Clubs/activities MUST follow these procedures to remain active clubs. 

Clubs not following these procedures will be removed from the active list.

Meeting Scheduling Procedures:

All Clubs must hold either an official meeting or activity a minimum of once a month to remain active

• For Single Meeting Dates: When a club has a meeting, it must first be approved by the club advisor, THEN email Ms. Debbie Barr (dbarr@chclc.org) at least 72 hours prior to that meeting date with the following information: Date, Time (start & end time), and Location.  COPY YOUR CLUB ADVISOR ON THESE EMAILS

• For Regular Recurring Meeting Dates: If a club has regular, recurring meetings, it must first be approved by your club advisor, THEN email Ms. Barr (dbarr@chclc.org) the following information ASAP: Specific Dates, Time (start & end time), and Location. COPY YOUR ADVISOR ON THESE EMAILS

ANY MEETING or CLUB EVENT (in person or online) must have an advisor present for it to be considered a school sanctioned meeting

Posters/Flyers

All posters and flyers must be approved either by Mrs. Sassinsky or Ms. Barr before they can be posted. The following guidelines are in effect for posting of information:

• Ms. Barr or Mrs. Sassinsky will stamp your flyer, and then you can make no more than 20 copies OF THE STAMPED FLYER to hang up around the school. Also, any poster you have must be stamped for approval. If there is no stamp on it, it will be taken off the walls

• Posters and flyers should be posted on designated Activities bulletin boards throughout the school

• Flyers can also be posted on walls in water fountain areas

• Flyers CANNOT be posted in hallways above lockers, on any glass in the building, or in bathrooms

• Use scotch tape or masking tape to hang flyers (DO NOT use duct tape or any tape that can chip the paint on the walls)

• All flyers must be removed within 48 hours of holding a meeting

Social Media

Social media accounts are helpful so that others can learn about the club, club meetings, club events, and easily join. If your club creates an official social media account, students must have all posts pre-approved by their advisor. All clubs must also have at least 1 non-social media way of communicating with members (Google Classroom, Remind, Club website, Emails, Flyers, etc.)

Fundraising/Charitable Drives (All SGA/Clubs/Activities/Sports MUST follow this procedure)

1. If you are doing an after school fundraiser, make sure your ADVISOR is able to be at the table with you BEFORE emailing Ms. Barr. Clubs are not allowed to sell after school without an advisor present.

2. Clubs must email dbarr@chclc.org AND copy your club advisor:

   • 1. • Student's Name

        • Club Name

        • Brief Description of the Fundraiser/Charitable Drive

        • Date/Date(s) & Times for the Fundraiser/Charitable Drive (check the calendar below for available dates)

3. Please request at least 2-3 weeks before your potential start date

4. Ms. Barr will contact the email address you provide within 3-4 days of your request to either request more info or to let you know that your fundraiser/charitable drive has been approved 

5. No fundraiser/charitable drive can be advertised until you have received approval from Ms. Barr (email dbarr@chclc.org with any questions)

6. If you are looking to do a Charitable Drive, you can only do ONE per school year

   • You must have the dates of the drive approved by Ms. Barr (no more than 3 weeks total for the drive)

   • You must decorate a donation box for your drive - it must look nice and presentable, and clearly state exactly what donations you need

   • You need to advertise and hang flyers/post on social media AT LEAST 1 full week before the drive

*We need to make sure that fundraisers are appropriate, do not conflict with other clubs/ activities running similar drives, and follow school board policy. This is not meant to deny any fundraiser/ charitable drives, but to make sure we have a record of the activities that we do.

**Fundraisers include anything that asks an entire class or the school to support your club/activity like a restaurant night, food sale, etc. Charitable drives include anything that requires students/community members to bring items to the school for a donation like clothes, books, etc.