General Club Sponsor Responsibilities

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2 General Club Sponsor Responsibilities 1. The sponsor shall be in attendance and supervise all meetings and activities. Students are not to be left unsupervised. Safety is of primary importance. Sponsors never meet one-on-one with a student in an unsupervised situation. 2. All forms for BHS clubs are located on the BHS website under Club/Intramurals. 3. To reserve the Arend Center for club meetings, contact Jason Salmons. All other locations create an event under your google calendar select a location (Lecture Hall, North Commons, South Commons, East Gym, West Gym, Main Gym) on the right hand side you will see Guest and Rooms select Rooms BHS and then select the location. 4. The sponsor shall keep accurate attendance and must maintain a membership list. At the end of the semester, submit the number of meetings and number in attendance at each meeting along with the total number of members in your club. 5. Field trip requests must be approved through Tanya Vaughn or if you are a CTE related teacher/sponsor send to Rose Spaulding. Send completed form at least two weeks prior to departure date for approval. The form will then be forwarded to David Hudson who will contact transportation. A copy of the request will be placed in your mailbox once it is completed. 6. For all finances involved with a field trip, contact Heather Shipman. 7. If your field trip is out of district but in state and there are no expenses to be claimed only the field trip request form is needed. All other field trips that fall outside of the district must complete the Out of District/State Travel Form. All Activities participating in overnight trips will be subject to bag checks by the sponsors. It is the sponsor(s) responsibility to notify the students that the sponsor(s) will be conducting bag checks for every overnight trip. Checks will be done prior to departure and may take place at any time on the trip. This procedure is being implemented to ensure the safety and wellbeing of our students. Males should conduct these checks for male students and females for the female students.

3 8. Before you travel, make sure you send the travel list of student names to the nurse s office for medical information. 9. Travel times must be between 8:45 a.m. and 2:00 p.m. Contact Glenda Lambert at extension 5080 for special situations. 10. The sponsor shall be responsible for the handling and depositing of all money related to club activities. Sponsors must take extraordinary care whenever handling cash. 11. All fundraising activities must be approved through Tanya Vaughn. If you are a CTE related teacher/sponsor send to Rose Spaulding. Send completed form at least two weeks prior to date of the event. In addition to completing the fundraiser proposal, the sponsor must reserve the facility before the activity can occur. Failure to do so may result in cancelling the event. 12. The sponsor is encouraged to organize a Club Booth for Tiger Camp and assign members to work the booth for the duration of the event. 13. The sponsor and David Hudson are responsible for reviewing and approving all advertising, publications, statements, and activities before they are posted or released to the general public. Please, NO posting of flyers on windows, glass, entry doors or restrooms. 14. Club and activity seminar passes need to be made in advance of the event. 15. Recognition of the great things that your club has done is a powerful validation of your students and an impactful way to honor their efforts. If your event raised money for a charity, let people know the great things your students are doing! Send an to David Hudson and he will help you out! Fundraising Procedures 1. Food sales can only occur after school.

4 2. Money can only be collected during lunch and before or after school. Money collection CAN NOT take place during seminar.make sure you review the proper process to purchase products. Do not purchase without the school s authorization. 3. Door to door sales or soliciting from community businesses will be restricted. Special permission must be obtained to do either. Bentonville Public Schools Fundraising Approval Request Form All fundraising activities using BPS students and/or school facilities or property requires approval. Approved fundraising activities shall conform to the requirements of the District s Fundraising and School Activity Fund and Sanctioning Policy. Fundraising activities must be consistent with the mission, goal and objectives of the District. Request for fundraising will be accepted only on this application form provided by the District and is submitted at least 14 days in advance of event. Date of Request Name of Organization Requesting Fundraising Activity School or Location of Event Purpose of Fundraising Event Date(s) of Event(s) One-time event On-going event End date Projected Dollar amount to be raised Describe how the fundraiser is conducted Will BPS students be involved? Yes No Will school property or facilities be used? Yes No Funds will be deposited in: School Activity Acct. Sanctioned Acct Signature Name Address Phone Number City State Zip Address

5 ********************************************************************************************************************** OFFICE USE ONLY Principal Signature Date Approved Denied Executive Director Signature Date Approved Denied Superintendent Signature Date Approved Denied BHS Field Trip Request SUBMIT TO: Tanya Vaughn AT LEAST TWO WEEKS PRIOR TO DATE OF TRIP Teachers are responsible for permission forms and collection of field trip fees TEACHER/SPONSOR: SCHOOL: BHS TODAYS DATE: Purpose of the Field Trip: How will this trip correlate with your present curriculum? Follow up activities: Departure Date: Return Date: Departure Time: Return Time: Departure Notes (Include special pickup instructions and specific driver requests here): Special instructions (Include drop off point, lunch plans, alternate destinations, etc. here): Destination of Field Trip (Include address if available): No. of Students: No. of Adults: No. of Buses: No. of wheelchairs: 0 Sack Lunch Yes No X Cafeteria Lunch Yes No X Do we need to notify cafeteria Yes No X Special Classes Yes No X Check with Nurse for Medications Yes No X

6 TEACHER CONTACT INFORMATION: TEACHER NAME: TEACHER CELL PHONE #: TEACHER APPROVAL INFORMATION: Approved: Disapproved Date: Supervisor Authorization Account/Billing/Budge Code:

7 Bentonville High School PERMISSION TO TRAVEL FORM Trip Information: School Contact(s): Contact Phone: Date of Travel: Location of Travel: Departure Time: Return Time: I/We give permission for to travel on school provided transportation for this school-related activity. I/We understand that all students involved in this activity will travel to and from school on school provided transportation unless clearance has been made by the teacher, coach, principal or doctor due to extenuating circumstances. I/We acknowledge that the return time to school for these events is sometimes at a late hour (note Return Time above). A reliable means of transportation home for the student will be waiting when the student returns to the school. Home/Family Information: Home Address: Phone: Emergency Phone: Insurance Company: ID#: Parent Signature Date Student Signature Date

8 Trip Information: School Teacher/Sponsor Contact: Teacher/Sponsor Contact Phone: Date of Travel: Location of Travel: Departure Time: Return Time: Bentonville High School PERMISSION TO TRAVEL FORM Personal Vehicle I/We give permission for to drive their own personal vehicle for this school-related activity. I/We understand that my student involved in this activity will travel to and from the school and/or to work or home depending on time of the day. Home/Family Information: Home Address: Phone: Emergency Phone: Insurance Company: Parent Signature ID#: Date Student Signature Date Principal Signature Date

9 School Organization: School Teacher/Sponsor name: Bentonville High School Activity Approval Form Teacher/Sponsor Contact Phone & Date of Event: Location of Event: Event Beginning Time: Event End Time: Purpose of this activity/event: Sponsor Signature: Date signed: Admin approval/or decline Date:

10 Facility Usage Form Location: Buildings/Rooms: Budget code for Custodial/event setup services: Event Start Date: Beginning Time: Beginning Setup Time: Event End Date: End Time: End Clean Up Time: What is required for event setup? Number of People: What services do you require of Custodial Staff? Example: unlock doors, stock bathroom

