John Champe High School

Activities Manual

2012-2013

Activities Coordinator:Kimberly McDonald

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Table of Contents

General Information: Activities Coordinator 3

Clubs, Organizations, and Sponsors 4

Responsibilities and Guidelines for Club or Organization Sponsors 5

General JCHS Information: Showcase Usage, Paper Cart, Snack Cart, and Posting Information 6

Fundraising Guidelines 7

Purchasing Materials and Making Deposits 10

Using the Building for your Event 12

Starting a New Club or Organization 15

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General Information: Activities Coordinator

Kimberly McDonaldkimberly.mcdonald@lcps.org

Activity Room: 1310Classroom: 2200

Duties of the JCHS Activities Coordinator:

Approving new club/organization applications (the principal has final say on this). Monitoring club activities, and fundraising. Approving Flyers and Maintaining the “Knights in the Know” boards. Obtaining sponsors for non-stipend positions. Creating the Group Activities schedule. (meeting times and locations) Scheduling/facilitating assemblies and special programs. Assisting in the planning and coordination of homecoming activities. Assisting in the planning and execution of student government elections. Communicating with community groups. Assists the SCA sponsor in the planning of pep rallies. Assist in supervision of school activities. Any additional tasks as assigned by the principal.

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John Champe High School Clubs and Organizations

Governing OrganizationsStudent Council Association Kim McDonaldSenior Class TBAJunior Class Chantal Grunert and Melisa GalloSophomore Class Lindsey RitchieFreshmen Class Mike Gurlea and Katrina Owens

Honor SocietiesNational Honor Society Jeff HorvathNational Mathematics Honor Society (Mu Alpha Theta)

Juliet Kenny and Angela Vipond

German National Honor Society Kristin WellsFrench National Honor Society Kelly JamesScience National Honor Society Shelly ZappiaSpanish National Honor Society Sofia PollockLatin National Honor Society Nadia Ghosheh

PublicationsLiterary Arts Magazine Cynda Douglas and TBANewspaper Cynda DouglasYearbook Melissa Mathews

Service OrganizationsKey Club Jennifer Jackson and TBAInteract Beth Jespersen

Fine ArtsArt Club Kandyce BlackstockDrama Russ StaggsMarching Band Jonathan Phillip

World LanguagesGerman Club Kristin WellsFrench Club Kelly JamesSpanish Club Sofia PollockLatin Club Nadia Ghosheh

Career and Technical EducationDECA Toni FasanFamily, Career, and Community Leaders of America (FCCLA)

Kim Yeager

Technology Student Association (TSA) Katrina OwensFuture Educators Association (FEA) Kim Yeager

Miscellaneous Clubs and Organizations Academic Competition Team Jeff ReedActivities Coordinator Kim McDonaldBattle of the Books Kristin SheetzBest Buddies John LaberberaBook Club Beth JespersenCAMPUS Andrea RasmussenComputer Club Jose RodriguezDance Team Adrienne SchrererForensics and Debate Dave HoffmanHistory Club Adam Lewandowski

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Model U.N. Club Jennifer Jackson and Mike GurleaOdyssey of the Mind Susan HollingerPEER Katherine Schneider and John LabarberaRecycling Club Joey Carter

Responsibilities and Guidelines for Club or Organization Sponsors

Club and/or activity sponsors are integral to the success of JCHS organizations. Club or activity sponsors are the supervising adults working with our students. Please read over the guidelines and expectations below:

No club, organization, or activity should meet without a sponsor present. Any activity that your students plan on doing needs to have proper adult supervision to assure safety of the students and security of the school grounds and building. This includes preparation for events like homecoming or any fundraisers that your organization may be planning.

o A note to Class Sponsors : Homecoming : All class sponsors are expected to attend the

homecoming activities and assist with supervision. This includes the Homecoming Parade and the Homecoming dance.

Prom : Sponsors of Juniors and Seniors should also plan on attending the Prom to assist with supervision.

It is the sponsor’s responsibility to complete and manage all internal and external paperwork in relation to fundraising, building use and meeting locations.

Please read over all documents pertaining to Finances, Accounting, and Fundraising for your organization. Any collected monies must be handled according to county accounting policies. See Janelle Fantasia for more details or if you have questions.

If at any time you have questions regarding activities, fundraising, or approval of activities do not hesitate to ask. You can email the Activities Coordinator or see members of the administration in the main office.

Field Trips: If you think you might want to take your group on a field trip, see Jennifer Traina before you begin any planning or make any reservations. You will need to check on funding, transportation, and fill out relevant paperwork to obtain approval.

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General JCHS Information:Showcase Usage, Paper Cart, Snack Cart, and

Posting Information

Showcase Usage:Reserving the Showcase:

1. Check the “Showcase Schedule” on the teacher desktop.2. To reserve the showcase for a particular month, you will need to click the

Showcase Request Form on the teacher desktop. Fill in the appropriate information and submit. You will receive an email confirmation with your approved showcase date.

Showcase Decorating Guidelines:

Showcase reservations are for 1 month only: please promptly remove your decorations and items from the showcase before the last day of the month so that the next organization can begin assembling their showcase.

o If you would like to reserve the showcase for a period less than 1 month, please mention this to the Activities Coordinator so they can allow others to use the extra time.

Be mindful of copyright laws and infringement: Use of copyrighted images without permission is illegal. Please be sure to approve all designs by students before allowing them to be placed in the showcases.

Showcase designs and content should be school appropriate and follow all LCPS handbook policies.

Using the Colored Paper Cart:

Would you like to reserve the Main Foyer Showcase?

Location: Library You must “check out” the cart! Please only check it out for a limited time to make

sure all clubs, organizations, and teachers have access. Note: We do not have an unlimited paper budget. Consider this when you are

making plans for using the colored paper.

Snack Cart GuidelinesThe Champe snack cart will operate during the first half of Shield only and will make one visit to each classroom throughout the building.

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Individual student groups may request to run the snack cart for a two week time period. The following guidelines will be enforced regarding the snack cart:

Food on the Cart:o All supplies for the snack cart must be purchased by the individual student

group prior to their two-week session. o Student groups must follow health and safety guidelines regarding which

food and beverages are served on the cart.o No food with nuts can be sold on the snack cart

Supervision/Money:o An adult sponsor must be present at all times while the snack cart is in

operation. The adult sponsor should handle all monies received and follow proper accounting procedures. *See Janelle Fantasia for accounting help.

o Any money collected each day should be deposited in the main office. Money can be dropped in the floor safe or deposited directly to our bookkeeper Janelle Fantasia.

Posting Information Around the SchoolIf you would like to get the word out about an event or activity that your club is hosting you should post your flyer on one of the three “Knights in the Know” boards.

Guidelines:

Flyers in the school should only be located on the “Knights in the Know” boards. No club, organization, or student should place flyers on school walls. All flyers posted on the “Knights in the Know” board must be approved

by the Activities Coordinator prior to hanging!!! The ONLY exceptions to the location of signs are large Yearbook and Drama

Production posters.

Locations of Knights in the Know Boards:

Outside Main Office In the intersection of the 1300-1400 hallway by the school store In the intersection of the 2500-2400 hallway at the top of the center stairs. In the intersection of the 2300-2400 hallway

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Fundraising GuidelinesFundraising is a very important part of running your organization. In fact, funds are necessary for many of the organizations at John Champe to function. Whether you simply collect club dues, or allow the students to help design fundraisers throughout the year it is extremely important that you follow the procedures outlined below. Since all clubs and organizations are non-profit groups under the Loudoun County Public Schools we have to be careful how money is handled and be sure that all accounting of funds is up to date through our bookkeeper (Janelle Fantasia).

The most important thing to remember about fundraising or collecting money is that

YOU CANNOT HOLD ONTO THE MONEY.

Deposit all money in the drop box as soon as possible!!!

Please read over the steps below for a summary of how to get started with your fundraiser:

1. Fill out the Electronic Fundraiser Approval Form : This form is required of all fundraisers at least 2 weeks in advance of your estimated start date. This allows the activities coordinator to check that no two groups are conducting the same fundraiser and also allows us to internally track which fundraisers are current in the building. Once you receive confirmation that your fundraiser is approved and on the Fundraising Calendar, you may proceed with step two.

a. This form can be found on the Activities Website as well as the Staff drive: please submit the form electronically to the activities coordinator as an attachment. Rename the file with the title of your fundraiser when you send as an attachment. If you need to reserve space on Campus for your fundraiser you will need to complete the building request process through the Athletics Website.

2. See Janelle Fantasia in the Main Office: You will need to talk with Ms. Fantasia about setting up an account for your fundraiser to allow for withdrawals and deposits during the course of your fundraiser. She can also help you with setting up a cash box and discuss options for purchasing any items you may need for the fundraiser.

3. Requesting a Cash Box: If you are collecting money during your event, you will need a cash box for storage. In many cases, you will need to have a cash box with starter money in the event that you will need to provide change to your customers. Please read the following information pertaining to a cash box.

a. Request for Set-Up: In order to request your cash box, simply email Janelle Fantasia (bookkeeper) requesting the cash box. In your email, include how much money you would like to start the fundraiser with and how you would like that money divided. (i.e. 20 dollar bills, 1 dollar bills, etc)

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b. Cash Box Storage: DO NOT HOLD ONTO THE MONEY. As soon as you can, turn in the cash box or the money from the cash box to Janelle Fantasia in the main office.

i. If Janelle Fantasia is not available, you may deposit the money in the Floor Safe located in the teacher mailroom and then return the actual cash box when she returns.

ii. If you are running a fundraiser that takes place over several days or weeks YOU MUST TURN IN THE MONEY AFTER EACH DAY OF THE FUNDRAISER. --This is a Loudoun County Public Schools Policy.

c. Turning in the Cash Box: At the conclusion of your fundraiser, return the cash box, the original cash box start-up money and all profits to Janelle Fantasia in the main office.

i. Original Cash Box Set-Up Money and Profits must be turned in with 2 separate deposits.

Sample Fundraising Request Form

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Purchasing Materials and Making DepositsPurchasing Materials: Often when preparing for a fundraiser you will need to purchase items to get started. Additionally, you may want to purchase decorations for an event, or food for a meeting. Any forms required can only be found in Janelle Fantasia’s Office.

General Purchasing Guidelines: All expenses for a particular fundraiser MUST come from that fundraiser

account. o For example: If you sponsor Latin Club and Recycling club, you

cannot use Latin Club funds to purchase Recycling Club fundraiser materials.

o “You can’t rob Peter to pay Paul”

If you are purchasing items for your organization there are two very important rules to keep in mind:

1. You must have an itemized receipt: each item purchased must be listed on the receipt.

2. Your receipt can only have your organization’s items listed. For example, if you purchase groceries at Harris Teeter for your fundraiser, you cannot also add your own groceries to the same receipt. You must pay separately for any personal items.

Three Purchasing Options:1. Reimbursement: Provided you have money in your organization’s account, you

can purchase needed items using your own money. If you opt to use this method, please understand that you will not be

reimbursed for any tax that you might pay on a particular item. In order to avoid paying sales tax, pick up a copy of the Tax Exempt Form. To be reimbursed for items that you purchased for your organization:

1. Bring your Itemized Receipt to Janelle Fantasia’s Office2. Attach it to a completed “Check Request” Form 3. Submit to Janelle.

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2. Purchase Order : Some companies will allow you to use a school purchase order to buy supplies. They will then bill the school at a later date. Usually these types of orders have to be completed on the phone in order to give the company important school information.

To make a purchase using a PO (Purchase Order) number:o Complete the Purchase Approval/Order Request Formo Submit the form to Janelle Fantasia.

3. Use a School Credit Card or Corporate Account. To check out the school “P-Card” or another Corporate account card:

o Fill Out the P-Card/Corporate Account Purchase Form o Take the completed form to Janelle Fantasia in the main office. She will

give you the P-card. If you are using a credit card or corporate account, there are a few very

important rules to keep in mind in addition to the receipt:o JCHS P-Card/Corporate Card Rules

JCHS is Tax Exempt : You cannot charge sales tax to the credit cards.

You will need your LCPS ID badge to make purchases with these accounts.

You must have an itemized receipt: each item purchased must be listed on the receipt.

Turning in the Card and Receipt: Once you have made your purchases, bring the card and your itemized receipt to Janelle Fantasia

You cannot keep the Card overnight . Anyone checking out one of the cards should make arrangements to use it during the day. If you need to use the card after school you should return it to the floor safe and follow the Deposit Procedures the same day. *The only exception is if you are approved for an overnight trip on school business. (Conference, Field Trip, etc.)

a. School Credit Card : The school has a VISA that is for Activities Purchases. You can check out this credit card from Janelle Fantasia in the main office.

i. When filling out the check request form, please write the initials “SAF” in the top left corner so that Wendy knows the purchases were made with the VISA.

b. Wal-Mart: Wal-Mart requires a special white account card in addition to the Activities VISA in order to make tax-free purchases.

c. Best Buy: Best Buy requires the Best Buy Tax Exempt Card in order to make tax free purchases.

d. COSTCO: We have a corporate account with COSTCO. You can check this card out with Janelle

e. Corporate Accounts : The following companies have corporate accounts with John Champe. See Janelle Fantasia to check out the credit cards for these stores.

i. Harris Teeterii. Home Depot

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Making DepositsIt is important to keep your own records of all money received. Make sure you deposit all money the day you receive it. DO NOT KEEP ANY MONEY OVER NIGHT. Deposit all money in the Drop Box, located in the Mail Room. Make sure you will out a Deposit Slip (to be included in the deposit envelope) and the Deposit Log located on top of the Drop Box.

** For any additional questions or concerns, please see Janelle Fantasia in the Main Office. She can explain all of the accounting procedures as you work

through the process the first time. **

Using the Building for your EventIf you would like to use space in the building for an event or meeting for your organization you will need to follow these steps:

1. Become a Requester: The first step to reserving a space in the building is registering to become a requester. This means that you will have a login and password in the Facilities system that you can use to request events on campus.

a. Navigate your web browser to www.ChampeSports.com. b. Click the tab marked “Facility Use Requests”c. Read the directions on this page and then click the link on the directions. d. This will take you to the facilities Request Log In Page.e. At the bottom, click the button marked “Become a Requester”f. You will be directed to a Requester Registration Form, which you will need

to complete.

Requester Form: Fill in only the required boxes (Those marked with *) and do not change any of the

drop down menus. Put your name (not the name of your organization) in the “Client Name” box. Click “Submit Registration Form” Joe Breinig will approve your status and you will receive a confirmation email

alerting you that you are an approved Requester.

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2. Requesting an Event: a. Navigate your web browser to www.ChampeSports.com.b. Click the tab marked “Facility Use Requests”c. Read the directions on this page and then click the link on the directions. d. This will take you to the facilities Request Log In Page.e. Enter your login information. f. You should be directed to this page and you should see your name at the

top.

g. Click on the blue link marked “Add Date/Times”h. Select your date and times and then click “Save and Continue”i. You will now need to give your activity a name and then edit all of the

details for your request. See below for a breakdown of the basic edit options:

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j. If you have other information or specific directions you need to add enter it under “Other Information”

i. Please let us know if you will need custodial coverage to clean up after your event.

k. When you are finished editing your event the screen should look similar to this:

l. You can now choose from the following options to submit your request: Submit and exit – this will submit your request and exit you

from the system.

Set-Up Time: You may edit the time you need to set-up your event. For example, if you need the auditorium for a presentation at 6, but would like to set up at 5 – you can note that here.

Attendance: Tell us how many people you expect at the event.

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Submit and add another – Will allow you to request another event

Copy to add another similar request – This will allow you to copy your details to a “new event” This is a great way to set up recurring meetings.

m. If your event is approved, you will receive a confirmation email from the system and your event will automatically be added to the Master Calendar for the school.

3. Obtaining Necessary Equipment: The following list shows who to see for training and signing out equipment you might need.

a. Microphone: Jennifer Traina, APb. Laptops or Computer Use: Jeff Horvath, TRTc. AV/Media Equipment: Beth Jespersen, Librariand. Tables, Chairs, and other large furniture items: Custodial Staff

NOTE: If you need furniture arranged in a particular way please see Jennifer Traina so that she can pass on directions to the Head Custodian for your event. (Diagrams are encouraged)

No Custodial Staff Needed? If this is the case, please alert Jennifer Traina AND add this to the comment box of your request.

4. HVAC: Based on the information that you provide to us on the Facilities Request, we will be sure to turn on air conditioning or heat for your area of the building.

Starting a New Club or OrganizationIf you are interested in starting a new club or organization you will need to complete the “New Club/Organization Application” and submit the form electronically to the Activities Coordinator.

The form is located in the share drive and on the Activities Website. After your form is submitted it will be reviewed by the Activities Coordinator and by the administration. All clubs meet before or after school. Once you have received approval, you may begin meeting with your club/organization.

Sample New Club/Organization Request Form

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