Somerset Academy Activities Master Calendar One of the most important documents in any schoolвЂ™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 вЂў No DвЂ™s or FвЂ™s on Progress Reports or Report Cards, or current standing and leading up to and including the day of the Field Trip. вЂў 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 schoolвЂ™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 sponsorвЂ™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 SponsorвЂ™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 organizationвЂ™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 вЂ“ 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 ManagerвЂ™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 & RegulationвЂ™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.