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13 Handling Money Procedures 1. Money (checks or cash) must be given directly to the bookkeeper, Heather Shipman, or placed in the drop safe following the procedures outlined below. Money should never be left for the bookkeeper in an unsecured location. 2. All money given to the bookkeeper or put in the safe must first be counted. The money must be accompanied by a completed Money Collection Form (or alternate form provided by the bookkeeper). If money is collected late in the day and it is impossible to count the money before leaving that day, put the money in a clear tamper-evident deposit bag, label with your name and the date, seal, and place the bag in the drop safe. Return to the office the following day to count the money and complete a Money Collection Form. 3. If cash (currency only--not checks) of more than $100 is collected, the bookkeeper is required to verify the cash portion while you are there. If this is not possible at the time the money is brought to the office, put the cash in a clear tamper-evident deposit bag, label with your name, the date and the amount then seal the bag and place it in the drop safe. Return to the office the following day so the cash can be verified. 4. Use a blue zipper bag or regular envelope if the money has been counted and cash (currency only not checks) is less than $100. If you have a deposit that includes cash of more than $100 and checks that have been totaled, put only the cash portion in a clear tamper-evident deposit bag. This will allow the bookkeeper to process the checks as soon as possible. 5. You are responsible for loss of money that occurs in your classroom. It is recommended that you take money collected to the safe or bookkeeper daily. It is REQUIRED that all money collected be taken to the safe or bookkeeper before 1:00 p.m. on the last school day of the week and on any day in which the cumulative amount collected exceeds $50. Maintain records of the money you have turned in as the money will not be returned. When the bookkeeper becomes aware of a teacher s failure to follow the procedure, she is required to the principal and retain a copy of the sent with the deposit backup. 6. Verify that you receive a white receipt from the bookkeeper within two days of turning in money. Attach the receipt to your collection information kept for your records.

14 Receipt # Thru # Account #: Teacher Signature: LOCATION: Date: MONEY COLLECTION SHEET PURPOSE OF COLLECTION: AMOUNT: For Office Use Only: Currency: Receipt # Coin: Account # Amount: Checks: Date: Receipt # TOTAL DEPOSIT: Account # Amount: Bookkeeper s Initials Date: Teacher s Initials

15 Purchase Order Purchasing 1. If you are a club sponsor you will need to fill out and submit a purchase order to the bookkeeper, Heather Shipman, Room N The bookkeeper will send it to the Principal, Mr. Loyd, for approval. 3. After it is approved - it will be entered into the system. Depending on circumstances this process can take up to one or two weeks, so please plan accordingly. 4. You will receive a copy of the purchase order in your mailbox. This gives you the approval to move forward with your purchase. DO NOT make a purchase before you receive your purchase order back or have pre-approval from the department assistant principal. CREDIT CARD PURCHASES If you need to purchase items from Wal-Mart, Sam s Club or a Neighborhood Wal-Mart you must use a BHS Wal-Mart credit card: 1. You must have a completed and approved purchase order. If you do not you must submit a purchase order. 2. Sign out the Wal-Mart Credit card from one of two bookkeepers at BHS. 3. You cannot purchase items other than what is specified on the purchase order. 4. You must stay within 10% of the approved dollar amount on the approved purchase order unless you have preapproval from the department assistant principal or the bookkeeper. 5. The receipt must be itemized. Un-itemized receipts will not be accepted as payment. 6. Sign the receipt. 7. Promptly return the credit card and receipt to the bookkeeper. DO NOT wait weeks or months to turn in the credit card and receipts. 8. If you have lost a receipt you must contact the place of purchase to request a new one. Otherwise you are responsible for reimbursing the district. 9. Central office currently has the cards set up so that you cannot purchase items online from Sam s Club or Wal-Mart. I need to purchase from a location other than Wal-Mart, Sam s Club or Neighborhood Wal-Mart. What do I do? 1. You must have a completed and approved purchase order. If you do not you must submit a purchase order. 2. Sign out the Visa Card corresponding to your department or purpose from the bookkeeper at BHS. 3. You cannot purchase items other than what is specified on the purchase order.

