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Activity Handbook HANDBOOK GOALS: _ to better define the role of the advisor _ to assist advisors in class and activity management _ to help give advisors a reference source to answer class and ASB questions _ to open up a line of communication between the class advisor and activity coordinator _ to provide students with the best possible guidance throughout their years at Nathan Hale _ to help advisors and class officers keep a thorough and accurate accounting of class moneys _ to set class fundraising goals and promote proper procedures for handling of money It is the overall goal of this handbook to help advisors better help students.
Class Advisor Responsibilities The class advisor’s responsibilities are generally
defined as follows: To assist and oversee
their class’s activities, promoting class spirit, supervising the collection and depositing of class moneys,
support student leadership, and they are the person in charge of all
student/class activities. Class advisors are directly responsible for all
activities sponsored by “their” class. These activities may include:
It is a Nathan Hale tradition that class advisors move
up and progress through the grades along with their team of students. Each
year, 9th grade class advisors are recruited to nurture and assist
in the growth and leadership of that class of students as they grow through
NHHS. Senior class advisors usually have a very busy senior
year supervising a number of senior activities: ~ The Homecoming Dance in
early fall. ~Homecoming Hall
decorating ~Senior class t-shirts ~Prom, sometime in the
spring. ~Senior Dessert.
(Traditionally sponsored by our Counselors.) ~Commencement. ~Fundraisers ~Supporting senior ASB
leadership. ~Numerous class meetings. And a number of other
wonderful experiences and opportunities that are created between you and your
student and parent community. F.Y.I.. Spree is a senior event that occurs on the
night of commencement and is typically sponsored by a number of PTSA parents. The role of Activities Coordinator allows me to support
you and your students throughout their tenure here at “the plant.” Protocols
and checklists are being developed to ensure that all of your events are
successful and well attended. Please contact me for any assistance. Class Acts What our classes typically do: Seniors Senior Shirts Get
‘em early Homecoming Dance Usually
in the Fall Senior Breakfast Late
Spring activity Prom Spring
activity Graduation The
Final activity Senior Gift A variety of informational meetings: graduation
packets, graduation Class meetings Supported
with a relevant agenda Juniors Junior Breakfast Spring
activity Class meetings Supported
with a relevant agenda Log Book Fundraiser and organization Fundraising Sophmores Class meetings Supported
with a relevant agenda Fundraising Freshman Class meetings Supported
with a relevant agenda Fundraising FUNDRAISING Fundraising
is an important responsibility for
each class. Senior year is particularly expensive and students need to start
raising money freshman year. Student
activities promote positive vibrations here at Hale and the more class spirit
you promote, the more students that will become involved in school activities
and later help raise funds. Any
fundraising activity must be cleared with the activity coordinator.
It is important that all procedures are followed so that we do not
inadvertently break rules. An example would be, if you are going to have a
raffle it is necessary to acquire a gambling license from the State,
participants and distributors must be at least 18 years of age, etc. Most
problems can be avoided if the activity coordinator and class advisor
communicate at the start of the fundraiser and for this reason a Project
Proposal sheet must be completed and turned in for review at least two weeks
prior to any activity. These forms can be found through an email to Mike
Linett or through connecting with a student commissioner. All proceeds
from any fundraiser must be accounted for and properly deposited in the class
ASB account. If your fundraiser requires money to be spent in order
to get started, you must either acquire a purchase order from the school, or spend
personal money that will be reimbursed upon submittal of an exact receipt to
the bookroom. (This information should be indicated on your Project Proposal
form.) It is important to remember, there must be a paper
trail for all transactions. Example: You
are having a car wash and need to buy soap and sponges. You cannot take proceeds from the car wash to
run out and buy these items. One way to do this is to spend your own money, submit the receipt, and get reimbursed
later. Fundraising is
time consuming and takes a real commitment from advisors and students. But It
is a fine way to build ensembles, class spirit and leadership with our
students. Remember,
clear your fundraiser in advance with the activity coordinator and if you
have any questions be sure to ask. Never
