Policies & Procedures

New Club Proposals

Students wishing to begin a new club or to organize a new event must have a staff advisor. New clubs/events will be considered for approval if it meets a need within the school community and if it aligns with Lester B. Pearson's equity statement. New clubs will not be approved if a club already exists with similar objectives.

Participation Eligibility

Extracurricular activities and groups are funded through the Student Activity Fee. Students who have paid their yearly activity fee are encouraged to participate in extracurricular activities and to join the many clubs and groups offered at Lester B. Pearson.

Code of Conduct

All students are expected to follow Pearson's Code of Student Behaviour for all extra-curricular activities and events, regardless of whether events or meetings take place at Lester B. Pearson C.I., virtually, and/or during school hours. Students can access the Code of Conduct through the School Connects App.

Communication & Advertising

All social media accounts used by student groups must be provided to their staff advisor(s). Use of social media is for the purpose of promoting or announcing events. The "response" button must be disabled.

Students should not post images of other members of the Pearson community without their consent.

Groups wishing to place posters in the school, or to distribute flyers or other promotions, must have it vetted by their staff advisor and all copies must be signed by an administrator. All signage must be removed following the activity/event.

Student Leader Responsibilities

Ensure that all meetings (including virtual meetings) are supervised by the staff advisor.
Ensure that all group activities and discussions are consistent with Pearson's Equity Statement and are vetted by your staff advisor.
While many groups seek to discuss and raise awareness about important issues, it is not acceptable to identify other student groups or individuals by name (staff or students) while having these discussions. Discuss issues, not individuals.
For groups whose mandate is to provide ally ship and support to certain groups, the focus must be on raising awareness and discussing issues, not on providing a place/space for students to disclose personal experiences of abuse, trauma, assault or violence. Student-led groups are not equipped to provide counselling to others. If potentially sensitive and confidential information is shared by a student, ensure that the staff advisor is made aware so that appropriate support can be arranged at the school.
If there is a process for selecting executive positions or general membership, ensure that the process is equitable and transparent, and that it is overseen by the staff advisor.
Ensure that all fundraising or special events are vetted and supervised by the staff advisor.
Ensure that the staff advisor has access to all social media accounts and that all signage in the school has been vetted by the staff advisor and signed by an administrator.
Ensure that all signage in the school is removed following the event.
Ensure that fundraising or event plans do not overlap in terms of timing, the specific cause and the charity with other student groups.
Ensure that any charity or cause chosen by the group for fundraising is fully researched and vetted by the staff advisor to ensure that it is a registered Canadian charity and that its mandate is consistent with the Board’s equity framework.
Ensure that the group is compliant with the Ministry’s Nutritional Standards as outlined in the Ministry's Food and Beverage Policy for school. This policy only applies to the selling of food.
Under no circumstances can students/parents order and/or pay for spirit wear for the group, as the school cannot reimburse large sums or credit card payments, nor can the school be liable for potential loss.
If the club/group wishes to order and purchase spirit wear, then the staff advisor must oversee this process. Staff advisors must choose Board approved vendors, make arrangements for payment through School Cash Online and arrange for payment through a PO. The school cannot reimburse anyone who has ordered merchandise from a non-board vendor.
If the club/group wishes to sell merchandise or event tickets to the entire school community, complete the appropriate form for payment to be set up on School Cash Online. Students should not be collecting cash.
Staff advisors are responsible for supervising students any time cash is collected.

Staff Advisor Responsibilities

Ensure that all meetings (including virtual meetings) are supervised and that meeting rooms are booked.
If there is a process for selecting executive positions or general membership, ensure that students follow a process that is equitable and transparent, and that it is overseen by the staff advisor.
Ensure that the student group has read and understands their responsibilites, as outlined above.
Monitor the group’s communication: website, twitter account, Facebook, etc.
All fundraising or special events need to be vetted by the staff advisor and supervised by the staff advisor.
Staff advisors need to ensure that the student group coordinates fundraising plans with the Super Council so that fundraising efforts are coordinated and do not overlap in terms of timing, the specific cause and the charity.
Staff advisors should ensure that any charity or cause chosen by the group for fundraising is fully researched and vetted to ensure that it is a Registered Canadian Charity and that its mandate is consistent with the Board’s equity framework.
Fundraising that involves selling food/drink must comply with the Ministry’s Nutritional Standards as outlined in the Ministry's Food and Beverage Policy for schools.
Ensure that any handling of cash (or students paying for supplies and being reimbursed) is minimized. Credit card payments cannot be reimbursed.
Under no circumstances can students/parents order and/or pay for spirit wear for the group, as the school cannot reimburse large sums or credit card payments, nor can the school be liable for potential loss.
If the club/group wishes to order and purchase spirit wear, then the staff advisor must oversee this process.
Staff advisors must choose Board Approved Vendors to order merchandize, or to book venues, DJ's, Photo Booths, etc.
Arrangements for payment must be made through a Purchase Order.
The school cannot reimburse anyone who has ordered merchandise from a non-board vendor.
If the club/group wishes to sell merchandize or event tickets to the entire school community, Staff advisors must complete the appropriate form for payment to be set up on School Cash Online.
Staff advisors must supervise students if they are collecting money; and supervise all meetings and events organized by the group.

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