Clubs
If you do not need to see the approved clubs list, make sure your mouse is not hovering on the document to see the rest of this webpage.
To establish a new club or Renew an old one
For the 2023-2024 school year!
Step 1: To get started, new clubs must:
For NEW clubs:
1a. fill out the digital New Club Form *
1b. print or pickup a copy of the hardcopy of the New Club Form and have the officers and club advisor sign.
1c. Print and fill out the club constitution form. Also, see "step 2" below about what also needs to happen to start the approval process...
For club RENEWALS:
2a. fill out the digital Club Renewal form* and returning clubs must fill out the Club Renewal Form.
3b. print of the hardcopy of the Club Renewal Form or pickup a copy in 502. Have the officers and club advisor sign.
3c. Print and fill out the club constitution form. Also, see "step 2" below about what also needs to happen to start the approval process...
*The community service must be based at LHS. You may do other community services with your club, but the one for the form must be done at LHS.
* You must fill out the digital AND have a hardcopy with all signatures on it. Both must be submitted or your "paperwork" is considered incomplete.
*NEW* A digital club flyer must be attached.
*NEW* Club Officers (min. of 2) are required to attend monthly ASB Campus Life Meetings.2
*New* Clubs must have a constitution.
Step 2: Also, all Clubs must fill out the Club Contract form every year at a club contract meeting held by ASB. Please make sure to read through the club contract carefully. All officers and the teacher advisor must attend and sign that they agree to the club contract. This is to go over the requirements for the club. You club will not start the approval process until this is done and your documents are satisfactory.
Step 3: Once these forms have been filled out, a Club Advisor form will automatically be sent to your teacher advisor to confirm that they are participating and committed to advising your club.
When we get the New Club Form/Club Renewal Forms (digital Google Form AND the hardcopy), the LHS Club Contract Form (from the ASB club Information meeting), Club Constitution, and the Club Advisor Form/email, and need no further corrections, your club can be approved by ASB at our Wednesday morning meeting. Then, it will be forwarded to school administration for final approval. Once it has gone through these steps, your club will be emailed with confirmation that your club has been approved.
*If you need to hold elections or are establishing a new club...*
Clubs can meet unofficially before approval to fill out paperwork, hold elections/re-elections, and determine interest. Note: This option is only available short term in order to fill out the club forms. Clubs must be officially approved to continue meeting and access any of their funds.
Meeting Minutes and Sign-In Sheets
IMPORTANT: You can fill out Google forms for the meeting minutes. However, you must print and PHYSICALLY sign the minutes (per our state auditors, digital signatures are no longer accepted) and turn those in just like you would if it was on paper.
For your club to remain official, meeting minutes* (secretary writes the minutes and turns it in) and sign-in sheets (all members) must be submitted once a month. If not, the club will receive a warning and if there is not a meeting by the following month, the club will deactivated by ASB. The boxes on the minutes expand as you type or you can insert spaces if you are going to print and then write on it. Physical signatures and sign-ins will be turned in to room 502 or to Mrs. Galvan's mailbox. These are requirements by state auditors.
*If you are unfamiliar with writing minutes, clubs, or how a meeting should be organized and conducted, see here for a more in-depth explanation of the minutes process and for an example.
New Requirement changes in the 2023-2024 Year
*NEW* A digital club flyer must be attached to your club application.
*NEW* Club Officers (min. of 2) are required to attend monthly ASB Campus Life Meetings.
Important Forms for planning activities & fundraisers
Purchasing and Fundraising Dos and Dont's (Important: Read!)
Activities Request- Used when you are holding an activity or fundraiser on campus and may also require facilities, custodial needs, or a cash box. To post flyers of announcements (CBNN or the marquee) on campus also requires an A.R. form. It can be filled out alone or with a fundraiser request when applicable. Please see the Activity & Fundraiser Request Form tab at the top of this site for the PDF to print, fill out, and turn into Mrs. Groth as the Activities window. The phone number and email are the adult advisor's contact information.
The process the Activities Request form goes through:
A.R. give to Mrs. Groth-> given to ASB->if approved by ASB, it goes to admin for approval ->back to Mrs. Groth->Mrs. Groth will email approval/denial or
A.R. given to Mrs. Groth-> given to ASB->if rejected by ASB ->back to Mrs. Groth->Mrs. Groth will email approval/denial
Activities/fundraisers are subject to FCMAT (Fiscal Crisis and Management Assistance Team) rules for ASB, such as:
There are strict dietary regulations on food/beverages during the school day (this includes an hour before and an hour prior school bell hours). We advise you to hold an event with food/beverages outside of these times (one hour before school to one hour after school) to avoid these limitations. Fundraisers cannot conflict with well-established annual ones by groups (FFA barbeque, Alumni Association crab feed, etc.). Fundraisers considered to be games of chance in which there are no items exchanged, such as raffles, are not permitted. Safety, of course, must also be considered.
If your club wants to fundraise or spend money this year
Download the Budget Form, fill it out using Kami, and submit it to our bookkeeper, Mrs. Vanessa Castro, at vcastro@lvjusd.org.
The minutes for the meeting that you fill out and approve your budget form must indicate that the form was filled out and approved. This must be turned in to Mrs. Vanessa Castro (only when money is involved).
Make sure you create an Activities Request form.
Before spending money for your club, make a copy of the P.O. Form, fill it out using Kami and submit it to Mrs. Castro. Helpful links for Kami: Instructions for Downloading Kami on Google Chrome, How to Install Google Chrome
Fundraiser Request- Used when you intend to make money. It be filled out alone or with an activities request when applicable.
Revenue Potential Form- Used to accompany a fundraiser request and indicate how much money you hope to raise.
General Club Info
The slide show below has all of the information you will need to start and maintain your club. This information can also be found in the LHS Club Info below. Feel free to email Avery Maxwell amaxwell@lvjusd.org if you have any questions.
