1. Miami Carol City senior high 2008 - 2009 Club Sponsor Handbook
Shelly Jordan,
Activities Director
Diana Washington,
Treasurer

2. What does each club need to have in the Activities Office?
Organizations constitution
Names of all officers
List of active members
Data Sheet
Meeting Schedule
Copy of meeting minutes to place in the file (Monthly Basis)
Schedule of special activities
Mid-year evaluation of the organization containing a brief description of projects, time spent on the activity, and the names of those members who participated.
End of the year report listing all of the events, fundraisers and projects the group participated in. Also the ending balance in the club account and the plans for the following year.

3. FUNDRAISING $$$

4. Before any fundraiser can begin and items ordered each club needs to complete the following:
Submit an application for fundraising. If the club is planning on having a Community Fundraiser a Community Fundraising Application must be filled out and sent to the Region Office for approval.
The Activities Office will then:
Issue an Activity Number
Post it on the Master Calendar
Return a copy of the Approved Fundraising Application to the sponsor.
The Sponsor’s Responsibility:
Submit Purchase Orders to the Treasurer
Fax Purchase Order to the Vendor
Complete Fundraiser
Submit a completed and typed STUDENT OPERATING REPORT to the Student Activities Office a minimum of 7 working days following the completion of the fundraiser. If the Operating Report is not submitted in this time frame NO FURTHER FUNDRAISING APPLICATIONS WILL BE APPROVED AND THE CURRENT REPORT MUST BE SUBMITTED TO MR. STYLES.

5. Before any fundraiser can begin and items ordered each club needs to complete the following: (Cont.)
Any pre-numbered tickets must be submitted to Mr. Styles. These tickets must be verified and counted by both Mr. Styles and the treasurer before any tickets can be sold.
Once the tickets have been verified they will be returned to the sponsor.
Sponsors are responsible for selling all tickets. No student shall be allowed to sell tickets at any time during the fundraising period.
Tickets must be sold in sequence and all monies must be submitted to the treasurer on a daily basis. If money has been collected and the sponsor does not submit funds to the treasurer the activity will become cancelled.
Tickets may only be sold before school, during lunches and after school.
All left over tickets must be submitted to the treasurer at the end of the event.
The club must pre-sell 100 tickets 24 hours prior to the event in order for the event not to get cancelled.
No tickets will be sold at the door for any event.
The name and the ticket number must appear on the recap sheet or collection of funds sheet so that monies can be refunded in the event the show gets cancelled.

6. Before any fundraiser can begin and items ordered each club needs to complete the following: (Cont.)
Items costing $1, or more, 3 bids must be obtained. These bids should be sent out in the U.S. Mail using Certified Mail Return Receipt to ensure documentation that three vendors were contacted prior to the event.
All bids must be submitted to the treasurer at the completion of the fundraiser along with the student operating report.
A copy of the bids needs to be attached to purchase orders of $ or more.
INVOICES MUST BE PAID WITHIN 30 DAYS OF RECEIPT.
Submit to the treasurer - A check requisition filled out completely with account structures, amount of payment and a clear explanation of the payment.
An original invoice must be attached and signed noting that the items have been received. ALLOW ADEQUATE TIME FOR THE SCHOOL TREASURER TO PROCESS THE CHECK (FIVE SCHOOL DAYS). The school does not accept any C.O.D, or 30 day Trials or Pre-payments so do not make such arrangements with the vendor.
Purchases made in violation of this policy will be considered unauthorized and will become the sole responsibility of the person making the purchase.

7. Procedures For Collection of Money
All monies handled by a board employee must be recorded in one of the following manners:
Official Pre-numbered Employee RECEIPT BOOK (for $15.00 or more)
Sponsors are responsible for signing out a receipt book with the treasurer.
When issuing a receipt, specify the type of payment (cash, checks, or money order). Check the appropriate box in the lower left corner of the receipt.
Issue each student the white copy. Keep the yellow and green copy in the receipt book.
Do not pre-date receipts
Signatures must be original
If an error is made, the receipt should be voided and a new receipt issued.
Voided receipts must remain in the receipt book (all three copies stapled)

8. Procedures For Collection of Money (Cont.)
If a receipt book or other pre-numbered form is unaccounted for, the person to whom it was issued must complete a Certificate of Loss and submit it to the treasurer for auditing purposes.
A tally of student names on the RECAP OF COLLECTION form, is permitted for small, individual, multiple collections of less than $15.00.
If tickets are sold the student name and ticket number must appear on the recap sheet.
The RECAP OF COLLECTIONS form must be properly filled out and contain the following information:
Date of deposit
Deposit to Account Name
Completed Accounting Structures
OBJECT: for sales
4429 for dues and fees
4445 for field trips
PROGRAM: Classes and Clubs
FUNCTION: The account number of your club
SUB-LEDGER: Specific Activity

9. Procedures For Collection of Money (Cont.)
Source and explanation of collection:
Sequence number if using OFFICIAL RECEIPTS and pre-numbered tickets
Summary of the quantity of items sold (i.e., 5 candy $1.00 each)
Tally of student names if collections are less than $15.00
Breakdown of cash/checks and total amount collected
Signature of depositor
*All recaps need to be kept by the sponsor in a folder for each fundraiser to use for Operating Report!

10. Procedures For Collection of Money (Cont.)
Money collected regardless of the amount, must be deposited to the school treasurer, or the back-up designee, on the same day of collections by 1:30 p.m. In the same form it was collected (i.e., cash for cash, checks for checks, etc.)
Money collected on school premises must not be taken home or away from school grounds.
By the end of every school day, it is the collector’s responsibility to submit money collected to the treasurer to be placed in the safe for the next business day. When the treasurer’s office has closed for the day all monies must be placed in the school safe until the following business day.
Money collected pending deposit must be verified by at least two people (principal’s secretary and sponsor) then placed in the school safe to be deposited by the treasurer the next business day.

11. Procedures For Collection of Money (Cont.)
The schools policies regarding the methods of payment accepted are:
Cash
Cashier’s checks/ money order
Checks (only by donations accompanied by a letter)
Incidents involving theft or loss of money associated with Internal Funds activities must be reported immediately to the Principal, Treasurer, and to the appropriate authorities (i.e., school police)

12. FIELD TRIPS

13. In-County field trips need to be submitted a minimum of 10 working days prior to the trip for approval.
Out-of-County trips need to be submitted 20 working days prior to the trip for approval.
Out-of State trips or all trips requiring Board approval must be submitted 65 days prior to a School Board meeting and it must already have been signed by the Principal and the Region Director.
The Board is not accepting any out of Country Trips at this time.

14. Field Trip Checklist
All in county field trip forms must be submitted to the activities office 10 days prior to the trip for approval. No forms will be accepted by the activities director if submitted late.
All out of county field trip forms must be submitted to the activities office 20 days prior to the trip for approval. No forms will be accepted by the activities director if submitted late.
The following forms must be filled out completely when submitting your packet. All forms can be found on the employees page of the school boards website under form search.
Field Trip Permission Request Form (FM-2431)

15. Field Trip Checklist (Cont.)
Copy of Parent Permission Form (FM-4573)
Chaperone Roster (FM-6820)
Student Roster (FM-3530) (All areas must be filled in - see field trip handbook Instruction Elementary-Secondary page 11)
Copy of Itinerary
Letter of Invitation or written justification of trip
Internal Coverage for Trips with no substitute coverage
Temporary Duty for all chaperones attending the trip
Busses (Private and MDCPS)

16. Field Trip Checklist (Cont.)
If you are using a private bus you must obtain a Purchase Order (P.O.) from the Treasurer’s office. Once the P.O. is signed you must fax the form to the bus company to reserve your bus as confirmation. Please be sure to indicate the date of the trip, pick-up time to and from and destination.
If you are using a M-DCPS bus you must obtain a bus requisition from the Athletic Director. M-DCPS requires the requisition 10 days in advance of the trip.

17. Field Trip Checklist (Cont.)
Collection of Money
If your field trip has a cost associated with it you must see the Treasurer to obtain either a receipt book if the trip is over $10.00 or recap sheets if the trip is $9.00 and under. (see Activity Handbook for more information)
Please be sure to calculate the trip leaving some leeway in case the bus is not full. For example; if the bus costs $ (private bus), the entrance to the museum is $10.00 per student and you are projecting 25 students to attend you should charge each student $ This will allow breathing room in case some (5) students decide not to attend.

18. Field Trip Checklist (Cont.)
Do not charge students $10.50 round up to the nearest $1.00 so you would charge them $11.00.
Advertise
In order to have a successful trip be sure to advertise!
If the trip is with only your students make fliers and send them home so parents are aware at least one month in advance of your trip if the trip is local.
If you are planning an out of county or out of state trip submit all of the field trip paperwork (listed above) 6 months in advance. Once the trip is approved post fliers and spread the word this will ensure students know what’s happening.

19. As always, if you have any questions, please don’t hesitate to ask
As always, if you have any questions, please don’t hesitate to ask! Either or stop by the activities office.