sign any contracts without the activity coordinator's advice. DEPOSITING OF MONEYSINTO ASB ACCOUNTS Any money that is raised by a class must be deposited into that class's student body account. Deposit slips, to be filled out in duplicate, can be obtained from the fiscal clerk in the bookroom. Donations, fundraising income, t-shirt sales, concessions, any money raised on behalf of a class at Nathan Hale, is the property of the Nathan Hale Student Body. These moneys can only be spent on extra-curricular activities or supplies to support these activities. In other words, ASB money is not to be spent on curriculum or curricular items such as books, pens, computers, fine dining… Also, ASB money cannot be used for the giving of gifts. State law allows for only the giving of gifts of nominal value, such as a pencil or a plaque as an award. For instance, it would not be appropriate to buy a crystal apple for a retiring faculty member or flowers for our classified staff using ASB class funds. Always make sure that you leave a paper trail when dealing with ASB money. That receipt should identify what you purchased, how it was paid for, and be sure to keep all receipts. You will need to submit these receipts for reimbursement to the bookroom. Never take money out of a cash box to reimburse oneself for goods purchased. DAILY SALES It is necessary to get the activity coordinators permission in order to sell items at school or do a fundraiser. Whether it is T-shirts, super healthy donuts, or no fat, non flavored suckers, (School Board policies dictate what food items can and cannot be sold in school) the activity coordinator needs to give permission prior to sales. This allows for proper accounting and prevents several groups from scheduling sales during the same time period. Acquire a form from the activity center office in order to sign up for a sale and connect with the Student Commissioner of Fundraising. This form (Nathan Hale Fund Raising/Sales Form) is necessary for the activity center to keep accurate records of who is selling and what they are selling. Also, after the sale it is required that the sale is recorded on the "Sales/Fund Raising Inventory Form". Both of these forms allow for an orderly method of keeping all clubs and classes organized in the sales process. Both forms are included at the end of this manual. Each day something is sold at Nathan Hale the money needs to be deposited with the fiscal clerk in the bookroom immediately after the sale. Do not wait a day or two before depositing money. State law requires that all money is deposited within 24 hours of acquisition. Use the deposit slip procedure that is explained in this manual. Remember, you may be dealing with a great deal of money in the hallway. Make sure you have sufficient precautions in place to insure your money or merchandise is not stolen. Also, don't forget to plan ahead and ask Ms. Ask to have money on hand for change. All money handled by students or teachers during the school day needs to be deposited into an ASB account and delivered to the bookroom. Nathan Hale students are not to handle money for PTSA sponsored events like Spree and other PTSA activities and/or fundraisers. The Seattle School District Accounting Office and state laws prevent students from handling other organization's money. Clubs We have a number of club
activities within our wonderful community that need to have “Charters” under
ASB. Once a club's charter is
approved by our Student Leadership Council (SLC) that club can fundraise in
the building, request funds from ASB and act in other fashions as allowed
under law and our ASB Constitution. Chartering is a simple process, there's a form you can
acquire in the AC or from our Club Commissioner which includes: ~Title of your club
~Purpose of that club ~Student leadership of that club ~Staff advisors of that club and ~Meeting times and location. Once this information is
gathered please pass it along to the Student Club Commissioner as it needs to
delivered an accepted by the SLC. Positions of
student leadership are the foundations of good club organization. Club
leaders typically provide the soul of that group maintaining a focus for
events and activities. Club secretaries typically maintain an archive of
meeting minutes and discussions, club treasurers know what monetary resources
are on hand. HOMECOMING Nathan Hale Homecoming is during the football season. The Homecoming game and dance date is decided on by the activity coordinator. Each year for homecoming, individual classes decorate their perspective hallways, to be judged by a team of professionals. The points for hallway decorating are part of the total point value awarded during homecoming week. Homecoming is "kicked-off" at the Homecoming Kick-off Assembly and final results are announced at another Homecoming Assembly at the end of the week. THE SENIOR PROM The Senior Prom is sponsored by the the Senior Class which organizes this event. The date and site of the prom is set before the end of that classes junior year.
How
to Charter your Club Once you have completed this
sheet, please return it to the Activities Coordinator, Mike Linett, for presentation
to the Student Leadership Council. “Chartering” allows you to operate as an
official part of our ASB, to fundraise and take advantage of all the
opportunities presented to clubs within the Nathan Hale Community. Title of Club:___________________________________________________________ Date:____________________ Staff
Advisor_________________________________ Briefly describe the purpose of
your club. _____________________________________________________________________________ _____________________________________________________________________________
_____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Identify the student leadership structure
of your club or organization: When do you meet and at what
times? Staff
signature____________________
Student leader signature__________________ Date
approved by Student Leadership Council:_____________________ Initial_______ Comments: |
