AssociatedStudentBody

Club Advisor/Coach Handbook 2019-2020

ProceduresforsuccessfulAdvisors/Coaches

DavidE.LopezAssistantPrincipalofStudentActivities

SarahCamachoASBAccountingTech

Revised 7/25/19

ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

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Table of Contents Introduction……………………………………………………………………………………………… 3WhocanbeaClubAdvisor?……………………………………….…………………...………… 3StudentOrganizedClubRequirements……………………………….……..……………….. 3InterClubCouncil(ICC)…………………………………………….……………………………… 4ASBBudgetGuidelines……………………………………………….…………………………….. 4Overages……………………………………………………………………..…………………………… 4GuidelinesforScholarships…………………………………………..…………………………... 4Fund-raising…………………………………………………………..…………….…………………… 4CashControlProceduresforFund-RaisingEvents…………………………………….... 5Fund-RaisersThatMayNotbeAllowed……………………………..……………………….

• SeealsoListoffundraisers/expendituresforASBOrganizationsonpage12-146

ApplicationandAuthorizationtoRaiseFunds…………………………………………… 6DepositofStudentFunds(Fundraiserfundsanddonations)………………..……. 6AccessingtheClub’sTrustFunds………………………………………………………………. 6PurchaseOrderProcess-diagram……………………………….………………………….… 7UnauthorizedPurchases……………………………………………………………………………SeealsoListoffundraisers/expendituresforASBOrganizationsonpage12-14

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ClubAccountingRecords………………………………………………...………………………… 8FieldtripsorExcursions………………………………………………...……………………..… 8

Important Documents SchoolSponsoredTrips–One-DayAR6153(h)Overnighttrip(AR6153(i)&Threeormorenight/Outofstate(AR6153(j)–Outofthecountry(AR6153(k)–checklists………………………………………………………………………….

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Listoffundraisers/expendituresASBB.O.T4.8.19E-mailfromJ.CarbucciaSUHSDLegalCouncil……………………………………………………...…………………………

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Fundraisers–FromtheOfficeoftheInternalAuditorRev.4-8-19……………… 14-17ICCMeetingcalendarforsemester1……………………………………………………….. 18FundraiserApplication…………………………………….…………………………………...… 19VoluntaryFundraisingParticipationNotice………………………………………...…… 20

ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

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IntroductionTheAssociated StudentBody (ASB) of EastlakeHigh School supports all studentsthrough club and team affiliated student groups in their efforts to enhance theirschool experience and elevate the standard of “Excellence”. This packet ofinformationisdesignedtosupportclubadvisorsandcoachesintheirorganizationofstudent groups and management of their financial affairs. Any questions notaddressesinthebookletarewelcomeintheASBoffice.WhocanbeaClubAdvisor?AllEastlakeHighSchoolpotentialclubsneedtheendorsementofacertificatedemployee(teacher)whoagreestoserveastheclubadvisorfortheentireschoolyear.Theeducationcoderequiresthatadvisorsbecertificatedemployeesofthelocaleducationalagency.AdvisorExpectations&Responsibilities

• Theadvisorshouldplayanactiveroleintheestablishmentofaclubframeworkthatreflectsthegoalsandattitudesoftheclubanditsmembers.

• Anadvisormustbepresentatallclubmeetingsandactivities(includingfundraisers).

• Therecordsofeveryclubmustbeaccurateandreadyforaudituponrequest.• Itisthelawthatstudentgeneratedmoneyhastohavestudentinputand

approvalpriortothespendingofsaidmonies.Therecordsofanyapprovalforexpendituresmustbeintheclub’smeetingminutes.

• Itistheresponsibilityoftheadvisortomaintainclubminutesandallfinancialtransactionsthattakeplace,

• Theadvisorisresponsibleforensuringcompliancewithschoolrulesandregulations,districtpolicies,stateeducationcode,supervisionofstudents,maintenanceandsecurityoffacilities,safetyrequirements,properrecordkeeping,andcompletionofallfinancialtransactions.

• AdvisormustensurethattheASBOfficehasacopyoftheclub’scharter,constitution,budget,andadvisorcontractforthecurrentschool/fiscalyearonfile.Theclub’saccountwillbefrozenuntilallitemsaresubmitted.

