Club / Team Introduction
Every club or team must submit an application at the beginning of every school year. Here are the basics of having an ASB approved club / team.
Application process
Application process
STEP 1
Fill out the Google form at:
You will need:
THEN,
Submit:
to cabreraa@cvuhsd.org in a FOLDER
Advisors will get a copy of the signature page once your club is approved
Club Roles
Adviser role
President /VP Role
-Lead club meetings
-Communicate with adviser/ ASB
-Get input from club members on events they wish to hold
Secretary Role
-Take minutes for all club meetings (Club Minutes Template) by copying the google doc and replacing all RED words
-Submit club paperwork (pre-approvals, fundraiser requests, and payment requests)
Treasurer Role
-Submit Budget by copying the form into a new google doc and sharing it with the activities director (Blank Budget Form)
-Know account totals
-Hold club accountable for sticking to the budget (update this google doc as you find new fundraisers / expenses)
Club Events
Fundraisers & Events
-All club events must have ASB approval AT LEAST TWO WEEKS BEFORE the start of your event
-If you need facilities for your event, your advisor must submit a SchoolDude request
-Fill out the Fundraiser / Event request form HERE
Wait for ASB approval (ASB will make sure your dates don't conflict and your products are approved to sell). You will get an email with your approval status.
Allowable and non-allowable fundraisers
ALLOWABLE:
-pre-packaged food / drinks after 3:30
-clothing, pens, backpacks, phone cases or other accessories
-services (ie: hire the video game club to set up the console for a party)*
*Adviser would fill out a field trip form
-events (ie: Fashion club could hold a fashion show or a teacher vs. students basketball game)
-GoFundMe (if the money is sent directly to ASB and how money will be spent is well defined)
-Club Night at a restaurant (they give you a % of the profit)
NON-ALLOWABLE:
-food or drinks before or during school hours
-carwashes
-homemade food
-jumpers / dunk tanks
Purchases
Before you Purchase
-Before ANY purchase, you must fill out a pre-approval
-Ask a company for a quote to help you estimate the cost
-Wait until you get it back with ASB approval before spending money
-You should have approval in your club’s minutes to spend money before submitting the pre-approval to ASB. (Club minutes need to be sent to cabreraa@cvuhsd.org along with pre-approval form)
-Within reason, overestimate the amount you will need (you can always spend less)
-Make sure you have either:
-A purchase order should be used for all orders (when possible)
-Advisers should make purchases when a purchase order can not be used (i.e.: food for a fundraiser).
Making a purchase
-After you have your pre-approval, get an invoice from the company you wish to use
-Fill out a purchase requisition (aka payment request form/ purchase order)to submit to ASB & Student Store
-Attach the invoice to the purchase requisition (payment request form)
-Attach the pre-approval (from ASB)
-Get your adviser and club signatures
-Submit everything to ASB with a note to fax the purchase order to the company
-ASB will get the signatures and attach the appropriate minutes before faxing
-After faxing, your paperwork will be returned to your adviser to hold until the product arrives
-Once you get your purchased items, the adviser will sign that you have all items and then return it to ASB to write a check
Donations
Donations
-all “Donations” must be approved by the CVUHSD school board
-Adviser should submit the following Board Agenda Item to the principal’s secretary
Make your mark
Show your school pride
-Whether it is ROCKS, LEAPS or SPIRIT, how will you embody your school culture through your club?
-Use your club to make a difference on your school campus and in your community
-Build lasting relationships
-HAVE FUN!
Clubs Timeline
Note: