Advisor or coach ensures the students are in compliance with state and district laws, rules, regulations, and policies.

Ensure the welfare of students.

Encourage participation.Provide direction, counseling, guidance, and supervision at all times.

An established student government. Student Officers have many responsibilities for the management of the ASB budget and the club, activities, and fiscal operations.

All activities must have approval and supporting documentation of student approval.

A constitution for self-government approved by the Board of Directors.

A formal organization of students, including subcomponents or affiliated student groups such as student clubs, which is formed with the approval and operated subject to the control of the board of directors.

Any activity which is conducted in whole or part by or in behalf of an ASB during or outside regular school hours and within or outside school grounds.

What is ASB1 Required2 Supervisio

n3

ASB TRAINING 2015

Parent Permission to Fundraise

Fundraising Activity check off list

Fundraising Deposit

Shipment Return

Request for quote

Affidavit of lost receipt

Overnight Travel

Procurement cardholder agreement

Fundraising Activity

Fundraising checkout inventory report

ASB FORMS

Fundraising recap and profit analysis

Credit/Return Merchandise

Monetary Donation Agreement

Request for Purchase

Overnight travel with students

Charitable fundraising activity

Fundraising reconciliationTicket sales report/reconciliation

Check request

Request for purchase-athletic equipmentEquipment/material donation agreementASB imprest fund check authorization

ASB FORMS

Timecard

Advisor/Coach agreement

ASB BookkeeperCarol Maul

Team/Club Leader

Coach/ClubAdvisory

StudentLeader

ActivityCoordinator

Janis Maracic

PrincipalJerry Holsten

Signatures

ASB Funds can only be used for legitimate activities of the ASB.ASB Funds cannot be used for any personal or private use.ASB Funds cannot be used for anything under the general heading of gifts, including charitable donations, scholarship or student exchange.

All money received must be deposited into the school district depository bank account via the ASB Bookkeeper, Carol Maul.

Receipts are required!

Verify amounts and record with money received was cash or check.

Revenue for ASB consists of fees, fundraisers, and donations.

Do not keep money overnight!

Bills are to be paid with a school district check ONLY!

All bills, receipts or invoices require a staff signature to indicate the merchandise has bee received.

Student signature is required in order to pay the bill from student funds.

Activities conducted by ASB student groups with school approval or with district supervision on/off school premises are ASB. All money raised must be deposited to the ASB student body fund.

All purchases are to show evidence of prior student approval through a budget item and a record of disbursement through the student activity meeting minutes.

Purchases are to be made with an ASB PO.

Purchasing1 Paying Bills2 Deposits3

ASB TRAINING 2015

Club minutes

are required

Plan ahead for activities

during vacations

or summer

ASB Bookkee

per is the

Bank

Each club has

their own

acct #

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Parent Groups/Booster Clubs and Donations must be registered with the State of Washington Secretary of State, Charitable Division as a non profit. All fiscal transactions must be managed independent of District. Read “musts” on page 5 of the manual.

PTSA/PTA must be registered with the National Congress of Parents and Teachers and the Washington State PTA. This is not a “school related” organization. Fundraising for this group belongs to the PTA.

All district employees are paid through payroll at the District Office. Please check with Eurydice Pentz for any forms needed.

DJ’s, bands, and other self-employed groups are required to complete a Consulting Contract prior to hiring.

All groups/clubs are to stay within the approved budget, and balances are to be in the positive.

If in doubt as ASB, Carol Maul!

:

Time fora short break

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The photos in slides 20 and 21

courtesy ofColin Wilcox

All other photos in this template courtesy of

Bill Staples