Clubs

Procedures & Paperwork for Clubs at THS

Remind Account - stay up to date on meetings, procedures & deadlines!  Send message to 81010 with @2a79c9

Contact for assistance and/or questions: 

• Joshua Gomez-Zavala - Activities Director, 
  jgzavala@tusd.net
• Katrina Williams - ASB Bookkeeper, kawilliams@tusd.net 
• Stacy Browne - Yearbook Advisor, sbrowne@tusd.net
• Violet Howard - Clubs & Fundraisers Commissioner

Facility Request

In order to use a facility at THS, the advisor must work with the Club President to formally request the location at the following website. If there are any issues in requesting a facility, please email Tara Nelson who is in charge of facilities. tnelson@tusd.net

To view and create Use of Facilities, please click HERE!

Fundraising Request (Examples & Templates Below)

In order to hold a fundraiser on campus, you must complete a Fundraiser request Form for formal approval. You are not allowed to hold a fundraiser unless this approval process has been completed. If the fundraiser is done with approval, the funds raised will go into the general ASB Fund and not be allocated to the specific club that held the event. Please allow up to two weeks for approval. 

Please note: there are board policies in place at the district level that restrict our fundraiser activity and these policies must be followed accordingly. 

Purchase order Request (Examples & Templates Below)

In order to make a class, club, or sport purchase or expense, you must complete a Purchase Order request Form for formal approval. You are not allowed to expend money without formal approval from the bookkeeper, ASB, Activities Director, & Principal. Please allow up to two weeks for approval. 

Typical ASB approval process is as follows: 

1. Paperwork Submitted to ASB Bookkeeper on Mondays AT LEAST 1 week prior to approvals (ie: Something requiring approval on 8/25 should be submitted on 8/15) to ensure no delays. 
2. ASB Approvals are held on Thursdays of each week. 
3. ASB submits approval of activity requests, Purchase Orders, and check approvals to the principal for FINAL approval no later than the following business day. 
4. FINAL approval from the principal at the earliest convenience. 
5. The bookkeeper provides final notice of approval.

Club Meeting Minutes Template

Club Meeting Minutes Example

Purchase Order Request Form Template

Purchase Order Request Form Example

Fundraiser/Activity Request Template

Fundraiser/Activity Request Example

Every club on campus must have an updated Constitution at the start of each school year with a completed approval officer form. A hard copy of an update Constitution along with the officer form must be given to the ASB Bookkeeper. A digital copy of the Constitution must be submitted using the link above.

A club that has been inactive for 18 months will be dissolved and removed from the accounts with the ASB Bookkeeper. 

To create a club, these are the following items needed: Adult Advisor, Mission Statement embedded into the Constitution as to the inclusive nature of the club at THS, Constitution. These items must be turned into the Activities Director for formal approval and then sent to the Principal for final approval of establishment. A club must be formally approved to participate in Club Rush, have meetings, hold fundraisers, and more. 

Please use the following link to fill out a Club Application for this school year! If you do not complete this form in its entirety or do not follow the proper guidelines, your club may be denied a charter until properly filled out!

Note: All applications for club charter must be received by the Activities Director and given approval from the student council and principal before formal operations may begin. This form will constitute the above requirements and is due no later than 8/14/22 by 11:59PM if your club is looking to be a part of Club Rush Week.

STEPS:

Step 1: 

Create a Club Constitution and attach it to the Application Form. (There are examples and directions in the Application below if you need assistance!)

Step 2: 

Click here  to complete this Application Form (You will need to use your SCHOOL EMAIL)

Step 3: Join the REMIND for club announcments all year long! Text @ICC24-25 to 81010 to sign up! 

REMEMBER TO SUBMIT CLUB ATTENDANCE ON 5 STAR.

Presidents! Join the REMIND for club announcements all year long! Text __________ to 81010 to sign up! 

Clubs and Funds Commissioner: Violet Howard (hellostranger2731@gmail.com)

ASB President:  Jake Hallen

Activities Director: Mr. Gomez-Zavala

Minutes: