Eligibility Policy

Students are encouraged to join as many clubs as they want.  Malvern will be hosting a club carousel in September so that students have an opportunity to learn about clubs that are available and how to sign up.

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 Malvern'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 allyship 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 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 per the Food and Beverage Policy if there are plans to sell 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.  Student clubs 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.

• 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 Leadership 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 per the Food and Beverage Policy.

• 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, 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 merchandize or event tickets to the entire school community, 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.