StudentOrganizedClubRequirements• Tobecomearecognizedpartofthestudentbodyorganization,aclub,likeastudent

organization,mustbecomposedentirelyofcurrentenrolledstudents.• Anygroupofstudentsmayapplyforpermissiontoformaclubbysubmittinga

“NewClubCharterApplication”toASB.• Eachclubmusthaveapurpose,holdregularmeetings,haveaconstitutionand

bylawsthatoutlinepoliciesandprocedures.• Fundscollectedeachyearshouldbespentonthestudentsofthatyear.Iftheclub

decidestocarryovertheirfundstothenextyeartheymustsubmitreasoningtotheASBOfficebyMay15th.

ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

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InterClubCouncil(ICC)AllEastlakeHighSchoolregisteredclubsintegratetheInterClubCouncil.ThiscouncilmeetsonaregularbasiswiththeASBVice-Presidenttodiscussgeneralstudentbodytopics,suchas;Lu-Wow!!!,OpenHouse,FoodFairs,HomecomingCourtproposals,etc.ASBBudgetGuidelinesAbudgetisafinancialplanforaspecificperiodoftime(1year)inwhichtheASBStudentCouncilhasapprovedthespendingofaspecificamountofmoneytobeusedtobenefitthestudentbody.

• Advisors/CoacheswillbenotifiedoftheirbudgetattheASBpolicymeetingatthestartofeachyear.

• Thesebudgetedaccountsaretobeusedonthestudentbodyfortournamententries,equipment,and/oruniforms.

o Seesampleincludedinclub/athleticcharterOverages

• Intheeventthataclub/teamspendsbeyondtheirbudgetedamounttheirclubaccountwillbefrozenandallfundraiserswillbedirectedbacktoASBforcoveringthatoverage.

• Anyoveragenotcoveredbytheclubaccountwillbeadeductionfromthefollowingyear’sbudgetbytheamountoftheoverage.

Note:Eachclub/teamshouldcreateabudgetoftheirowntoensurethattheydonotoverspend.GuidelinesforScholarshipsScholarshipsofferedthroughASBClubaccountsbaseduponguidelinesfromFCMATarelimitedto$250.00perstudentwithamaximumof$1,000.00perClub.Paymentswillneedtobemadedirectlytotheeducationalinstitutionthestudentwillbeattending,notthestudentasthisisagainstregulation.Fund-raisingFund-raisingisfrequentlyacommonactivityamongschoolclubs,whetherperforminggroups,teams,orclubs.TheStateofCaliforniaandSUHSDhaveestablishedlaw,policyandprocedurestoprotecttherightsofstudentsinvolvedinfund-raisingactivitiesandalsotoprotectthemoneytheyhelpearn.Itisthedutyoftheadvisor(coachorteacher)tocomplywiththesestandardsonbehalfoftheirstudentsandprogramstheysupport.

• Fund-raisingeventsshouldcontributetotheeducationalexperienceandshouldnotconflictwiththeschool’seducationalprogram.

• Studentsshouldparticipateandmakecontributionstofundraisingeventsvoluntarily.Theycannotberequiredtoparticipateinfund-raisingevents,

ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

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andcannotbeexcludedfromanactivityfundedbyASBfundsbecausetheydidnotparticipateinraisingfunds.

• Inaddition,fund-raisingproceedscannotbeattributedtospecificstudentsbasedonwhattheyraised.Thefundsareraisedtobenefittheentirecluborstudentgroup,notindividualstudents.

Schedulingfund-raisingeventsrequiresreview,managementandcoordinationbytheASBExecutiveBoardandASBadministrator.Clubsoncampusneedtoknowwhichfund-raisingeventsarealreadyscheduledbeforerequestingpermissiontoembarkonanotherfund-raisersothattheydonotconflictintimingortype.UndertheCaliforniaConstitution,thefreeschoolguaranteeprohibitschargingstudentsanyfee,charge,ordepositforcurricular,extracurricular,credit,ornon-creditactivitiesthatarepartoftheDistrictoraschoolsite’seducationalprogram.Nothinginthelawprohibitsvoluntarydonations,contributions,andfundraisingbystudentsandtheirfamiliestosupportDistrictandschoolsiteprograms,solongasmonetarydonations,contributions,andfundraisingactivitiesarenotmademandatoryforstudentsandtheirfamiliesandtherearenoconditionsplaceduponthedonation.FoodordrinkssaleswithinschoolhoursmustbeincompliancewithSB12andSB965guidelinesandshouldnotconflictwiththeproductsofferedbytheschoolcafeteria.CarwashesneedtomeetCaliforniaWaterResourceControlBoardregulations.Washwaterfromcarwashingtypicallycontainspollutants(e.g.,detergents,oilandotherautomobilefluids,andmetals)thereforecarwashes,shouldbeconductedsothatthewashwaterdoesnotenterthestormdrain.Doortodoorfundraisingmaynotbeconductedwithoutthepresenceoftheadvisor,advisormustbewithinsightandsoundofthestudentsfundraising.CashControlProceduresforFund-RaisingEventsItisimportanttobeabletotieallproceedstothespecificfund-raiserfromwhichtheyweregeneratedandtoensurethatallproceedsfromaneventareproperlyturnedinandaccountedfor.Toaccomplishthis,Clubsmustensurethatproperinternalcontrolsexist,includingthefollowing:cashcontrolprocedures,properinventoryofconcessionitems,propercashhandlingandphysicalchainofcustodyforallcashreceipts,nocomminglingofreceiptsfromseparateevents,immediatedeliveryofalleventproceedstotheASB.Somecashcontrolproceduresare:pre-numberedticketsforallsalesevents,pre-numberedreceiptbooksforallreceipttransactions,atallysheetfordesignatedactivities,inventorycontrolofitems,cashboxestokeepthereceivedmoneysafe.Clubsshouldinvestinacashbox.Afterafund-raisingeventisscheduled,theadvisorisresponsibleforensuringthatcontrolproceduresareinplace.Theadvisorshouldassiststudentsinselectinganddevelopingagoodbusinesspracticeforcashreceipts,controlproceduresand

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implementingthecorrectinternalcontrolsoncetheeventbegins.Nostudentshouldhandlecashwithoutdirectadultsupervision.Fund-RaisersThatMayNotbeAllowed

• Rafflesorgamesofchance;studentclubs,arenotauthorizedtoparticipateinrafflesbecause,unlikethelocalPTSA,theyarenotnonprofitorganizationsexemptfromstatetaxasdefinedintheFranchiseTaxCode.

• Activitiesthatposeliability,safetyorriskconcerns.Examplesinclude;Mechanicaloranimalrides,useofdartsorarrows,objectsthrownatpeople,useofwatertanksintowhichapersonisdunked,destructionofcarsorsimilarobjectswithhammers,trampolinesormini-trampolines,etc

• Othersuchfund-raisers.

ApplicationandAuthorizationtoRaiseFundsAllclubfundraisersrequirepriorapprovalfromtheschoolprincipalorhis/herdesignee(AssistantPrincipalofStudentActivities).CompletetherequiredformandsubmitittotheASBoffice.DONOTstartthefundraiseruntilapprovalisgranted.Attheconclusionofanapprovedfundraiser,theadvisorneedstoworkwiththeschoolfinancialclerkonthereconciliationportionofthefundraiserapplicationform;failuretodosomayresultinthedenialoffuturefundraisers.DepositofStudentFunds(Fundraiserfundsanddonations)Onceaclubisapprovedbytheschoolprincipal,theASBcreatesanASBTrustAccounttobeusedforitsfinancialaffairs.TrustaccountsareheldinASBonbehalfofapprovedschoolclubs.AttheconclusionofanapprovedfundraiserallmoniesshouldbedepositedattheASBwindowsbythestudentswiththereceiptgiventotheadvisor/coachasproofofdeposit.Afterreceptionofdonatedfunds,theclubadvisorandstudentrepresentativeneedtocompleteimmediatelya“MoneyDepositForm”todepositthementionedfundsintotheirclubtrustaccount.AccessingtheClub’sTrustFundsStudents’fundsaretobeusedONLYforthebenefitofthestudents.Club’sfundsaretobeusedforthewelfare,moraleoreducationalexperienceofthestudents.Studentfundsshallfinanceworthwhileactivitieswhichgobeyondthoseprovidedbythedistrict.Minutesshallbekeptofstudentorganizationmeetingsandshallproperlyreflectallfinancialactivities.PerEducationCode48933(b),ClubfundscannotbeexpendedwithoutpriorapprovaloftheASBcouncilandASBadministrator.TheASBisNOTobligatedandmustnotpayforexpendituresthatarenotauthorizedinadvancewithaproperlysignedpurchaseorder.Individualswhomakeunauthorizedpurchases,withoutpriorapproval,willbeheldpersonallyresponsiblefortheexpenditure.

ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

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InordertoaccessyourClub’strustaccountfundsandnotbeforetheClubboardhasapprovedtheexpenditure,youshouldfollowedthe“PurchaseOrder”processdescribedonthefollowingchart.PurchaseOrderProcess

• All expenditures must be approved by the ASB Executive Board prior to placing or receiving an order.

• Consider at least one week lead time to ASB to process your request. • Student funds cannot be used for any purpose other than the direct benefit of the

students.

**PO – Purchase Order is a promise to pay the vendor so that the vendor can release/make/deliver the items being purchased

Get Purchase Order/Check Requisition Form(from ASB office or website)

Consider one week lead time for ASB to process

From Vendor get quote that includes tax and handling costs

ASB generates PO numberand either gives you the number or

faxes it directly to vendorASB generates check

To vendor/supplier specified on the Purchase Order Requisition

YES

NO

Do you need a Purchase Order (PO)?

Vendors common practice

Get Signatures of both Club Officer and Club Advisor

Club buys/receives itemsand provides proof of purchase/delivery

(packing slip, receipt, invoice, etc.)

If PO number was issued, ASB mails payment to vendor after club informs ASB that all items

were received and conform to order

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UnauthorizedPurchasesExpenditureofstudentfundsforthefollowingitemsisnotallowablebecausetheydonotdirectlypromotethegeneralwelfare,moraleoreducationalexperienceofthestudents,orareconsideredadistrictresponsibility,orareagiftofpublicfunds:

• Salaries,stipendsorsuppliesthataretheresponsibilityofthedistrict.• Repairandmaintenanceofdistrict-ownedfacilitiesandequipment.• Articlesforthepersonaluseofdistrictemployees.• Expensesforfacultymeetings.• Expensesforparent-teacherorganizationssuchasthePTSAorboosters.• Largeawardsorgiftsofanykind(includinggiftcardsforteachers,coaches,

orparents)• Employeeappreciationmeals.• Employeeclothing/attire.• Donationsorcashawardstoanyone

Thelawclearlyregardsthemisappropriationofpublicfundsasacriminalact,withnominimummonetarylimitspecified,soitisbesttoavoidgiftsofanyamount.ClubAccountingRecordsAccountingrecordsshouldbemaintainedbyboththeClub’sstudenttreasurerandbytheASBpersonnel.ClubadvisorscancheckperiodicallywiththeASBFinancialClerkforstatementofclubtrustaccount.ItisimportanttofollowallfinancialproceduresinordertocomplywiththeASB&Clubinternalandexternalaudits.FieldtripsorExcursionsFieldtripsandExcursionsareanintegralpartofthestudents’educationalexperience.Therearethreetypesoffieldtripsthatthefieldtripapplicationcovers….OneDayFieldTrip-Theapplicationmustbesubmitted10SCHOOLDAYSPRIORtotheplannedtrip(forsignature/approval).Overnighttrip,withinthestate,ofnomorethantwonightsandthreedays–TheapplicationmustbesubmittedtotheASSISTANTPRINCIPALSOFFICEforsignaturethentoAssistantSuperintendentatleastONEMONTH(30CALENDARDAYS)priortotheplannedtrip.(SchoolSitewillforwardallreviewedandauthorizedpaperworktotheAsst.Superintendentsoffice)Threeormorenightsand/orout-of-state/countrytravelrequireBoardApprovalAuthority–TheapplicationmustbesubmittedtotheASSISTANTPRINCIPALSOFFICEforsignature60DAYSPRIORtotheplannedtrip.(SchoolSitewillforwardallreviewedandauthorizedpaperworktotheAsst.Superintendent’soffice)OnlytheBoardhasauthoritytoapprove.“OutofState”FieldtripsMUSTincludeanItineraryforeachdayofyourfieldtrip.Priortoafieldtriporexcursionproperdocumentationandapprovalneedstobeissuedbytheschoolprincipalorhis/herdesignee.Followthefieldtripprocessdescribedonthefollowingchart.

ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

18

ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

19

ThismanualwascreatedusingguidelinesbytheCaliforniaFiscalCrisisandManagementAssistanceTeam(FCMAT)andtheSweetwaterUnionHighSchoolDistrictguidelinesandboardpolicies.

EastlakeHighSchoolAssociatedStudentBody–Rev.7/25/19

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