General Information

Activity Requests

All activity requests must be submitted on our ‘ACTIVITY REQUEST' form well in advance of the thoroughly planned activity. Submit requests to the assistant principal in charge of student activities between April 1st and May 15th.
Explanations of information required on Activity Requests
Date of Activity: Day(s) of the activity.
Name of Activity: What is the activity?
Purpose of the Activity: Why is the group doing this activity?
Time of the Activity: Hour(s) of the activity.
Grades Involved: Grade levels participating.
Closed Activity: Only the sponsoring group or open to others?
Room/Area Requested: Location of the activity.
Sponsor's Name: Advisor(s) name(s).
Organization: Name of the group, club, class, etc.
Today's date: Date Activity Request is submitted.

Following the approval of an activity request, fill out and submit a ‘Building Use' form to the assistant principal.

Arrangement for technical assistance, equipment needs, etc. should be submitted well in advance of the activity to the assistant principal.

Food service requests should be referred to the Food Service Director.

An activities calendar will be provided and updated as needed. Submit additions/amendments at least one week in advance of the dated change.

Announcements are made daily. Please submit them to the Activity Director's secretary by 3 p.m. to be approved for announcement the following day. All announcement requests require advisor and office approval. Guidelines are listed on the form.

All organizations that have received approval to leave the campus must prepare a list of those students attending the activity so as to duly notify the staff. All students planning on participating during the school day on a field trip must have approval from their parents each of their classroom teachers.

Meetings should be planned in conjunction with the calendar of events. Any meetings that are scheduled before or after the school day should be planned well in advance so as to give proper notice to parents, participating students, and custodial staff.

It is imperative that the chaperoning of events be given strong consideration. Large activities, such as dances, etc., should plan to have at least one chaperone per 50 students.

It is necessary to maintain proper security on campus at all events. See the assistant principal in charge of student activities for assistance.

Accounting Procedures

All monies collected from fundraising activities along with a fundraiser summary sheet must be receipted and turned in the office within one week of the end date of the fundraiser. The counting of money should be supervised, and all monies should be secured in the high school office. Checks should be made payable to Crestwood High School/Organization's name.

Activity Account-Internal Account Procedures

1. Funds collected from student activities are to be turned in to the office by 9:00 a.m. so these monies can be ready for the bank before pick up time. All monies must be counted (coins rolled/currency wrapped -include the bank account number written on the roll/wrapper - this number is available in the main office) and necessary forms filled out and ready for bank deposit. See the Activity Director's secretary for procedural details.
2. Ordering of supplies for student activities requires office approval and should be done through the office using purchase orders.
3. All bills or invoices should be submitted to the office for payment. No bills are to be paid from funds before those funds are turned in to the office.
4. When it is necessary to withdraw funds from an activity account in advance of an event, submit the account withdrawal request at least ten days ahead to allot time for the necessary paper work. Check request forms are available in the office. All check request forms must be signed by the organization's sponsor, assistant principal of student activities, and principal.
5. Purchase orders should be used for the procurement of any items or supplies.
6. Receipts must be obtained to cover all withdrawn funds. Receipts are mandatory for auditing purposes. Careful planning will avoid delay and frustration in obtaining a check.

Record of Tickets or Goods Consigned and Receipts

As goods or tickets are consigned to students, detail such information indicating both quantity(s) and value. It is required that student contracts are used to ensure clear and accurate records. Receipts should be given to students upon submission of monies.

Sales

The period of sales should not exceed two weeks Extended sales require written information justifying an extension of activity prior approval by the principal.

Records

Advisors are required to maintain accurate records for all activities and/or fundraisers.

Fundraiser Income Summary

A completed ‘Fundraiser Income Summary" form required and should be submitted to the assistant principal in charge of student activities within one week of the end date of the fundraiser. This summary is necessary in the event of audit and is beneficial in indicating the success or lack of success of the activity. The fundraiser income summary should be submitted prior to initiating another fundraiser.

Examples of Fundraising

The following items listed have been established for class and organization fundraising projects:
Class/Group expenditures
Dances
Camps
Charity
School donations
Bereavement fund

Fundraising Hints

• Comparison Shop - at least three sources when applicable
• Notify the office of vendor selection(s)
• Notify the office temporary storage of goods and time of delivery
• Plan for distribution of goods well in advance
• Keep accurate records (student contracts)
• Receipt all monies collected by students and the organization
• Submit funds and summaries within required timelines

Sponsoring a Dance

Submit an activity request for approval
Submit a building use form
Secure Chaperones (at least one /50 students)
Have adequate change for "at the door" ticket sales
Arrange for refreshment helpers
Confirm needs for the deejay
Request entertainment check at least 10 days prior to the event
Arrange for security
Submit a fundraising income summary within one week of the event

Assemblies and Meetings

Plan well in advance
Submit an activity request and agenda
Submit a building use form

Pictures

Submit an activity request and building use form when applicable.

Promotions

The primary reason that activities fail is that the event is not properly and/or effectively promoted. Promotion means, by definition, to "present for public acceptance through advertising and publicity". Our school has traditionally utilized posters, badges, p.a. system announcements, flyers, cafeteria presentations, local cable television, and the best method - word of mouth on a one to one basis. Careful promotional planning is the best way to have a successful activity. Note that anything put up in the hallways requires administrative approval / initials.

Special Note

All fundraising activities must be directly related to the improvement of an organization as a whole, a benefit to the school and/or the raising of monies for a specific project, such as a charitable organization, etc.
This guide is intended to help you with the awesome challenge of being an advisor. Please feel free to contact the office if you have any questions, ideas, or concerns.