HIGH SCHOOL
CLUB HANDBOOK
I. GENERAL
GUIDELINES FOR CLUBS AND ORGANIZATIONS
A. PURPOSE: To provide educational experiences which tie
together formal and informal learning. Student participation should contribute
to the development of personal responsibility, moral values, cooperation,
emotional maturity, self-discipline, social competence, individuality,
leadership, realization of the value of group goals, and an understanding of
democratic processes.
B. RECOGNITION: All clubs and organizations must be
acknowledged by the student government and registered in the Activity office to
be recognized as a member organization of
C NEW
CLUBS OR ORGANIZATIONS: Requests
for new clubs or organizations will be submitted to the Activity office, and
must include the sponsor's name, a draft constitution, student roster, and a
listing of probable events before they will be considered. The Activities
office will submit these requests to the Principal for review and
recommendations with final approval coming from the Principal.
D. STUDENT
MEMBERSHIP REQUIREMENTS: Based on the type of club or organization, all
students who meet academic eligibility requirements and adhere to Student Code
of Conduct are eligible to join.
E. MEETINGS: The meetings will be listed on the club
meeting calendar. Club meetings other than on these days, must be submitted on
an activities request form to the assistant principal in charge of activities
three weeks in advance. Club meetings will be held in the assigned classroom of
each sponsor unless otherwise requested through the activities request.
All clubs will meet at least once each
six weeks. During in-school meetings, when approved, sponsors will provide a
by-name club roster to each teacher.
F. CLUB
SELECTION: New club
memberships will take place once a year in September with Club Selection Week
being conducted. All new membership meetings will take place after school.
G. RESPONSIBILITIES: Club and organizational
constitutions will be updated annually with a copy being filed in the Activity
office prior to the second meeting of the school year (no later than the end of
October). A roster of club/organizational officers and members will also be
submitted at the same time with the constitution.
At the end of the school year (May),
each club and organization will submit a summary report to the Activities
office using the following format: Next year's club/organizational sponsor,
newly elected officers for the succeeding year, current school year
accomplishments, and future goals.
*NOTE: A
list of all club and organizational sponsors' membership rosters,
constitutions, information sheets, and summary reports will be maintained in
the Activity office for reference.
H. MASTER
ACTIVITIES CALENDAR: A master
calendar of up-to-date scheduled activities for the entire school year is
maintained in the Activity office. All sponsors should review this board before
planning and submitting any activity requests.
I. MONTHLY
ACTIVITIES CALENDAR: This will be
published and distributed during the last week of each month outlining all
extracurricular activities for the subsequent month. All input from sponsors,
i.e. requests for special meetings, activities, etc., must be submitted to the
activities office by the 20th of each month to ensure their inclusion on the
subsequent monthly calendar.
J. POSTERS: All valid posters must be in good taste
and supervised by the sponsor. Posters must be approved by the Principal or the
Assistant Principal for Activities (APA) and posters will only be placed in
approved areas.
K. ACTIVITIES
COMMITTEE: Shall consist of the Principal, Assistant Principals, Student
Government Sponsor, and at least one member from the Student Government
Executive Board. This committee is responsible for reviewing and approving
activities when necessary.
L. SCHOOL
INSURANCE: All club members must
purchase school insurance.
II. HONOR
CLUBS
A. PURPOSE: To further stimulate academic interest, achievements, and
leadership.
B. STUDENT MEMBERSHIP REQUIREMENTS: Based on special membership requirements
outlined in each organization’s constitution.
C. RESTRICTIONS: There is no limit as to the number of clubs a student may
join as long as participation does not interfere with his or her academic
performance.
D. MEETINGS: Conducted on the days listed in the club meeting calendar.
III. INTEREST
CLUBS*
A. PURPOSE: To help students become acquainted with other students sharing
mutual interests; and to supplement formal studies by giving students a chance
to share and expand their knowledge and ideas in many different areas.
B. STUDENT MEMBERSHIP REQUIREMENTS: Based on the special requirements outlined
in each organization's constitution.
C. RESTRICTIONS: Membership may be restricted when considered
in the best interest of the student or school by the activities committee.
D. MEETINGS: Will be conducted on the days listed in the
club meeting calendar.
*NOTE: Since the needs and interests of
students change from year to year, the interest clubs may also vary from year
to year.
IV. SERVICE
CLUBS
A. PURPOSE: To provide students with fun and meaningful experiences while
providing service to their school, community, state, and nation.
B. STUDENT MEMBERSHIP REQUIREMENTS: Students must be in attendance one semester
before becoming eligible. Sophomore students and above who were members of
Service Clubs at other schools may transfer their membership if they were
released in good standing. All members must complete four service hours per
month. Two of these hours must be completed in the area of the school
designated for that club. Sponsors will keep track of students completing
service hours and provide documentation to the APA monthly. If a student wishes
to leave a service club for any reason, that student may write a letter to the
sponsor stating the reason for leaving. Once selected by a club, a student may
decline membership by writing a statement to that club sponsor stating the
reason why they are declining membership.
C. RESTRICTIONS: A student can only belong to one Service
Club, and once a member may not change to another until the next school year.
Members not meeting the service hour’s agreement will be placed on probation
for the rest of the school year. Any member on probation not meeting the
service hour’s agreement for the second time in a school year will be removed
from all service clubs for one calendar year. If a student is placed on
probation for a second time in four years, that student will be removed from
service clubs indefinitely. It is the club sponsor’s responsibility to keep
track of service hours on a month-to-month basis.
D. MEETINGS: Meetings are conducted on the days listed in the club meeting
calendar. Attendance is mandatory at all meetings. Any member missing more then
25% of the scheduled club meetings will be removed from the service club for
one calendar year.
E. CLUB SELECTION PROCESS: The
following rules will be applied during the club selection process:
V. STUDENT
GOVERNMENT
A. PURPOSE: To afford all students the opportunity to become active
participants in the Student Government, to foster a spirit of cooperation between
students and faculty, and to coordinate student activities in accordance with
the highest standards of St. Petersburg High School.
B. STUDENT MEMBERSHIP REQUIREMENTS: Same as
C. STRUCTURE: Consists of the
"Board" which includes a President, Vice President, Secretary,
Treasurer, and all class presidents from each grade and the
historian/parliamentarian and sponsor.
Elections will be conducted to determine
officers for the school year.
D. MEETINGS: The eleven members of the "Board" will meet during the
time set by the sponsor. The entire Student Government will meet the first and
third Tuesday of each month.
The Student Government Sponsor is
responsible for notifying the assistant principal in charge of activities as
far in advance as possible about all meetings, dates, times, places, etc.
VI. CLASSES
A. PURPOSE: Same as that of Student Government in
paragraph V, A.
B. STUDENT MEMBERSHIP REQUIREMENTS: Same as paragraph I, D. excluding the service
hour’s agreement.
C. STRUCTURE: Consists of a President, Vice President, Secretary,
Treasurer, and four councilmen. Elections will be conducted in April or May of
each year to determine officers for the succeeding school year. Freshman
officers will be elected within the first six weeks in each new school year.
D. MEETINGS: As determined by class advisors. Class sponsors are responsible
for notifying the assistant principal in charge of activities as far in advance
as possible about all scheduled meetings, dates, times, places, etc.
VII. SCHEDULING
ACTIVITIES
Before scheduling an activity, sponsors
should check the Master Activities Calendar in the Activity’s office for
planning purposes. All requests to conduct an activity must be placed "in
writing" on an "Activity Request Form" which are available in
the Activities office. To ensure consideration, these requests should be
submitted to the Activities office 21 days in advance of the proposed event.
Requests will be reviewed on or about the 20th of each month to determine
approval/disapproval. Approved activities will be placed on the Master
Activities Calendar in the Activity office, and on the Monthly Activities
Calendar if preparation/publication time permits, a copy of the approved form
will be sent to the sponsor and the bookkeeper as well as any interested party.
VIII. SCHEDULING
SCHOOL FACILITIES
A. Use of school facilities, other than
regular classrooms or approved athletic practice areas, before or after school
must be requested in writing with the assistant principal in charge of
facilities.
B. Only
sponsors with approved activity requests have the authority to use that
facility. Sponsors will ensure that facilities are clean and secure upon
conclusion of use. Any during school use must be cleared by the administrative
team and scheduled by the assistant principal in charge of activities one month
prior to the event.
C. The
football field is off limits at all times unless special approval is given by
the APA.
*NOTE: A current log of during school
scheduled facilities is maintained in the office of the assistant principal in
charge of activities.
IX. FUND
RAISER
A. Before requesting a fundraiser, sponsors
must check with the bookkeeper to determine their current internal fund
balance, and the master calendar of scheduled fundraisers maintained in the
Activity office and the bookkeeper’s office. Expenses required to initiate a
fundraiser must not exceed a club’s or organization's current fund balance in
order for a request to be considered. A club or organization may not go in the
"red" to get back in the "black". Fund raising projects
will not be approved while outstanding projects still exist. All fundraisers
require that an activities request form be filled out and that several other
conditions be met.
B. Any
event where students will pay to get out of class requires that the sponsor
fill out an activities request form, then upon approval, send a letter signed
by the principal to the area operations director requesting permission. When
the school has received permission, the event may be scheduled.
C. A
list and reference file of authorized fund raising companies and sales
representatives, which are approved by the
D. No
more than two fundraisers will be conducted during the same time frame.
E. All
requests to conduct a fundraiser must be placed in writing on a "Activity Request Form". To ensure
consideration, requests must be submitted a minimum of 14 days in advance of
the scheduled project. Once approved, sponsors will be assigned a timeframe
based on their original request in which to conduct their fundraiser. Sponsors
will check with the bookkeeper (who will have a copy of the approval) to
initiate purchase order requisition procedures if applicable.
F. The
voucher system under which each school must operate requires that each teacher
see the bookkeeper, fill out a requisition form and have a purchase order
before any MERCHANDISE IS ORDERED. If this practice is not followed the
BOOKKEEPER IS HERE NOTIFIED NOT TO PAY ANY BILLS, INVOICES, OR OBLIGATIONS AND
NOT TO RELEASE ANY FUNDS IN ANY MANNER. The teacher must pay the bill to the
vendor and is considered to have made a personal purchase. The school is not
allowed to pay an unauthorized bill. Therefore teachers, please take
precaution, as no one wishes to be responsible for paying the vendors.
G. Board
Policy states that if School Board employees sponsor a fund raising activity or
if students are involved in raising the funds the proceeds of that activity
must be processed through the schoolbooks.
H. Board
Policy also states that the sale of food and beverage items in competition with
the district approved food service program, including those classified as foods
of minimum nutritional value, listed in the Code of Federal Regulations 210,
Appendix b SHALL NOT BE SOLD until one hour following the last serving period.
All fund raising activity that in the past and present
have during school sold candy, donuts, cookies, hot chocolate, ice cream,
chips, orange ices, fruit juices, cokes, etc., will no longer be permitted. Any
violation of this FLORIDA STATE BOARD OF EDUCATION RULING 6A-7.41 could cause
the school to lose funding of the school lunch program.
I. The
deadline for closing out all projects is one week from the last date of the
approved time block. At this time, sponsors must turn in all money, receipt
books, PCS Form 1323-B, signature sheets PCS Form 2136, Sales report Form
SALESRPT.FMS. Ticket reports, tickets, etc. to the bookkeeper. Sponsors are
reminded that board policy requires the use of numbered tickets and that ticket
reports be filed with the bookkeeper for audit purposes. Numbered tickets and
sale reports may be acquired from the assistant bookkeeper.
X. GENERAL
AREAS OF CONCERN
A. Any
invoice received that is dated prior to the date on the purchase order for any
activity (this includes a confirmation date) will be rejected by the bookkeeper
and will not be paid by the school.
B. Any
trip removing students from school for two school days requires school board
prior approval. Allow 4 weeks from when the first form is filed.
C. Any
use of a restaurant or outside of school activity or hiring of a band, D.J. or
group requires prior school board approval on a rental and services agreement
form. Allow 60 days from when the first form is filed.
D. Any
use of the school building by any non-Pinellas public school requires prior
school board approval on a facilities lease agreement or a joint use agreement.
Allow 4 weeks from when the first form is filed.
E. Any
field trip not on the pre-approved list requires prior approval from the area
operations officer on the field trip not on the approved list form. This
includes clubs that hold a dinner at a restaurant, N.H.S. holding inductions
off school grounds, etc. allow 30 days from when the first form is filed.
F. The
bookkeeper has been informed that any deviation from any
G. Any
custodial overtime, police, rental security, etc., must be budgeted and paid by
the club or group.
H. Any
dues, monies or funds from whatever source must be deposited in the schools
internal accounts.
I. This
guidebook is only a summary of the policies and procedures that govern school
activity. All teachers and employees are reminded that their contracts include
a statement that they will be knowledgeable and comply with all policies and
procedures of the Pinellas County School Board. Therefore, when a contract is
signed it can not be claimed that we did not know, because we were obligated to
find out.