Planning Events

Please email JMendez with any additional information regarding planning events, advice, tricks, etc. 

Reserving a Room

To use a room at SDHS during school hours, please check the Southdivisioncardinals Calendar. (Hover over home and select the drop down for Calendar and Schedules). Make sure your desired room is not already on the calendar. If it is free, then create a calendar event and add southdivisioncardinals@gmail.com as an attendee. It will populate on the calendar.

To use a room at SDHS before or after school hours, check the same calendar. If the space is free, you must submit a building permit. These forms can be found in the main office file shelf by Ms Norma's office. Fill it out and return to Ms Norma. Mr Trejo will review the form. The form will be returned approved or denied. Please make a calendar event for the online calendar.

Specific Rooms

Gym: Check with Ms Moseler about its availability. For lighting, 2 people (admin and Mr Rogers) are needed. 

Auditorium: Mr Medina knows how to work lighting and sound. Ms JMendez knows some lighting and projector. 

College and Career Center/ CACC: Check with Ms Carly about its availability. 

Parent Center: Check with Ms Keilyn about its availability. 

Library: Check with Ms Rodriguez about its availability.

Cafeteria: Lighting requires a key or lever. Projector needs advance notice to Mr Esteves.

Funding

Speak first to Mr Trejo about available funds for student events. If there is available funds, you will be told to either fill out a check request or a purchase order (most likely a check request). Check requests are found by the front desk on top of the filing cabinet. It is a half sheet with carbon copy paper. Otherwise, you may need your students to fundraise. Please see Fundraising.

**Speakers**

People who will be interacting with students as speakers need to be approved and vetted by the district.If no fee is involved and the event is for one day, the speaker simply needs to complete this process: LINK, go to "Steps to be an MPS Volunteer." If this will be a longer term engagement (more than 5 hours or multiple weeks), there is a seperate process: LINK, online app.

If there is payment involved, please email Mr. Trejo and Ms.Jimise Foreman, our accountant.

TELL THE MAIN OFFICE WHEN YOUR GUESTS WILL COME, HOW MANY, AND WHERE TO DIRECT THEM. IDEALLY, YOU OR A HELPER WILL BE PRESENT TO ESCORT THEM.

Check Request

To fill out a check request, you must know which vendor and items you will purchase AND have a dollar with cents amount. Sam's Club and Walmart are good options. Check requests/purchase order forms can be found in the main office, atop the safe box next to the front desk (where Ms. Gloria Cervantes sits). You can turn in the check request to Mr Trejo for a signature and then to Ms Foreman, our accountant. She has a mailbox and is at SDHS Thursdays and Fridays. If approved, Ms Foreman will create a check, and she or Mr Trejo will sign it. You can take the check to the store and pay using the check at the cashier. 

Reimbursements have a similar process BUT PLEASE ask Ms FOreman BEFORE you buy anything. She cannot and does not have to honor all reimbursement requests.

Printing in Color

For now, you can forward requests for normal sized poster to Ms JMendez. Please send PDFs. BIG poster requests should go to Ms Cabiya or Ms Haynes.

Social Media/Marketing

Ms JMendez can help post events to South Division's Facebook page. 

Ms Keilyn and Mr Trejo can use school Messenger to send emails and texts. 160 character limit for texts

Ms Keilyn sends a Family Newsletter each weekend.   Submit here.

Morning announcements can be submitted by Tuesday mornings every week. Watch them here Tuesdays at 10:55am.

Lunch room announcements are another option. There is a microphone and speaker set.

Supplies

For any supplies that you need, please send a detailed list of items to Ms Norma at least 24 hours before hand. Immediate requests will not be honored. The supply area in the main office is strictly for office staff. Ms Norma and the secretaries need to know when items are going out and when more need to be ordered. 

Getting Help

Need planning or day-of help? Put your event on this Excel sheet and make an announcement to the school.