ALL CLUB ADVISORS AND COACHES MUST REVIEW THE GUIDELINES IN THE POWERPOINT LINKED HERE AND COMPLETE THE FOLLOWING AGREEMENT.

***ALL Advisors & Coaches must complete this Mandatory POLICY ACCEPTANCE FORM

All Club Advisors must:

• Be a certificated staff member

• Ensure club application paperwork is completed and turned in by the deadline

• Be present at all club meetings, events (on or off campus), and fundraisers.

• Ensure the club meets regularly and minutes are taken and approved, and that a copy is forwarded to the ASB student council in a timely manner

• Ensure that club officers and club members understand the school club bylaws and school policies

• Ensure that each club officer understands their duties as a club leader

• Ensure that all fundraisers are approved prior to being held

• If the club is affiliated with an outside charity or nonprofit organization that will be the beneficiary of fundraising profits, the affiliation must be approved by the board of education. All publicity for the fundraiser must state the nonprofit or charity that is receiving the profit.

• Ensure all flyers and posters are approved by administration prior to being posted

• Be responsible for overseeing all monetary transactions. Ensure any club monetary transactions, such as membership donations or club t-shirt purchases, are collected with the advisor present. The club must record and maintain all money collected and turn in to the ASB bookkeeper. The ASB bookkeeper will set up an account for the club in the student body account. Never have checks made payable to yourself, or to a student, and never deposit funds in your personal bank account.

YOU ARE ULTIMATELY RESPONSIBLE FOR THE FOLLOWING:

• Never providing or agreeing to provide a vendor with a purchase order (P.O) number prior to the P.O. being approved

• Preparing deposits and completing deposit forms

• Keeping accurate records regarding student and team payments.  (All cash must be accompanied by a copy of the receipt issued to the payee).

• Setting up items for sale to the students with the ASB accounts clerk prior to a fundraising event taking place.  

• Keeping open and clear communication with the ASB office and Accounts Clerk.