16 4. You must stay within 10% of the approved dollar amount on the approved purchase order unless you have preapproval from the Principal, Mr. Loyd, a department head or the bookkeeper. 5. The receipt must be itemized. Un-itemized receipts will not be accepted as payment. 6. Sign the receipt. 7. Promptly return the credit card and receipt to the bookkeeper. **DO NOT wait weeks or months to turn in the credit card and receipts. 8. If you have lost a receipt you must contact the place of purchase to request a new one. TRAVELING 1. Are you traveling inside Arkansas or out of the state? If you are traveling outside the borders of the state of Arkansas you must fill out an Out of State Travel form. If you are staying within the borders of the state of Arkansas you do not need to fill out this form. 2. After you receive a copy of your Out of State Travel form you may go forward with your travel purchases. You cannot travel out of state until your Out of State Travel Form has been approved by the BHS Principal, Mr. Loyd, and the BPS Superintendent, Dr. Jones. This process can take up to 3 weeks to one month so please plan accordingly. 3. Complete a purchase order by vendor for the following: a. Credit card purchases Registrations, Hotel, Airfare, Rental Car fees, Parking/Shuttle fees, Tickets/Admissions Fees, et cetera. b. Company or Institutions Registrations staff/student or any other purchases requested specifically by the Company or Institution requesting payment c. Staff Member a purchase order must be completed for each staff member attending said trip and is requesting reimbursement Meals, Mileage (cannot be requested if carpooling or taking a district vehicle), Gas for district vehicle, Parking/Shuttle/Taxi/ Baggage fees, et cetera. 4. Submit the purchase order to your department head. If you are a club sponsor - submit the purchase order to the bookkeeper, Heather Shipman, Room N The purchase order will then be reviewed and approved by the department assistant principal who will forward to the Principal, Mr. Loyd, for final approval. 6. After it is approved - it will be entered into the system. Depending on circumstances this process can take up to one to two weeks, so please plan accordingly. 7. You will receive a copy of the purchase order in your mailbox. This gives you the approval to move forward with your purchase. DO NOT make a purchase before you receive your purchase order back or have pre-approval from the department assistant principal. Dept. Heads must seek approval from the department assistant principal. 8. Sign out the Visa Travel Card from one of the two bookkeepers at BHS. 9. You cannot purchase items other than what is specified on the purchase order. 10. You must stay within the approved dollar amount on the approved purchase order unless you have preapproval from the department assistant principal or the bookkeeper. 11. Do not purchase meals with the district credit card. Meals are reimbursed at a rate of $40.00 a day in-state and $48.00 a day for out-of-state. If you do, a personal check will need to be submitted to the bookkeeper for the amount charged.

17 12. The receipt must be itemized. Un-itemized receipts will not be accepted as payment. 13. Sign the receipt. 14. If you have lost a receipt you must contact the place of purchase to request a new one. 15. Fill out a Travel Recap for every purchase order and turn in along with the receipts That would be one for every staff member requesting reimbursement, one for all the credit card purchases and one for the invoice to be billed. 16. After your purchases and trip - Promptly return the credit card, receipt and travel recaps to the bookkeeper. **DO NOT wait weeks or months to turn in the credit card and receipts. INVOICES AND STATEMENTS 1. Do you have a purchase order already completed for this purchase? If yes - see #2. If no - then contact the Heather Shipman in Room 109. NO purchases are allowed without a current, approved purchase order. 2. Check to see if it is correct. If it is not - contact the company billing the invoice. Correct it and have them send a new invoice. When you receive the new invoice, sign it and send it Heather Shipman in Room 109. If it is correct - sign it and send it to Heather Shipman in Room As soon as I receive the invoice it must be approved by the Principal, Mr. Loyd. After it has approval it is sent to central office. This process can take up to 2 days. After it is sent to central office, the check is cut, but only on Tuesdays & Thursdays. Depending on circumstances it can take a maximum of 2 weeks for payment to be issued. Please keep this in consideration before placing your orders. 4. A statement is not the same as an invoice and cannot be used as payment. A statement simply is an overview of all the invoices and transactions you have had with a company. If you think you have not received an invoice listed on a statement, call the phone number provided on the statement for more information. If you are unsure if an invoice has been paid, contact Heather Shipman, Room 109. STAFF REIMBURSEMENT As long as you have an Out of State Travel form, an approved purchase order and completed all the necessary paperwork i.e. travel recaps and attached all signed receipts, you should expect payment within 1-2 weeks. If these have not been submitted correctly or in a timely manner, expect delays in payment. For more information, contact the bookkeeper, Heather Shipman, or come by Room 109. GIFT CARDS & CERTIFICATES, CASH GIFTS Under NO circumstances are buying gift cards, gift certificates of gifts of cash allowed using BPS funds.

18 OFFICE DEPOT PURCHASES 1. Submit a purchase order with the vendor listed as Office Depot - If you are not a department head - you will need to fill out and submit a purchase order to your department head. 2. The department head will approve it and send it to Heather Shipman so it can be reviewed and approved by the Principal, Mr. Loyd. 3. After it is approved - it will be entered into the system. Depending on circumstances this process can take up to one to two weeks, so please plan accordingly. 4. You will receive a copy of the purchase order in your mailbox. An administrative assistant will make the purchases. You do not need to do place the order or pay an invoice. 5. Your items will arrive and you will be contacted.

19 BENTONVILLE PUBLIC SCHOOLS --- PURCHASE REQUEST VENDOR NAME *Method of Payment Above* DATE Current Date Above ADDRESS PHONE *Additional Vendor Mailing & Contact Information Above* BUDGET NAME *Name of Budget to be Debited Above* Qty. Item # Description Unit Price Extended Cost Tax S/H Total REQUESTED BY: DEPT HEAD APPROVAL: *Staff Member Receiving Product/Services *Staff Member Approving Product/Services BHS Principal DATE DATE DATE

20 Forming a New Club Bentonville High School encourages the creation of new clubs and student organizations. BHS is always looking to provide new and exciting opportunities for students to participate in extracurricular activities. On the following pages you will find the forms necessary to begin the process of adding a new club or organization on the BHS campus. Please read the forms carefully and fill out all areas. Forms that are incomplete will be returned to the submitter with no action taken. Submit all completed forms to Tanya Vaughn the Leadership Committee for approval. New club proposals will be evaluated by the BHS Leadership Committee. Proposals will be accepted until the October leadership meeting. Any proposals after the October leadership meeting will not be evaluated until the following school year.

21 BENTONVILLE HIGH SCHOOL APPLICATION FOR CLUB/ORGANIZATION FORMATION A club or organization seeking approval must complete and submit this form to a. A copy of the proposed by-laws shall be attached to this application. The principal will review the information contained and then review the request with the department chairs of Bentonville High School. The principal upon review will either recommend or deny approval of the club or organization. Directions: Click on the grey text boxes and type your response. The text box will grow as needed. When finished, submit via to Tanya Vaughn. All applications should also include a signature page with prospective members. Date of request: Click here to enter text. Contact person: Click here to enter text. Name of Organization/ Club: Click here to enter text. Purpose of the Club/ Organization: Click here to enter text How does the Club/Organization relate to the curriculum/activities at Bentonville High School? Click here to enter text. Name at least two (2) service projects this club will be involved with, either at Bentonville High School or in the community. Click here to enter text. How will the club actively participate and contribute to school activities? Click here to enter text. How many club officers will there be and what will be their responsibilities? Click here to enter text.

22 Who is eligible to become a member and what must their level of participation be? Click here to enter text. Cost to join and what will these costs be applied to? Click here to enter text. Proposed Meeting Dates/Times? Click here to enter text. Academic clubs may meet twice a month during seminar and nonacademic clubs may meet once a month during seminar. Any additional meeting must be held before or after school. * Sponsor(s): Click here to enter text. Teacher/Administrator must agree to sponsor club for three years or find their own replacement. Sponsor Signature: (Form must have sponsor signature to be considered for approval.) Approved: Denied: Reasons for denial or comments: Signature of Principal: