STUDENTCLUB

HANDBOOK

TABLEOFCONTENTS

• NewStudentClubs

• ClubBylaws

• ClubConstitution

• ClubBudgetPlan

• ClubApprovalandManagement

NEWSTUDENTCLUBAPPLICATIONS

FINALDEADLINE:__/__/____at___a.m./p.m.intheASBBookkeeper'sOffice

MANDATORYREQUIREMENTS

• All clubsmust have at least one certificated teacher as their advisor and at least 12activemembers.

• Allclubsmusthaveatleast12activememberscomposedentirelyofstudentsenrolledintheschool.

• Clubsmustmeetatleastonceamonthandmaintainminutesofalltheirmeetings.• ClubsmustabidebyalltheClubBylaws.

CLUBPRIVILEGES

• ParticipationinClubDayactivities• Holdfundraisersandsponsorevents• Raiseawareness

CLUBAPPLICATIONPROCESS

• Thefollowingformsmustbecompleted,signed,andsubmittedforadministration'sapproval:-ClubBylaws-theclubbylawsareestablishedbytheschoolandmustbereadand

signedforacknowledgement.-ClubConstitution-Clubobjectives,meetingdates(s),officerelectionprocess,and

scheduleofeventsandfundraisersmustallbeoutlinedonthisform.-ClubBudgetPlan-aclubbudgetplanmustbecompletedforallclubsthatwillbe

fundraising.• ThesecompletedandsignedformsmustbeturnedintotheASBbookkeeperbythe

establisheddeadline.

TIMELINE

__/__/____Clubapplicationpaperworkduedate__/__/____Preliminaryclubapproval__/__/____Finalclubapproval__/__/____ClubDay

CLUBBYLAWS

CLUBNAME:___________________________________________

I.Clubsmustsubmitaclubconstitutionandbudgetplanbeforethedeadlinesetforthbytheschoolstudentbodyandadministration.

II.ClubsmustholdofficialmeetingsatleastonceamonthiffundsexistintheASBaccountforthatclub.Failuretomeetforanytwomonthsoverthecourseoftheschoolyearwillresultinterminationoftheclub.

III.Clubsmustmeetonthedayssetforthintheirclubconstitution(e.g.,everysecondTuesdayofthemonth)exceptintheeventofanotherschoolorclubevent.

IV.Allclubmeetingsmustbeheldoncampus.

V.Clubsmusttakeminutesatallmeetings,havethemapproved,andsubmitacopyoftheminutestothestudentbodyclass.Failuretosubmitminutesonaregularbasismayleadtoterminationoftheclub.

VI.Eachclubmusthaveaminimumofsixactivemembers,excludingofficers.Two-thirdsofthemembershipmustbepresentat51%ofallmeetings.Attendancemustberecordedatofficialmeetingsasapartoftheclubminutes.Clubswillhaveuptoonesemestereachschoolyeartoreachtheminimumnumberofactivemembers.

VII.Clubofficersmustbefull-timestudentsattheschool.Ifapart-timestudentwishestobeamemberofaclub,he/shemustsignacodeofconduct.

VIII.Clubadvisor(s)mustbeacertificatedstaffmemberinthedistrict.Aclubadvisormustbepresentatallclubmeetings,clubevents,andclubfundraisers.Iftheadvisorcannotbepresent,anothercertificatedstaffmembercanbedesignatedasasubstitute.

IX.Thedistrictboardofeducationmustapproveallnonprofitaffiliatecharitiesthatwillbebeneficiariesofclubfundraising.

X.Theonlyfourpositionsconsideredclubofficersareclubpresident,clubvicepresident,clubsecretary,andclubtreasurer.Allotherpositionsinaclubareconsideredleadershippositions,notofficerpositions.Theremaybeasmanyorasfewleadershippositionsastheclubseesfit.

XI.Whenaclubholdsanelection,thefollowingmustoccur:

A. Eachactiveclubmemberisallowednomorethanonevoteforanyelection.B. Theprocessoftheelectionmustbeclearlyestablishedandoutlinedintheclub

constitution.Thismustinclude,butisnotlimitedto,whatpercentageisneededtowin/passandwhathappensintheeventofatie.

C. Ifapositionhasaneligibilityrequirement,theserequirementsmustbeclearlydefinedintheclubconstitution.Theselectioncommitteemayincludeclubmembersbutmustincludetheclubadvisor.Thecommitteemustbeimpartialwhenchoosingcandidatesforapositionandabidebythecriteriasetforthintheirconstitution.

XII.Wheneveraclubelectsorappointsanewofficer/leadershipposition,theresultsmustbedocumentedintheclubminutesofthatmonth.

XIII.Twoviolationsofanyoftheclubbylawswillresultintheterminationoftheclubfortheremainderoftheschoolyear(thismeansviolationsofanytwobylawsorofthesamebylawtwice).

ACKNOWLEDGEMENT

IHAVEREADANDUNDERSTANDTHE_______________________CLUBBYLAWS:

CLUBNAME:_________________________________________

________________________________ ____________________________ ________ClubPresidentName (pleaseprint) ClubPresidentSignature Date________________________________ ____________________________ ________ClubVicePresidentName(pleaseprint) ClubVicePresidentSignature Date________________________________ ____________________________ ________ClubSecretaryName (pleaseprint) ClubSecretarySignature Date________________________________ ____________________________ ________ClubTreasurerName (pleaseprint) ClubTreasurerSignature Date________________________________ ____________________________ ________ClubAdvisorName(pleaseprint) ClubAdvisorSignature Date

K-12 Club Constitution ActivityClubonlyFundraisingClub(mustcompleteaClubBudgetPlanform) ARTICLEI–Name,PurposeandGoals

CLUBNAME:_______________________________SCHOOLYEAR:______________

CLUBADVISOR:____________________________________

CLUBPURPOSE:(Whatisthegoalofyourclub?Becreative,butberealistic,too.Thinkaboutshort-termgoals,i.e.,weeklyandmonthly,andlong-termgoals,i.e.,yearly.Write3-5sentencesthatexplainthepurposeandgoalsofyourclubandalistofwhatyouwanttoaccomplish.)

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ACHIEVINGYOURPURPOSE:(Howwillyouachieveyourclub’sgoals?Whatactionswillyoutaketoworktowarditspurpose?Listyourideasforachievingyourgoals.Explainhowthoseideasrelatetothepurposeoftheclub.)

CLUBANDTHECOMMUNITY:(Howwillyourclubimpacttheschooland/orthecommunity?Whatthingscantheclubteach,share,assistwith,orusetoengagewiththestudentbodyand/orthecommunity?Becreativeinwritingdownwhatyourclubcandotopositivelyimpactyourschoolandcommunity.)

AFFILIATION:(Isyourclubaffiliatedwithanoutsidenonprofitorcharityorganization?Iftheseorganizationswillbebeneficiariesofclubfundraisingproceeds,pleaselistthename(s)oftheseorganizations.Allbeneficiariesmustbeapprovedbythedistrictboardofeducation.)

EXAMPLETYPESOFACTIVITIESANDFUNDRAISERS:(Again,becreative!Activitiesshouldbefun,relatedtotheclub,andyoushouldlearnsomethingnewfromthem.Activitiescanbeafieldtriporafundraiser.Writedownalistofideasforactivitiesandfundraisersfora12-monthperiod.)

ARTICLEII–Membership&Recruiting

Activity/Fundraiser ApproximateDate

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ARTICLEII–Membership

MEMBERSHIPQUALIFICATIONS:(Writedownthequalificationsrequiredtobecomeamember.)

RECRUITING:(Writedownyourideasforpromotingtheclubandrecruitingnewmembers.Listthevariousformsofmediayourschoolhastoassimilateinformation.)

ARTICLEIII–Meetings&Guidelines

Clubsshallstructuremeetingswiththeclubadvisortofittheneedsoftheclubandtofulfillthegoalsthathavebeenestablished.Meetingsshouldbeheldatleastonceamonthandminutestakenandforwardedtotheleadershipclass.Meetingsmustbeheldoncampus.

MeetingDay:__________________________________________________

Time:from___________to____________

Location:________________________________________

ARTICLEIV–ClubOfficersandDuties

ELECTIONOFCLUBOFFICERS:(Explainhowandwhenofficerswillbeelected,whoelectsthem,howlongtheywillholdoffice,andwhatthequalificationsforofficeshallbe.)

• President:____________________________ emailaddress:__________________________

• VicePresident:________________________emailaddress:___________________________

• Treasurer:____________________________emailaddress:__________________________

• Secretary:____________________________emailaddress:___________________________

• PublicityChair: ________________________emailaddress:___________________________

Duties:

Theclubpresidentwillhavethefollowingduties:

•Presideoverallmeetings.

•Callspecialmeetings.

•Planandprepareanagendaforallmeetings.

•Actasafacilitatorofgroupdiscussionbysummarizing,clarifying,etc.

•Workcloselywiththestudentclubadvisoronallplanning.

•Participateinstudentclubactivities.

Theclubvicepresidentwillhavethefollowingduties:

•Workcloselywiththepresident.

•ServeastheASBpresidentifthepresidentbecomesunabletofulfilltheirduties.

•Workwiththepresidentandtreasurertopreparethebudgetandcalendar.

•Helpthepresidentpreparethemeetingagenda.

•Leadtheflagsaluteatallmeetingsorauthorizeanothermembertodosointheirplace.

Theclubtreasurerwillhavethefollowingduties:

•MaintainacompleteandaccuraterecordofallASBreceiptsanddisbursements.

•PreparemonthlyreportsforthestudentcouncilontheASBbankbalances,receiptsanddisbursementstodate.

•WorkwiththeASBtopreparerevenuepotentialformstoensuresuccessfulfundraisersandadequateinternalcontrols.

•KeepaccurateprofitandlossstatementsofallASBfunctions,clearlydetailingallmoneycollectedandspent,andhelpclassesandclubskeepaccuraterecords.

•Workcloselywiththepresidentandvicepresidenttoprepareanannualbudget.

•Authorizepurchaseorders/expenditureapprovalspriortospending.

Theclubsecretarywillhavethefollowingduties:

•Prepareanddistributemeetingagendas.

•Notifymembersofupcomingmeetings.

•Takeattendanceatmeetingsandkeeppermanentattendancerecords.

•Maintainaccurateminutesofallmeetings,includingdateandplace,presidingofficerandbusinessconducted.

•Preparestheminutesintheprescribedformatbythenextmeetingfordistributiontoallmembers.

•Maintainallfilesoftheorganization,includingoriginalagendasandminutes,clippingsandrelevantdocuments,andestablishapolicyaboutlendingfiles.

•Maintaincontactnames,addresses,phonenumbersandemailaddressesofpeoplewithwhomtheorganizationregularlyworks.

•Keepcopiesofactivitycalendarsandspecialeventsdocuments.

•Produceamembershipdirectoryofthegroup.

•Report,answerandfileallnecessarycorrespondence.

Thepublicitychairwillhavethefollowingduties:

•Publicizeallschoolactivitiesthroughtheschoolnewspaper,theschoolmarquee,andschoolbulletinboards.

•Issuenewsreleasestothepress,radioandtelevisionstations.

ARTICLEV–FinancialResponsibility

FINANCIALRESPONSIBILITY:InaccordancewithEducationCodeSection48932,allgroupsthatfundraisemustdefinetheirneedsandtheirplansforfundraising.AClubBudgetPlanform,listingtheexpectedrevenuefromdues,fundraisers,anddonations,alongwiththeestimatedexpensesoftheclub,mustbesubmitted.

ARTICLEVI–Elections

Theclubwillholdtheelectionofofficersonceayear.Thevotingwilltakeplacebysecretballot.

ARTICLEVII–Amendments

AMENDMENTSToamendtheconstitution,atwo-thirdsmajorityvoteofthemembersisrequiredtoamendtheclubconstitution.Toamendtheclubbylaws:(Writedowntheprocessbywhichthebylawsmaybeamended,e.g.,whocanrecommendachangeandwhatpercentofavoteisrequired.)

APPROVALS:

ClubPresidentSignature:____________________________________Date:______________________

ClubAdvisorName:________________________________Emailaddress:_______________________

ClubAdvisor’sSignature:_____________________________________Date:____________________

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FOROFFICEUSEONLY:

Approved:YesNo

Comments:____________________________________________________________________________________

_____________________________________________________________________________________

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StudentBodyAdvisor’sSignature:______________________________Date:____________________

Administrator’sSignature:____________________________________Date:____________________

CLUBAPPROVALANDMANAGEMENTOncethedeadlineforclubapplicationshaspassed,aninitialreviewisperformedbythestudentbodycouncil.Applicationswillbecheckedforcompletenessandduplicationofobjectives.Clubswillbenotifiedofanycorrectionsthatneedtobemadeormergingwithotherclubswiththesamegoals.Afinallistofapprovedclubswillbepostedandtheclubswillbemonitoredthroughouttheyearbytheleadershipclass.PROCEDUREReviewProcess:1. Sortclubapplicationsbytypeofclub.2. Reviewclubapplicationsforcompletenessandduplicationofobjectives.

a. Ifaclubapplicationisnotcomplete,notifytheinitiatingclubpresidentandadvisorforcompletionanddeadlinetoresubmit.

b. Ifclubshavethesameobjectives,notifybothclubsandrequesttheymerge.Theymustalsosubmitanewclubapplicationbythedeadlinetoresubmit.

3. Afterthefinalsubmissiondate,forwardallclubapplicationstoadministrationforapproval.Notifytheclubadvisorandclubpresidentoftheirapprovalornon-approval.

4. Entertheapprovedclubinformationinthecampusclubsspreadsheet.5. Fileclubapplicationsinanalphabeticalfile.6. ForwardacopyoftheclubbudgetplantotheASBbookkeeper.OngoingManagementProcess:1. Monthly,insurethatminuteshavebeenforwardedtotheleadershipclassbyloggingtheminthecampusclubsspreadsheet.2. Ifaclubfailstosubmitminutesfortwomonths,notifytheclubadvisorandclubpresident.Put

themonwarningthatfailuretomeetmonthlyandsubmitminutescouldleadthetotheclub’stermination.

3. Afterthethirdoffense,notifytheclubadvisorandclubpresidentthattheclubhasbeenterminated.