General Information

HOW TO START A CLUB

Process to start a new club: 

1. Create a document with all of the details and logistics about the club (see below).

2. Send the document to Mr. Kennedy who will review it with the administrative team to discuss if approved.

3. If approved, begin to advertise and hold an informational meeting.

4. Obtain parent permission through the permission Google Form for any participants.

5. Send a description of the club to Mr. Kennedy to add to the co-curricular guide.

6. Begin meeting.

Club Description Google Document Requirements

1. The name of the club

2. A detailed description of what the club will do, their purpose, etc. 

3. When and where you envision the club meeting

4. Who is the advisor

5. Any costs associated with the club? If so, how do you envision covering the costs?

6. Will there be any transportation involved with the activities of the club? If so, how will students be transported?

7. Names of interested students 

Club Guidelines: 

• • • A student or group of students must find an adult advisor who is able to provide a space and time to supervise the group/club gathering. 

    • A group/club must have a consistent and committed group of 10 members.

HANDLING OF FUNDS

Cash cannot be kept overnight in the safe; therefore, if you have a deposit containing cash, it must be brought to the office no later than 11:00 AM so we can get it to the bank.   Class/club advisors or student treasurers should bring completed deposit slips to Mrs. Strock. If the deposit contains cash, the person must stay while the deposit is re‐counted to verify the amount is correct.  Checks deposited without dates, signatures, or dollar amounts written out will be returned by the bank, and a fee will be deducted from the club/class account. It is the responsibility of the advisor to reclaim money and fees for checks returned due to insufficient funds or closed account.

There will be no expenditure of funds without filling out the check requisition forms through Mrs. VanderWest.   All check issuance forms must contain two invoices or receipts. Check requisition forms without proper documentation cannot be processed.

SOLICITATIONS

It is the policy of the School Board that our schools and our teachers may not solicit children or their parents on behalf of commercial organizations. However, traditionally, the Grandville Schools have cooperated with certain public service organizations, such as the PTA and the Scouts when they wish to communicate with all the parents.  Therefore, the only communications that the schools and teachers may handle are: 

• • • general notices pertaining to the operation of the schools

    • general notices of public service organizations with the approval of the superintendent

Without the express approval of the administration no solicitations may be made by teachers or others of parents or students on behalf of commercial companies.  

Participation in any fund or charity drive by students shall be entirely voluntary as far as each individual student is concerned. There shall be no cause for embarrassment to those who do not or cannot participate or contribute.  Fundraising by soliciting students in the schools is strictly prohibited. 

Pseudo‐merchandising or fundraising campaigns to be conducted by students or school employees in the community or away from school premises to obtain funds for school, student body, class, or club treasuries may not be conducted without prior approval of the superintendent.  No teacher shall use his or her position in the Grandville Public Schools to influence parents or pupils of the school to purchase books or other merchandise, except for materials approved by the superintendent's office for use in the classroom.

Only school information or PTA announcements are to be distributed to homes via pupils.   Any other materials must have the advance approval of the superintendent.

COMMUNICATION

Whenever possible, clubs and classes should avail themselves of the opportunity to communicate with parents via the GHS newsletter or GHS email. This need not be lengthy; a few lines outlining the class or club's most recent activities and upcoming events is sufficient.  

Throughout the year there are dozens of cases where students have questions about what is and is not permitted.  This is true of the individual classes, a yearbook issue, or a particular club activity. In these situations, the class adviser should come to the principal directly with questions rather than sending students.  If a meeting with students seems useful, that certainly can take place but this should happen only after the class adviser or club adviser and the principal have determined that it is appropriate. Stay informed throughout the year of how your activities are going and of any unique or potentially problematic issue which any class/club might have.

SCHEDULING

Keep in mind the need for appropriate notice and planning so that events you might want to schedule can be properly placed on the school calendar and will not conflict with other school‐wide events. The school‐wide calendar reflects all approved activities.   New activities will be added only if they do not conflict with previously scheduled events. If you would like to add an event please see an assistant principal or dean of students.

CHAPERONES

All student social events must have chaperones.  The principal, assistant principal or dean of students determines the number of chaperones.

• • • Dances and  other such activities need  no fewer than 3 faculty chaperones in addition to the administrator on duty.  It is important that students understand this requirement for sufficient chaperones and that they be involved in soliciting chaperones for each of their events. Please submit the names of chaperones in writing 5 days prior to the event.

    • Any event which does not have sufficient chaperones will be cancelled.  Activities which take place off campus and require supervised travel (ski trip, amusement parks, etc.) should plan for 1 chaperone for each 15 students.

    • Student Social Events ‐ all student social events must have one or more faculty members as chaperones determined by the school principal, assistant principal or dean of students.

All rules and regulations established by the school administration for student conduct during official school hours will apply to all school sponsored activities as well.

OVERNIGHT TRIPS

No class adviser is required to go on an overnight trip at any time. If the students in a particular class express interest in an overnight field trip and the adviser does not wish to participate, that adviser should urge the students to ask other faculty members and should help students in that effort.  Remember, a "class trip" is not a "class trip" unless the class adviser participates in it or in the unique situation of an overnight event, designates a person to stand in his or her stead. If there is no faculty member who wishes to supervise an overnight field trip such a trip cannot take place under the rubric of a "class trip".  If the class adviser does wish to provide the opportunity for a class trip then the following rules are in effect:

• • • No school sponsored school trip may go out of Grandville without administrative permission.

    • There must be one chaperone for every fifteen students; the cost for these chaperones must be included in the cost to students.

    • Lodging arrangements should be dormitory style for maximum opportunity for effective supervision.

    • Appropriate school approved field trip forms must be completed by each student.  In addition to these standard forms parents must be informed that any student found to be in violation of school rules will not be allowed to continue on the trip.  They must also be informed that it is the parent's responsibility to come and pick up any child who has broken school rules and that the child will be sent home.

    • It  is suggested  that the class  adviser meet with  all chaperones before  the trip to review responsibilities and expectations. Try a little "What if....happened?"

    • A meeting of all students attending should be held a few days prior to the trip, with attendance mandatory so that rules are made very clear as well as the consequences.

    • All school rules are in effect on any school sponsored trip.

DANCES

When a class does wish to have a dance, it is up to that class executive committee to secure a sufficient number of chaperones (no fewer than five including the administrator on duty) and it is the responsibility of the adviser to notify administration of who the chaperones will be and to (alert the administration to) arrange for police coverage. It is the responsibility of the class adviser to notify the principal 5 DAYS PRIOR TO ANY DANCE that there are sufficient chaperones and that police coverage has been arranged. The adviser must submit this information in writing to the principal.