutual decision between students and parents. The school will not be providing any financial support.
- If at all the event needs funds raising, invitation passes can be made and handed over to Front desk. Interested people can buy the same from there.
- IN case of Student-led event related to academics, a disclaimer must to added describing the motive of the respective academic module, which must also say, “THIS IS A STUDENT INITIATIVE SOLELY RELATED TO ACADEMICS”.
- Survey forms for event or data collection to be posted on G+(School’s account), If a wider audience is required, then it can be posted on Twitter and FB school account. This will be decided by Falguni J.
5. Security Checklist for Student Led Events:
- A feedback meeting has to be scheduled with a student even incharge, teach in-charge and events team with 3-4 working days after the event is over.
- Synthesizes all the feedback into overall and area-wise specific feedback into two broad categories: what went well and what needs to improve paving the way for a better event next year.
- Required action to be taken upon feedback points.
7. Important Guidelines for students participating in Students Led Events.
- The student volunteer has to take the responsibility of the event by his/her own willingness.
- The student volunteer will have to manage his/her time effectively as all events related work will be apart from their regular academic and extracurricular schedule. Students will need to balance all their activities appropriately.
- The student volunteer will not miss classes unless absolutely unavoidable/urgent for any event-related work that too with permission from teacher In-charge. They can use HRM slots unless there's an important agenda e.g. XBox. They should use their breaks for the meetings as they have a good 40-50 min of break which can be used productively.
- It is a student-led event and they need to conduct those meetings themselves. Teacher monitoring of meetings is neither possible nor required.
- The student volunteer can not use event-related work as a reason to not do homework, assignments or examinations.
- The school will not be held responsible for any meetings that the students hold outside of school related to events.
- The student volunteer is not expected to use event-related work as an excuse for unnecessary meetings with friends at public places or otherwise.
- The student volunteer cannot use cell phones for event-related work in school. Also for bringing gadgets as I pad, I phone, cameras and desktops(CPUs) prior permission is needed.
- It's a school event so it has to be of great quality. Whatever work is required must be done in time and with quality.
- The school's reputation is in the hands of the student volunteer. So s/he must act, behave and talk appropriately and responsibly at all times.
- Any promises that student volunteer makes must be well-considered and cleared with the teacher mentor beforehand.
- The student volunteer will need to work with other students and teachers effectively.
- In short, the student volunteer needs to practice the school mission statement, showing primary greatness through the practice of the 7 Habits.