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maryActivities 2014-2015 - Somerset Academy Silver Palms

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Somerset Academy
Activities
Master Calendar
One of the most important documents in any school’s activities
program is the Master Calendar.
All activities that occur on the campus both during and after school
hours MUST be scheduled on the master calendar.
You must fill out a Master Calendar Form and an Activity Request
Form including specific dates, times and purpose in order to place
an event/ activity on the calendar.
DO NOT start planning your activity, sign any contracts until you
have received the form along with the proper approval signatures.
Field Trips
Request for Field Trips should be processed with a minimum of
4 weeks prior to the scheduled date of the trip(s) with final
approval or disapproval being granted by the Principal.
ALL FORMS MUST BE TYPED!
Students shall not be denied the privilege of participating in a
field trip because of financial need.
Money collected from students for a field trip must only
include actual expenses for the trip
(i.e.: transportation, admission, lodging, etc.)
The amount may be rounded to the nearest
dollar, but may not exceed that.
NOTE: All sections of the field trip forms must be filled out.
Especially the section which requires Doctor information and
Parent signature.
GUIDELINES FOR
PARTICIPATING IN
FIELD TRIPS
• No D’s or F’s on Progress Reports or
Report Cards, or current standing and
leading up to and including the day of
the Field Trip.
• Must have good standing discipline and
can lead up to administrative decision.
Parent Volunteer/ Chaperons
All volunteers must be 21 years old or older.
All volunteers must fill out a Volunteer Form from M-DCPS School Volunteer Program
Application.
All volunteers will undergo a background check.
Volunteers/ Chaperons must wear an identifying badge whenever serving as a
volunteer.
They must sign in and out every time they serve the school.
Volunteers/ Chaperons ARE PROHIBITED TO SHARE A ROOM WITH STUDENTS!
Volunteers/ Chaperons are PROHIBITED FROM CONSUMING ALCOHOLIC BEVERAGES, or
using mood modifiers at any time.
NOTE: All volunteers must be cleared by the M-DCPS School Volunteer Program.
Field Trips Dates
Kindergarten: October 3, 2014
First Grade: October 10, 2014
Second Grade: October 17, 2014
Third Grade: November 7, 2014
Fourth & Fifth Grade: November 14, 2014
Transportation
CARLOS & SUSANA: 305-261-8571
FRANMAR: 305-253-5086
MANOLIN Y PILAR: 305-444-2240
Clubs & Student Activity Groups
Somerset Academy recognizes the contributions of school clubs and
organizations.
First and foremost they must have:
1. Approval of the Principal
2. The supplemental pay for the sponsor must be recommended by
the Principal.
3. The club must provide school and/ or community service.
These guidelines have been developed for the purpose of assisting faculty &
staff members in their roles as adult advisors to student groups. The sponsor
can be the motivator needed to spark a group of students into action and to
direct them toward positive results.
Clubs & Student Activity Groups
In identifying a successful student group, several characteristics should be
evident. There are as follows:
1. Purpose
2. Organization
3. Commitment
The school’s student activities are grouped under five headings:
1. Elective Office (Student council & Class Government)
2. Honor Clubs
3. Service Clubs
4. Interest Clubs
5. Others
Clubs & Student Activity Groups
In order to receive supplemental pay for the club/ organization,
sponsors must see to it that their clubs conform to the following
guidelines:
1. One general memberships meetings per month
a. 10 or more meetings per school year
b. Activities Director must be notified of time and location
of meeting for the Activities Monthly Calendar
2. Active membership of at least 10 students
3. Up-to-date folder in the Activities Office
4. One school/ community project per quarter (9 weeks)
5. Proper handling of all monies
Clubs & Student Activity Groups
In order to receive supplemental pay for the club/ organization,
sponsors must see to it that their clubs conform to the following
guidelines:
1. One general memberships meetings per month
a. 10 or more meetings per school year
b. Activities Director must be notified of time and location
of meeting for the Activities Monthly Calendar
2. Active membership of at least 10 students
3. Up-to-date folder in the Activities Office
4. One school/ community project per quarter (9 weeks)
5. Proper handling of all monies
Clubs & Student Activity Groups
It is the sponsor’s responsibility to oversee the club in the following manner:
Adhere to ALL procedures pertaining to Activities and Finance
Sponsors MUST be present at ALL meetings and functions.
Check activity area at its completion to be sure that it is
left in order
Prevent students from wandering out of the meeting/activity
area into unauthorized areas of the building.
Support and participate in the Homecoming Week activities
or any other school wide event
Guide the club officers so that they may develop leadership qualities
Encourage students in the area of service, for both school and community
Activities Folder
Club/Organization Name
Sponsor’s Name
Activities Folder
The club folder, which will be filed in the Activities Office, must include the
following items:
1. Club/Organization Constitution
2. Elected Officers
3. Membership List
4. Member Data Forms (Full Names/Addresses/Phone
Numbers/Class Schedule)
5.Minutes of monthly meetings (MUST BE TYPED NEATLY)
* Minutes must be filed by the organization secretary. If they are not
available to do it, then another officer may do it for them. They must
first show the minutes to the Activities Director, then, there will be a
sign-in sheet in the Activities Office which they and the Activities
Director will have to initial once the minutes have been filed.
REMEMBER: This is important both for your organization’s files and for
the administration of your supplemental pay.
6. Copies of ALL Activities and Finance documents
Paperwork Due Dates
Teachers below you will find the monthly due dates for the club and grade
sponsor paperwork.
September 24, 2014
October 29, 2014
November 20, 2014
December 17, 2014
January 28, 2015
February 25, 2015
March 18, 2015
April 29, 2015
May 21, 2015
Jean Days / Spirit Days
FRIDAYS ARE CLUB/CLASS TSHIRT DAY! Students can show their
spirit by wearing their special club,
sport, or class t-shirt! Students MUST
still adhere to the dress code in terms
of pants, shoes, etc.
***Please inform students that this is a
privilege that they can lose!****
Finance Procedures
Somerset Silver Palms
Somerset Prep @ Silver Palms
2014 – 2015
Mary Quiroga
Collection of Money
Once the money has been collected, you must complete a Recap
of Collections. The form must indicate the account name, source
of collections, payment method and amount collected. Your Recap
can be handwritten with blue or black ink (NO Pencils) or typed,
however the name of the teacher, coach or sponsor MUST be
printed and signed (Not typed)
All money and forms must be turned in to the school Business
Manager on the same day it was collected. All monies must be in
a blue or black zipper pouch. No ziplock or envelopes.
If a mistake is made on a recap sheet, a new form MUST be done.
NOTE: Make sure money turned in matches the information on
the RECAP sheet and receipts if applicable.
Purchase Orders
The Principal has the sole
responsibility for authorizing all
internal fund purchases. If an
approved purchase order is not
on file with the Business
Manager prior to the time of
purchase, the purchase WILL BE
DENIED and the payment will
become your personal
responsibility.
Purchase Orders
Form Must Include:
Name and complete mailing address of vendor and FAX number.
Account Name (Ex: Science, Math, Spanish, PE)
Description of item(s) being purchased (code number, catalog definition and any other
information that will assist in receiving what you order)
Quantity
Unit Price
Total price for each item
Total amount of purchase (including shipping & handling or any other vendor charges)
The form may be typed. Your printed name MUST be handwritten. (Blue or Black
Ink)
REMEMBER WE ARE TAX EXEMPT
Check Requisitions
Check requisition forms are used for the payment of a purchase order for
which you have already received the items/service and for the
reimbursement of items purchased with the internal/personal funds.
For personal reimbursements, you must receive authorization in advance
from the Principal and/or Business Manager. If purchases are not
approved and signed in advance, the Business Manager will NOT issue a
reimbursement check for the purchases.
Form may be typed. Your signature MUST be handwritten.
Check Requisitions
Checks will not be
issued without a
completed purchase
order & check
requisition. Your
request should be
turned in with a
minimum of 5 business
days notice.
Form Must Include:
A copy of the invoice attached along with the approved purchase order.
An explanation of items received.
The multiplication and addition on the invoice must be checked prior to submitting the form to
the Business Manager for payment.
Personal Reimbursements:
A signed receipt for an online or in store purchase MUST be attached to the form. Remember
we do not pay TAX.
The multiplication and addition on the receipt/s must be checked prior to submitting the form to
the Business Manager for reimbursement.
ONCE YOUR CHECK IS READY YOU WILL RECEIVE AN EMAIL FROM THE BUSIENSS
MANAGER. ALLOW AT LEAST 5 BUSINESS DAYS FOR A CHECK REQUISITION TO BE
PROCESSED AND APPROVED.
Receipt Books
All teachers, school organization sponsors, and athletic coaches will
have to sign out a receipt book at the Business Manager’s office. You
MUST issue a receipt for purchases of $15.00 and over.
Each receipt book includes three copies; the white receipt is stapled to
the Recap of Collections form along with the money. DO NOT STAPLE
MONEY. The pink slip is to be given to student/parent and yellow slip
remains in receipt book as an audit copy.
All issued receipt books must be returned once completed. For school
accounting purposes, a completed receipt book must be returned to the
Business Manager before a new receipt book can be issued.
Money Transfer Form
To transfer funds within
Quickbooks the Money
Transfer Form must be
completely filled out, signed
and approved by the
Teacher/Coach/Sponsor
transferring the funds.
Note: If the account does not have sufficient
funds to transfer over to another account your
request will be put on hold.
Overview-Rules & Regulation’s
Purchases of materials and supplies are not to be made without the approval of the
Business Manager and Principal.
No Sales Tax may be paid on materials and supplies purchased.
A complete Recap of Collections form must be completed and presented with each deposit.
All money collected by teachers must be turned over to the Business Manager on the day
collected. If the Business Manager is not available, both the money and the Recap of
Collections form Must be placed in one of the safes.
PERSONAL CHECKS ARE NOT ACCEPTED (cash or money order only)
Payments or purchases may not be made from any money collected.
Blue or black ink ONLY (no pencil)
All finance forms are found on our school share drive.
Do not leave money in your classroom or take home regardless of the amount. Any money
lost will be your responsibility.
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