1.Budget Form

• Budget forms are recommended to be turned in at the beginning of each semester (Deadlines will be explained during the year)
• Clubs may turn in one form detailing all purchases for the entire year at the beginning of the first semester, but turning in one each semester is recommended
• Includes all costs and fundraisers that are predicted to occur over the semester

2. Purchase Approval Form

• Available next to Viking Vendor
• One PA can only reimburse one person, so if you are splitting, please fill out multiple PAs
• Steps:

1.  Fill out what you are purchasing
2. Go to a Tuesday Business Meeting, get it approved
3. Buy it, keep a receipt, do not buy anything else on the same receipt
4. Fill out the reimbursement portion of the PA
5. Put the receipt in the PA envelope
6. Turn it into the Menke box in the SU

• Things you cannot buy:
  • Gifts of any kind, including gift cards
  • Any supply, salary or repair or maintenance cost that is the responsibility of the school district
  • Articles for the personal use of district employees
  • Expenses for staff/faculty meetings
  • Employee application gifts or meals
  • Donations to another organization or families or students in need
  • Cash Awards to anyone

3.ASG Business Meeting

• Every Tuesday during advisory inside the SU
• Physical passes can be picked up at near the Viking Vendor
• Club officers must come get approval for purchases and events

• After your budget form is approved, you can host fundraisers after school
• Steps: 

1. Fill out the Facilities form (ihsbluecrew.org/facilityform) 
2. Print and fill out the Fundraisers form (can be found outside SU) (Club Forms 24-25) 
3. Attend the ASG Business Meeting AT LEAST 2 weeks in advance
4. If you want to sell anything on 5-star (online) fill out the vendor request form (Vendor Request Form)

Fundraising Process – Before Event 

Pre-event forms:

• Club business meeting + meeting minutes form: put form here
• Purchase Approval, Master Fundraiser, and/or Facilities Form
• Fundraiser/Webstore Request Form: ihsbluecrew.org/vendorrequest

In-Person Fundraiser:

• Message club rep 3 days before to coordinate cash boxes, event
  passes, ipads, etc.
• Event Passes Form: tinyurl.com/earlyleavepasses

Fundraising Process – During Event 

Cash Form:

• Will be given along with the rest of the supplies prior to the event
• For each CASH sale of an item, put one tally 
  • At the end, count up tallies and multiply by the price of a single item

Card Form:

• Will be given along with rest of the supplies
• For each CARD sale, use the Collect App on the Ipad to connect to
  your card reader and make a purchase
• For each sale of an item, put one tally
• At the end, count up tallies and multiply by the price of a single item

*This will be a direct replacement of the Revenue Potential Form*

• Facilities Form: This will be for events that require a facility that is not
  provided by your advisor. ** COURTYARD IS A FACILITY **
• This is a Google Form, and only your advisor may fill it out
• Goes to Ms. Gill and Procedurals
• Form will include basic components (date, time, description, club name,
  etc.)
• Calendar will be available to view available dates for the facility 

**If you have a fundraiser event at a facility, you have to fill out both
fundraiser and facility forms**

**Events that are not fundraisers and do not require facilities do not
need any forms to be filled out**

This form should be filled out AFTER a Master Fundraiser has been approved at an ASG business meeting.

Please fill this form out if you would like to sell any club items of the Viking Vendor webstore (https://store.5starstudents.com/ihsbluecrew). The responses will be looked through, and the items will be uploaded on to the webstore. Items will be added to the Viking Vendor usually within a week during an ASG class period (4th period).  Clubs are not able to sell items at the in-person vendor in the cafeteria. They are however able to sell through the webstore.

If your club has never sold at the Viking Vendor before, please send an email with an image of the club’s official logo or related image to display on the webstore, (1500px by 1500px) to treasurer@ihsvikings.org. If no image is sent, we will either put the standard blue viking logo or create an image for your item.

Feel free to contact finance@ihsvikings.org and treasurer@ihsvikings.org with any questions you may have!
 

CLUB ACCOUNT (UPDATED 8/23)

Each club has an official account which club funds are stored and spent from. You can track the balance of your club account by contacting treasurer@ihsvikings.org or finance@ihsvikings.org. The club balances from 8/23 can be accessed at https://drive.google.com/file/d/1Km_LuTQgSGB1OO-4co8X-5H2Y0hrLOss/view?usp=sharing.

New clubs will have an account opened for them and start with $0. Usually, new clubs will ask members/officers for small donations to start raising funds for their club. After that, your club can host fundraisers to build up your balance.

Clubs that have remained inactive for over a year will have their club account dissolved, and the funds will be moved into the general fund that can be spent by the Student Council on behalf of all students.

Club funds cannot be kept in an advisor’s room.

At the end of a school year, clubs may not carry over large balances into the next school year. The 20% rule states that your club can carry over a maximum of 20% of what you spent in the past year. For example, if you start the school year with $2,000 and end with $1,000, you spent $1,000 and can only carry over 20% of that, which is $200. This is a guideline set by the state to ensure that clubs are not building up funds with no plans to spend them. At the end of the school year, clubs will have an opportunity to tell ASG why they would like to keep an amount higher than the 20% rule allows. An example of this would be that your club is saving up money for a large event in the following year. Exceptions will be made on a case-by-case basis, but if your club does not let ASG know that you would like to keep more money in your account and a reason for it, the 20% rule will apply.

RULES FOR CLUB POSTERS

1. Only use masking tape to hang up posters (blue painter’s tape is preferred).
2. Posters are not allowed to be placed on murals, floors, ceilings, glass, or display cases.
3. There must be a date written somewhere on the poster.
4. Posters must be taken down after the event being publicized has passed.
5. Poster content must be approved by your club advisor before hanging it up.
6. Do not publicize an event if it has not been approved by ASB. However, if you talk to Mr. Willer and he says it is okay to publicize the event before it has been approved, feel free to do so.
7. Club posters will be taken down if these rules are not followed or if posters contain inappropriate phrases/pictures. Please monitor your posters for graffiti, posters will be taken down if inappropriate things have been added to them or otherwise destroyed.

CLUB ADVISORS RESPONSIBILITIES

When students ask if you are willing to be a club advisor the following Responsibilities are required of you as an advisor. The total number of hours will be determined by the number of events your club decides to host. 

Virtual Meeting & Events:

1. An advisor must be present online during all official club virtual meetings and virtual events. In the event the advisor cannot supervise a meeting they must ensure a certified teacher is in place to supervise.

Meetings:

1. Assist students in creating a club constitution that contains the bylaws and rules of the club. Advisors should ensure that the constitution is followed by all members of the club.

2. Advisors must supervise and attend EVERY meeting or activity planned on campus; and any formally recognized club activities held OFF campus. In the event the advisor cannot supervise a meeting they must ensure a certified teacher is in place to supervise.

3. Assist club officers in keeping track of attendance and monitor behavior.

4. Assist students in making their own decisions. Help students to clarify their goals, to work through their problems, to plan activities and to continually evaluate their efforts.

5. Supervise nomination and appointment of officers and members and be sure that the process follows the club’s constitution.

Events:

1. Be aware of all events and actions being planned.

2. Be sure that the district office and not the advisor signs all contracts with vendors.

3. Be sure that all events planned are chaperoned. Evening activities and dances will be limited due to supervision and facilities space.

4. All events must be approved by ASG. For events using on campus facilities, the advisor will verify with officers that forms are turned in correctly and on time.

Money:

1. Facilitate purchase of materials for fundraisers, eventss, etc; make sure that ALL MONEY is run through the student activities office.

2. It is the responsibility of all clubs to keep records of all financial transactions and submit original paper work to the schoolbook keeper in a timely manner.

3. All financial decisions must be made by the students and said decisions must be recorded by submitting a Purchase Approval from to the student union.

4. Deposits and reimbursements must use specific forms that are found in the Student Union. There are copies online as well.

5. Clear all fundraising through the activities director. All fundraising must meet the healthy food guidelines, which are also included in this packet. Ensure that a master calendar form is filled out before the fundraiser and that all money is turned in at the end of a fundraiser.