No.

618

SECTION:

FINANCES STUDENT ACTIVITY GROUPS/CLUBS March 18, 1996 June 16, 2003 November 21, 2011

OCTORARA AREA SCHOOL DISTRICT

TITLE:

ADOPTED: REVISED:

618. STUDENT ACTIVITY GROUPS/CLUBS 1. Purpose The Board encourages students to organize and to participate in worthwhile student activities and clubs. Students should gain skills by working effectively together in democratic groups. Students may gain valuable life experience and knowledge while participating in the planning, conducting and evaluation of the activity or club. This policy shall authorize these programs. For the purposes of this policy, student activities and clubs shall be those activities that may be related to the school program, to the class, and/or to the interest of the students, but are not offered for credit toward graduation. These activities or clubs must be approved by the Board, but are not sponsored by the Board. Such activities shall ordinarily be: 1. Marked by organized student participation in the processes of initiation, planning, organizing and execution. 2. Available to all students who voluntarily elect to participate or those eligible to participate as outlined in the Board approved student activity program request. 3. Operated separately from the General Fund of the district. At the primary learning center (K-12), the general primary learning center student activity fund, elementary level (3-5), the general elementary account shall be considered to be the Student Council account and managed to the extent that funds raised shall be spent to benefit the entire student body. At the middle school level (6-8), secondary level (9-12), the Student Council account shall be managed to the extent that funds raised shall be spent to benefit the entire student body.Operated separately from the General Fund of the District. At the Junior-Senior High School (7-12), the Student Council account shall be managed to the extent that funds raised shall be spent to benefit the entire student body. SC 511(d) 4. Accountable to the Board of School Directors by providing regular periodic reports regarding activities planned and/or conducted; and at a minimum, quarterly financial status reports. 5. Formed and operated by following the Board approved procedures that have

2. Definition

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618. STUDENT ACTIVITY GROUPS/CLUBS - Pg. 2 been established for the district.

3. Authority

Any and all student activity groups and clubs are required to obtain Board approval to form and to operate on recommendations by the Superintendent and/or his/her designee. All new Student Activity groups shall submit a "Request to Establish a Student Activity" form (No. 618.1 AR) for Board approval at a regularly scheduled Board meeting. No activity may begin without this approval authorization. All continuing Student Activity groups shall submit a "Request to Continue a Student Activity" form (No. 618.2 AR) by May 1 for approval at the regularly scheduled Board meeting in May of each year. This request must be submitted annually to authorize the continuation and objectives of carryover of any unspent balances to the upcoming school year that will be available to the majority of the returning students who are members of the organization. Any Student Activity groups who will be 1) closing, or 2) whose major membership will be graduating, or 3) whose major membership will no longer be eligible to participate in future activities of the organization, must submit a "Request to Close a Student Activity" form (No. 618.32 AR) for approval before the regularly scheduled Board meeting in June, or as soon as dissolution is anticipated to occur if the closing will occur during a school year. Failure to take any action regarding any unspent balance within one year of the inactivity of the account will deem those funds to be donated to the Student Council fund of the respective elementary or secondary accountaccount. A copy of this policy will be provided to all organizations and this shall also be noted on all forms to provide full understanding of the responsibilities of Student Activity groups formed in the district. Negative financial balances are discouraged on a monthly basis, but in no way may an organization's account end the school year with a negative balance. Anticipated negative balances during the year will require a procedure communicated to the principal for raising funds to achieve a positive balance prior to the close of each school year. Activities ending with a negative balance will automatically be closed with the negative balance covered by the General Fund of the district and in accordance with the administrative regulations. In the event that the Board elects to disapprove or conditionally approve an application, the Secretary of the Board will complete the last item on the request indicating the conditions or the reasons. This will be returned to the appropriate principal for action needed and, if applicable, may be resubmitted for approval at a subsequent Board meeting.

SC 511

SC 511

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20 U.S.C. Sec. 4071 et seq Pol. 122

Students assume all of the costs of travel and attendance at student activity/club events and trips through the financial resources of the organization. The Board shall make school facilities, minor supplies and equipment available and assign staff members (advisors) for the support of a program of student activities. Such availability and assignment shall be in accordance with the Equal Access Act. The Superintendent shall prepare an administrative regulation which shall address, but not be limited to: 1. Membership. 2. Advisors and responsibilities. 3. Appropriate administrator (principal) and responsibilities. 4. Meetings and activities. 5. Records of activities. 6. Financial controls. 7. Emergency and accident procedures. 8. Other issues, as required.

4. Delegation of Responsibility

Pol. 610

The Student Activity groups will be subject to the bidding requirements as outlined in the School Code. All participants and functions of the Student Activity groups will be subject to all other Board policies and administrative regulations. The annual district audit shall include an audit of Student Activities Fund Accounts and such audit shall be paid for from district funds. Proper accounting practices of these funds shall be included as proper procedure. Student activity funds may be expended only for purposes that contribute generally to the benefit of the school organizations. The Board acknowledges a fiduciary responsibility and that a student activity fund procedures manual is available for operational guidelines in terms of compliance with Public School Code Section 511.

Pol. 619

5. Guidelines

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