You are in this meeting because one or more of the following applies to you:

• You are a returning or a new club sponsor or thinking about becoming one

• You are a coach

• You will be involved in an Optional Student Field Trip

• You will be using ECA monies

• You have a club and/or ECA account

Per MPS Governing Board Policy – IDGA:

School clubs and societies will be recognized as authorized school organizations if

they are organized by the school, are sponsored by school personnel, are composed

completely of current student body members, hold the majority of their meetings at

school, have a democratic plan for the selection of members, establish aims which

are educational, are for the school or community interest or entertainment and meet

all those conditions hereinafter set forth for recognized school-sponsored

organizations.

IGDA & IGDA-R: STUDENT ORGANIZATION

IGDGAA: STUDENT MEETINGS – NOT SCHOOL SPONSORED

IGDG & IGDG-R: STUDENT ACTIVITIES FUND MANAGEMENT

Student clubs and organizations must:

Be recognized by the student council

Be chartered

Have a constitution including:

A. Purpose of club or organization

B. Organizational structure

Have at least one adult sponsor who is an employee for the school district

Have fifteen or more members (unless special permission is granted by the

principal)

Give a list of members and officers to student council

All club accounts actually belong to the students and are not

to be used at the administrator’s or faculty’s discretion.

• Complete and submit an Application for Chartering or Rechartering

• Get your Beginning of Year club account balance from your Student Activities

Secretary. Your club account number is a 4 digit number and begins with a # 7

• Sign a Statement of Awareness showing you understand the duties of being a club

sponsor

• Complete and submit an Intent to Organize to your Student Activities administrator

• Submit an Application for Chartering or Rechartering to Student Council within one

month

• A Constitution needs to be on file (See samples in the Start or Recharter a Club

manual) and submitted to Student Council within one month

• Sign a Statement of Awareness showing you understand the duties of being a Club

Sponsor

• Once your club is approved, you will be given a club account number. Club account

numbers are 4 digits and begin with the # 7

• All club sponsors should act as agents of the Governing Board and the student

activity treasurer in making certain that provisions of state law and district

policy on the custodian of public monies are observed by student organizations

under their supervision

• Follow procedures for school activities as outlined in Governing Board Policies

and the Club Sponsor Handbook

• Provide guidance in relation to club goals/mission

• Help the club operate within procedures and regulations

• Ensure completion and sign required forms for expenditures & PO management

• Ensure vendors are paid on a timely basis by submitting receipts/invoices for

payment

• Provide training/orientation session for each student officer including use of

forms and record keeping

• Supervise all student fund transactions

• Sponsor must keep a copy of minutes of meetings on file for three years

• Submit names of club officers when you charter or recharter your club

• Ensure club is keeping an account register of all revenues and expenses and

reconciles on a monthly basis with District financial reports. Club sponsors

have access to reports showing incoming revenue. Cash balance reports can be

obtained from your Student Activities Secretary

• Any meeting of an organization or club on campus must have the presence of a

teacher/sponsor. A sponsor must be present during the placing or removing of

decorations, rehearsals of a program, fundraisers such as car washes or during

an event in which club members are involved

• Run meetings and prepare minutes

• Plan activities

• Approve fundraisers

• Approve expenditures and provide required forms

• Prepare and provide forms, logs and receipts related to deposits

• Update account register

• Actively participate in the managements of club funds

• Prepare minutes of all formal meetings

• Select officers

Complete Fundraising Request Form in its entirety

Minutes are required

Joint fundraisers are allowed and must state the

equitable split percent per AZ State Law and

Governing Board Policy

Purchase Order required prior to fundraising

Reminder no gambling or game of chance are allowed

Governing Board Policy: Student Fundraising Activities IGDF & IGDF-R

Food Fundraisers that meet the Smart Snack School Standards are ok to do during the school hours.

Food Fundraisers that do not meet the Smart Snack School Standards require a designated school representative to submit a waiver request to ADE online at https://www.surveymonkey.com/s/FundraiserExemption

Fundraiser must be infrequent, single day event or not to exceed one week

Foods can not be sold in the food service area during the time meals are served

Similar fundraisers by different groups should not be

sold during the same time period.

Governing Board Policy: Student Wellness JL & JL-R

Did you know that you

can have people pay for

fundraising items

online?

Call the Student Activities Department for more

information

Club accounts start with a 7XXX. These funds can be used for items such as:

Parties and banquets

Awards

Registrations

Scholarships

The club member are the ones who determine how to spend their money*. They are not to be coerced by Administration or faculty on how to spend their money. However, the Club Sponsor should provide guidance to the club members

* Use of club funds need to be in compliance with Arizona laws and MPS Governing Board Policies

See the Student Activities web page for additional allowable/non-allowable purchases

Minutes are required for all club

purchases…….

Per Governing Board Policy IGDG-R minutes must indicate:

The date of the meeting

Who made the motion

What was the motion

Who seconded the motion

The results of the vote

SAMPLE

CLUB MINUTES FORM

Club Name: ____________________________________________________________________

Submitted by (Secretary’s Name):__________________________________________________

Meeting called to order (Date & Time):______________________________________________

Treasurer’s Report/Balance of:_____________________________________________________

Members Present:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Announcements:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Unfinished Business:

Motion:_________________________________Made by:_______________________________

Seconded by:____________________________Vote For:____________Against:_____________

Particulars (vendor, quantity, cost):

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Motion:_________________________________Made by:_______________________________

Seconded by:____________________________Vote For:____________Against:_____________

Particulars (vendor, quantity, cost):

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

__________________________________ __________________________________ (Club Officer Signature) (Club Advisor Signature)

CLUBS (7XXX)

1. Club will meet and vote on a

purchase, donation, fundraiser, etc

2. Complete a Student Activities

Requisition along with the club

minutes and submit to Student

Council.

3. Once passed by Student council the

request will go to the Student

Activities administrator for approval.

(The approved requisition is not an

ok to spend)

4. At this point the Student Activities

secretary will submit to district for

funding approval.

5. The district will process a purchase

order, check or cash envelope.

STUDENT ACTIVITIES REQUISITION School Name ______________________________ Mesa Unified Schools Date ________________ REQ # _____________ Buyer # ___________ Student Activities secretary will fill in #

Account/Club Name _____________________________ Acct. No. ___________________________________

REQUEST FOR (check one) : Purchase Order Cash Envelope Check Donation Scholarship

Vendor #______________________ Amount $ __________________

Student Activities secretary will fill in # Send To:

Vendor Name ______________________________________ Vendor

Address __________________________________________ Requisitioner

_________________________________________________ Other

AUTHORIZING SIGNATURES

Student Club Officer ______________________________ Student Council Officer _____________________________

Club Sponsor/Advisor Student Council Advisor _____________________________

(Before signing, please read and initial the applicable bullets below)

______________________________________________ Ext. ________ Meeting Minutes Date _______________________________

As Club sponsor, I acknowledge that no merchandise or Administrator______ _______________________ services have been received. If this is an after the fact purchase, I acknowledge that I may be personally responsible for all costs. As Club sponsor, I have read GB Policy JL & JL-R. This purchase will be in Compliance with the Wellness Policy. As Club sponsor, I have taken the chemical test and this purchase will be in compliance with Governing Board Policy GBE-R. As Club Sponsor, I acknowledge that I am responsible for all cash, receipts and the return of the completed signed cash envelope.

***Make copies of the completed form for your records. Copies should be kept on file for 3 years.

QUANTITY UNIT DESCRIPTION OF ITEMS OR SERVICES UNIT PRICE TOTAL

Fill in quantity ordered

Fill in ea,

box, etc.

What are you purchasing? (e.g. awards, performing arts or athletic apparel/accessories; computers/software, edible items, entry or registration fees, trophies, etc.) with a complete description. For what purpose? Will items be picked up or delivered? Is tax, shipping & handling included? Include event and dates if applicable.

****A capital item purchased with club funds must state if the item will remain property of the school or the club. This decision must be stated in the minutes and on the requisition.*** Open P O Authorized Signatures: 1. ____________________________ 2. __________________________

Fill in unit price

Subtotal:

Tax: (The state requires us to pay a 5.6% usage tax)

Shipping/Handling:

TOTAL:

Fill in extended cost

DISTRICT USE ONLY:

Approval Date:___________________________________

C/E Date:_______________________________________

C/E Due Date:___________________________________

Ck #____________________________________________

Student Activities RequisitionNote: A requisition is only a request.

You need a Purchase Order to make a

purchase.

Required Signatures for club:

Club officer

Club sponsor

Student Council officer

Student Council advisor

Admin

Requisition form must be completed in it’s

entirety including signing and initialing the

bottom of the form

If you did not get a purchase order or a

cash envelope before you make a purchase, this is considered an

after-the-fact. The district has no obligation to pay for what you purchased.

ECA•ECA Funds can be used for Educational Extracurricular Activities

•Refer to the Student Activities website for ECA guidelines and a list of Allowable

and Non-Allowable types of purchases

ECA accounts start with an 8XXX. These funds can

be used for items such as:

ECA qualified travel

Registrations

Guest speakers

No Club minutes required. Use of ECA funds requires approval by a School Administrator

See the Student Activities web page for additional allowable/non-allowable purchases

ECA (8XXX)

1.Decide on a purchase. You can get quotes, but do not commit to a purchase

without the purchase order or cash envelope.

2.Complete a Student Activities Requisition and give to your Student Activities

secretary for administrator approval. (The approved requisition is not an ok

to spend)

3.At this point the Student Activities secretary will submit to district for

funding approval.

4.The district will process a purchase order, check or cash envelope.

STUDENT ACTIVITIES REQUISITION School Name ______________________________ Mesa Unified Schools Date ________________ REQ # _____________ Buyer # ___________ Student Activities secretary will fill in #

Account/Club Name _____________________________ Acct. No. ___________________________________

REQUEST FOR (check one) : Purchase Order Cash Envelope Check Donation Scholarship

Vendor #______________________ Amount $ __________________

Student Activities secretary will fill in # Send To:

Vendor Name ______________________________________ Vendor

Address __________________________________________ Requisitioner

_________________________________________________ Other

AUTHORIZING SIGNATURES

Student Club Officer ______________________________ Student Council Officer _____________________________

Club Sponsor/Advisor Student Council Advisor _____________________________

(Before signing, please read and initial the applicable bullets below)

______________________________________________ Ext. ________ Meeting Minutes Date _______________________________

As Club sponsor, I acknowledge that no merchandise or Administrator______ _______________________ services have been received. If this is an after the fact purchase, I acknowledge that I may be personally responsible for all costs. As Club sponsor, I have read GB Policy JL & JL-R. This purchase will be in Compliance with the Wellness Policy. As Club sponsor, I have taken the chemical test and this purchase will be in compliance with Governing Board Policy GBE-R. As Club Sponsor, I acknowledge that I am responsible for all cash, receipts and the return of the completed signed cash envelope.

***Make copies of the completed form for your records. Copies should be kept on file for 3 years.

QUANTITY UNIT DESCRIPTION OF ITEMS OR SERVICES UNIT PRICE TOTAL

Fill in quantity ordered

Fill in ea,

box, etc.

What are you purchasing? (e.g. awards, performing arts or athletic apparel/accessories; computers/software, edible items, entry or registration fees, trophies, etc.) with a complete description. For what purpose? Will items be picked up or delivered? Is tax, shipping & handling included? Include event and dates if applicable.

****A capital item purchased with club funds must state if the item will remain property of the school or the club. This decision must be stated in the minutes and on the requisition.*** Open P O Authorized Signatures: 1. ____________________________ 2. __________________________

Fill in unit price

Subtotal:

Tax: (The state requires us to pay a 5.6% usage tax)

Shipping/Handling:

TOTAL:

Fill in extended cost

DISTRICT USE ONLY:

Approval Date:___________________________________

C/E Date:_______________________________________

C/E Due Date:___________________________________

Ck #____________________________________________

Complete and Submit a Student

Activities Requisition Form to

make a purchase using ECA funds

Requestor -must be school

employee

Requires approval by an

Administrator

Requisition form must be completed in it’s

entirety including signing and initialing the

bottom of the form

If you did not get a purchase order or a

cash envelope before you make a purchase, this is considered an

after-the-fact. The district has no obligation to pay for what you purchased.

Changes to ECAECA donations can

now be used to pay for AP, PSAT and IB tests.ECA donations can be made through April 15th

for the prior calendar year.

Timelines:

In state/single day trips

Travel Request should be approved 30 days prior to trip

Out of state/overnight

Travel Request should be approved 3 months prior to trip

Read entire travel packet, board policy IICA and administrative regulation IICA-R

Follow All steps in the travel packet

IRS regulations stipulate employees may not be reimbursed for meals or

lodging within a 50 mile radius

Can not collect funds via fundraisers nor eca donations until travel is

approved by area superintendent.

Travel packet information: http://www.mpsaz.org/student_activities/stdtravel

In state/single day trips If the entire cost of the trip (transportation, substitutes, meals, entry fees, etc)

is more than $65 per student it MUST have school board approval

Governing Board Policy Student Fees and Charges JN-R(2)

Out of state/overnight

If the entire cost of the trip (transportation, substitutes, meals, entry fees,

etc) is more than $2450 per student, MUST have school board approval

Governing Board Policy Student Fees and Charges JN-R(2)

Must have SIAC approval

All out of country travel MUST be approved by the governing board

Designate an MPS employee to dispense medication

All chaperones should adhere to a code of conduct – no

tobacco, alcohol, or drug use

See additional chaperone responsibilities on student

activities webpage

Reminder: All MPS employees on the trip are chaperones and

are included in the 1:15 ratio

Did you know that you

can get a copy of your

revenue reports for trip

deposit, ECA donations,

fundraisers, etc. online?

See your Student Activities secretary for access.

RESOURCES Mesa School District Policy

http://www.mpsaz.org/legal/mps_policy/

IGDA, IGDA-R, IGDAA, IGDE, IGDF, IGDF-R, IGDG, IGDG-R

Student Activities Handbook http://www.mpsaz.org/student_activities/training/

Student Activities (See website for your contact)

http://www.mpsaz.org/student_activities/contact/files/assignments.pdf

Front Office