Briar WoodsBriar WoodsBriar WoodsBriar Woods Activities ManualActivities ManualActivities ManualActivities Manual

*Some of our Clubs and Organizations

2010 – 2011

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Introduction to the Activities ManualIntroduction to the Activities ManualIntroduction to the Activities ManualIntroduction to the Activities Manual

Faculty and Staff Members:

Welcome to the Briar Woods Activities Manual. This document is intended to be a

reference for all topics pertaining to Briar Woods Clubs, Organizations, and Activities. An

electronic copy of this manual will be located on the Activities webpage as well as the Staff

drive at Briar Woods.

This is a living document and as I receive suggestions and comments from faculty and

staff members the Manual will be updated. Additionally, as new clubs are added or expanded,

meeting times and locations will be updated. Please refrain from printing this document for

your own records because it will be changing fairly often and it will require a large amount of

school resources to do so. If you would like a copy for your own files, please consider saving it

to a flash drive but be mindful of checking back often for updates.

If you have a question that is not answered in this manual please contact me directly

and I will do my best to assist you with finding solutions and clearing up any confusion. The

most efficient way of communicating with me is GroupWise email, but I am also available for

meetings if you would prefer a face to face discussion. To request a meeting time, please send

me an email with an overview of your questions and what days or times work for you. I will do

my best to promptly get back to you and address your concerns.

I wish you the best of luck in the upcoming school year and want to thank you for all the

work that you put in with our students. Additionally, I would like to thank you in advance for

the positive working relationship that I hope we will have this year.

Sincerely,

Jennifer Traina

Jennifer Traina

Activities Coordinator

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Table of ContentsTable of ContentsTable of ContentsTable of Contents

General Activities Information ......................................................................................................... 4

The Activities Coordinator ...................................................................................................................... 4

Clubs, Organizations, and Sponsors ....................................................................................................... 5

Responsibilities of Activity Sponsors ...................................................................................................... 7

Group Activity Period Guidelines ........................................................................................................... 8

Meeting times and locations .......................................................................................................... 9

Showcase Usage .................................................................................................................................. 10

Using the Colored Paper Cart............................................................................................................... 11

Posting Information around the School ............................................................................................... 11

Fundraising Guidelines ............................................................................................................................ 12

General Guidelines and Information .................................................................................................... 12

• Handling Money

• Cash Box Information

• Managing Accounts

Purchasing Materials and Making Deposits ......................................................................................... 13

Using the Building for an Event .............................................................................................................. 15

• Requesting the building

• Obtaining equipment

• Set-up and Custodial Needs

Starting a new club or organization ....................................................................................................... 16

Appendices (with Sample Forms) ........................................................................................................... 17

Appendix A: Fundraiser Request .......................................................................................................... 17

Appendix B: Check Request Form & Deposit Slip ................................................................................ 18

Appendix C: Internal Building Use ........................................................................................................ 19

Appendix D: New Club/Organization Application ................................................................................ 20

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General Activities InformationGeneral Activities InformationGeneral Activities InformationGeneral Activities Information

The Activities Coordinator: Jennifer Traina

The activities coordinator performs the following jobs in the building:

• Creating the Group Activities schedule. (meeting times and locations

• Planning and maintaining the FLEX Schedule.

• Scheduling internal building use. (external building use is the responsibility

of the Athletic Director)

• Coordinating with athletic director on after school building use.

• Scheduling/facilitating assemblies and special programs.

• Approving new club/organization applications. (the principal has final say on

this)

• Obtaining sponsors for non-stipend positions.

• Monitoring club activities, and fundraising.

• Assisting in the planning and coordination of homecoming activities.

• Assisting in the planning and execution of student government elections.

• Communicating with community groups.

• Serves as a member of the pep-rally committee (other members include the

Varsity Cheerleading Coach, Band Director, SCA sponsor, and Mascot

Sponsors)

• Assist in supervision of school activities.

• Any additional tasks as assigned by the principal.

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Clubs Clubs Clubs Clubs and Organizationsand Organizationsand Organizationsand Organizations

Governing Organizations Sponsors

*Student Council Association Laura Noselli

*Senior Class Council Susan James & Michelle Hoffmann

*Junior Class Council Nina Peyton, Karen Oliver, Maryanne Valleau

*Sophomore Class Council Meredith Wood, Stephanie Machado

*Freshmen Class Council Evan Rodgers, Keri Haluska, Lisa Earhart

Honor Societies

National Honor Society Josh Mosser

National Mathematics Honor Society Dee Muesse, Earl Thompson, & Jim Harris

(Mu Alpha Theta)

German National Honor Society Mike Bladel

French National Honor Society Lisa Magurn

Science National Honor Society Rick Heupel

Spanish National Honor Society Tammy Celis

Publications

Literary Arts Magazine* Gene Legg

Newspaper Kelly Colebank

Yearbook Cristina Mai

Service Organizations

Key Club Katie Culbert, Kirsten Barger, Pati Blackwell

Fine Arts

Art Club Heathre Mills

Drama Marilyn Gilligan

International Thespian Society Marilyn Gilligan

Chorus Club Nigel Tangredi

Foreign Language

French Anne Neimann

German Mike Bladel

Latin Michelle Lindo

Spanish Shannon Graham

Hispanic Student Alliance Lourdes Lelo

Career & Technical Education

DECA Martha Belote & Heather VanDyke

Family, Career, and Community Leaders of Christy Hendrickson, Diane Breinig, Maryanne Valleau

America (FCCLA)

Future Business Leaders of America (FBLA) Nancy Cooley

Technology Student Association (TSA) Erik Kittelson & Charles Scudder

Future Educators Association (FEA) Diane Breinig

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Miscellaneous Clubs & Organizations

American Sign Language Nicole Warnock

Battle of the Books Marilyn Clerkin, & Donna Armani

Bible Club Gene Legg

Book Club Marilyn Clerkin, Linda Gross

Briar Woods Bhangra Team Nellie Mohajer

CAMPUS Molly Zimpel

Chess Club Lucas Kosbob

Change for Charity Claudio Sarmento

Crew Gene Legg

Dance Team Danielle Lackey

Debate Amanda Acker

Falconaires Duane Minnick

Falcon Drumline Bob Roche

Falcon Mascot Emily Ciullo & Susan Fitzgerald

Falcon Red Cross Dee Muesse & Claudio Sarmento

Fellowship of Christian Athletes (FCA) John Crittenden & Shannon Powell

Field Hockey Shannon Powell

Film Club Nancy Jackson

Forensics Jessica Richardson

Glee Club Nina Peyton

Harry Potter Fan Club Tymean Osborne

History Club Andre Pelletier

Hockey Club Michelle Hoffmann

International Club Janet Muller & Walter Devine

Jazz Band I Duane Minnick

Jazz Band II Duane Minnick

Library Club Happy McCown & Janet Muller

Math & Science Club Rick Heupel

Model U.N. Club Alecia Burgess, Tracy Nichols

Muslim Student Association Rick Heupel

Needlework Club Happy McCown

Odyssey of the Mind Michelle Lindo

Orchestra Club Eric Maeshiro (ERMS)

Outdoorsmen Club Steve Celio & Andre Pelletier

PEER Jim Noland & Michelle Hoffman

Peer Tutors Marilyn Clerkin & Linda Gross

Philosophy Club John Destefano

Photography Club Meg McDyre

Psychology Club Nelli Mohajer

Recycling Club Edith Huffman

Rubix Cube Club Judith Cramer

Signet/Academic Competition Team Steve Celio & Ben Scarboro

Social Skills Club Madeline Lane, Linda Marsh, Annamika Bowman, Robert Heberling

Songwriters Guild Laura Noselli

Truth Be Told Bible Talk Katie Culbert

Virginia Future Educators Association (VFEA) Diane Breinig

Young Republicans Danielle Lackey

Young Democrats Mike Bladel

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ResponsibilitiesResponsibilitiesResponsibilitiesResponsibilities and Guidelinesand Guidelinesand Guidelinesand Guidelines forforforfor Club or Activity SponsorsClub or Activity SponsorsClub or Activity SponsorsClub or Activity Sponsors

Club and/or activity sponsors are integral to the success of BWHS organizations. Club or activity sponsors are

the supervising adult working with our students. Please read over the guidelines and expectations below:

• No club, organization, or activity should meet without a sponsor present. Any activity that your

students plan on doing needs to have proper adult supervision to assure safety of the students and

security of the school grounds and building. This includes preparation for events like homecoming or

any fundraisers that your organization may be planning.

o A note to Class Sponsors: All class sponsors are expected to attend the homecoming activities

and assist with supervision. This includes the Homecoming Parade and the Homecoming dance.

Sponsors of Juniors and Seniors should also plan on attending the Prom to assist with

supervision.

• It is the sponsor’s responsibility to complete and manage all internal and external paperwork in

relation to fundraising, building use and meeting locations.

• Please read over all documents pertaining to Finances, Accounting, and Fundraising for your

organization. Any collected monies must be handled according to county accounting policies. See

Wendy Smith for more details or if you have questions.

• Sponsors whose organizations meet during the Group Activity periods should plan on keeping their

students for the remainder of that FLEX period. Do not dismiss organization members if a meeting ends

early. Students must stay in their activity block until the end of the period.

• Any sponsor who teaches a class during 5th

or 7th

block will need to make arrangements within their

department for a cover during Group Activity periods that correspond with your club or organization.

• If at any time you have questions regarding activities, fundraising, or approval of activities do not

hesitate to ask. You can email Mrs. Traina or see members of the administration in the main office.

• Field Trips: If you think you might want to take your group on a field trip, see Mike

Byers before you begin any planning or make any reservations. You will need to check

on funding, transportation, and fill out relevant paperwork to obtain approval.

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Group Activities Group Activities Group Activities Group Activities GuidelinesGuidelinesGuidelinesGuidelines

In order to make the best use of GROUP I and GROUP II Activity Periods, the Administration

would appreciate the full cooperation of faculty, staff, and students in carrying out the

following procedures:

1) Activity periods will be used for GROUP I and GROUP II organizations to meet in addition to events set

by the Administration.

2) Each club is assigned a permanent meeting location as shown in the Group Activity schedule.

a. SSR will take place the first 15 minutes of each flex block.

b. Students must present their laminated club passes to their 5th

/7th

block teachers in order to

leave for a scheduled club meeting.

c. Any student attending a meeting during the activity period must remain in that location until

the end of FLEX.

3) Students may engage in normal FLEX activities or opt out of their normal activity in order to receive

extra help or make up assignments.

a. Students should obtain a FLEX Pass before the FLEX period begins.

b. Students found wondering the halls will be subject to disciplinary measures.

4) It may be necessary for teachers without 5th

or 7th

block classes to cover club sponsors’ classrooms and

for some sponsors to send their 5th

or 7th

block students to neighboring classrooms.

a. Please check the group activities schedule for your organization’s meeting times and

locations and cross reference that with your teaching schedule.

b. If you teach a class during you scheduled meeting time, it is your responsibility to find

another teacher in your department who can cover your FLEX class or who will allow your

students to move to their room during your meeting time.

i. Please send an updated class roster to the covering teacher for attendance and

tracking purposes.

5) The list of clubs and their meeting locations will be announced during the morning announcements of

activity FLEX days. Please post one of these copies in your classroom.

6) It is important for all teachers to adhere to this schedule. It is crucial that teachers be on time to the

5th

or 7th

block class they cover, as club sponsors may need to travel to their club’s meeting location.

7) The FLEX/Activity Schedule calendar is subject to changes as the need arises due to weather or other

conflicts.

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Group Activity Meeting LocationsGroup Activity Meeting LocationsGroup Activity Meeting LocationsGroup Activity Meeting Locations

GROUP I ACTIVITIES LOCATION

German Club Room L206

Spanish Club Cafeteria

French Club Room L204

American Sign Language T3

Latin Club T2

Drama Club Auditorium (front half)

Literary Arts Magazine Room 602

Battle of the Books Room 309

Jazz Band I Room 805

Recycling Club Room L400

Art Club Room 806

Virginia Future Educators Association (VFEA) Room L505

International Club Auditorium (back half)

Speech & Debate (officers only) Room 208

Psychology Club Room 503

GROUP II ACTIVITIES LOCATION

Freshmen Class Council Room 606

Sophomore Class Council Room 409

Junior Class Council Room 204

Senior Class Council Guidance Conference Room

Math and Science Club Room 502

Jazz Band II Room 805

FBLA Room L516

TSA Room L605

Library Club Library

Book Club/Student Literacy Council Room 309

FCCLA Room L506

Hispanic Student Alliance (HSA) Room L602

Philosophy Club Room 400

Model UN Room 305

Environmental/Ecology Club Room 500

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Chorus Club Choral Room

* All clubs that do not appear on this schedule meet either before or after school.

Showcase Usage

We have a total of seven showcases in the building: The names of the showcases are as follows:

Upstairs:

• Main Foyer 1: Directly across from the main office.

• Main Foyer 2: Showcase on the diagonal wall.

• Library: Showcase located directly outside the library.

• School Store: This showcase is permanently reserved for the school store and CTE

curriculum.

• Concession Stand: This showcase is permanently reserved as a trophy case for

athletics.

Downstairs:

• L600 1: Located in the L600 hallway, closest to the parking lot.

• L600 2: Located in the L600 hallway, furthest from the parking lot.

• L500: This showcase is permanently reserved for FBLA and CTE curriculum.

Reserving a Showcase:

1. To see if a showcase is available for your particular month, click the “Showcase Schedule” link

on the teacher desktop. A spreadsheet will open that allows you to view the showcase

reservations for the year.

2. To reserve a showcase for a particular month, you will need to click the “Showcase Request”

link on the teacher desktop.

a. Fill in the appropriate information and submit.

b. You will receive an email confirmation with your approved showcase date.

Showcase Decorating Guidelines:

• Showcase reservations are for 1 month only: please promptly remove your decorations and

items from the showcase before the last day of the month so that the next organization can

begin assembling their showcase.

• Be mindful of copyright laws and infringement: Use of copyrighted images without permission

is illegal. Please be sure to approve all designs by students before allowing them to be placed in

the showcases.

• Showcase designs and content should be school appropriate and follow all LCPS handbook

policies.

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Using the Colored Paper Cart

The colored paper cart will no longer be managed by the activities coordinator. In an

effort to make the colored paper more accessible to all clubs, organizations, and teachers, we

have relocated it to the teacher workspace in the library. The librarians will now monitor the

colored paper to be sure that we always have plenty available for use.

Checking out the Cart:

Teachers or club sponsors can check out the colored paper if you need it for

multiple days. The cart will be bar-coded just like a library book. Please be mindful that

many groups and organizations need access to this resource so please check out the

paper for short periods of time only.

**Note: We do not have an unlimited paper budget. Consider this when

you are making plans for using the colored paper.**

Posting Information Around the School

If you would like to “get the word out” about an event or activity that your club is

hosting you should post your flyer on a Falcon 4-1-1 boards located in each stairway and at

major hallway intersections.

• We are no longer allowing clubs, organizations, athletics, and activities to place flyers

around the building.

• All flyers posted on the Falcon 4-1-1 board should be approved by the club sponsor and

should have the sponsor’s initials or signature located on the posted flyer.

We will have two additional bulletin boards located outside the cafeteria that will be reserved

for Service Organizations and Athletics. These bulletin boards follow the same procedures as

the Falcon 4-1-1 board.

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Fundraising Guidelines

Fundraising is a very important part of running your organization. In fact, funds are necessary for many of the

organizations at Briar Woods to function. Whether you simply collect club dues, or allow the students to help design

fundraisers throughout the year it is extremely important that you follow the procedures outlined below. Since all clubs

and organizations are non-profit groups under the Loudoun County Public Schools we have to be careful how money is

handled and be sure that all accounting of funds is up to date through our bookkeeper (Wendy Smith).

The most important thing to remember about fundraising or collecting money is that

YOU CANNOT HOLD ONTO THE MONEY.

It must be turned into Wendy Smith as soon as possible to be deposited or locked in the vault.

Please read over the steps below for a summary of how to get started with your fundraiser:

1. Fill out the Fundraiser Approval Form: This form is required of all fundraisers at least 2 weeks in advance of

your estimated start date. This allows the activities coordinator to check that no two groups are conducting the

same fundraiser and also allows us to internally track which fundraisers are current in the building. Once you

receive confirmation that your fundraiser is approved and on the Fundraising Calendar, you may proceed with

step two.

a. This form can be found on the Activities Website as well as the Staff drive: please submit the form

electronically to Mrs. Traina as an attachment. Rename the file with the title of your fundraiser when

you send as an attachment. (See Appendix A, pg 17 to view this form)

2. See Wendy Smith in the Main Office: You will need to talk with Ms. Smith about setting up an account for your

fundraiser to allow for withdrawals and deposits during the course of your fundraiser. She can also help you

with setting up a cash box and discuss options for purchasing any items you may need for the fundraiser.

3. Requesting a Cash Box: If you are collecting money during your event, you will need a cash box for storage. In

many cases, you will need to have a cash box with starter money in the event that you will need to provide

change to your customers. Please read the following information pertaining to a cash box.

a. Request for Set-Up: In order to request your cash box, simply email Wendy Smith (bookkeeper)

requesting the cash box. In your email, include how much money you would like to start the fundraiser

with and how you would like that money divided. (i.e. 20 dollar bills, 1 dollar bills, etc)

b. Cash Box Storage: DO NOT HOLD ONTO THE MONEY. As soon as you can, turn in the cash box or the

money from the cash box to Wendy Smith in the main office. If she is not available, another

administrator can help you to lock the money in the vault until Wendy returns.

i. If you are running a fundraiser that takes place over several days or weeks YOU MUST TURN IN

THE MONEY AFTER EACH DAY OF THE FUNDRAISER.

ii. This is a Loudoun County Public Schools Policy.

**Note: If Wendy Smith or Jerry Carter are not available when you need to turn in money, simply ask another

administrator to lock the money inside the vault room for you until Wendy returns. **

c. Turning in the Cash Box: At the conclusion of your fundraiser, return the cash box, the original set-up

money and all profits to Wendy Smith in the main office.

i. Set-up money and Profits must be turned in with 2 separate deposits.

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Purchasing Materials and Making Deposits.

Purchasing Materials: Often when preparing for a fundraiser you will need to purchase items to get started.

Additionally, you may want to purchase decorations for an event, or food for a meeting. Any forms required

can only be found in Wendy Smith’s Office.

General Purchasing Guidelines:

• In order to make a purchase using a school account or credit card OR to be reimbursed for a

purchase you need to have money in your Organization’s account.

• All expenses for a particular fundraiser MUST come from that fundraiser account.

o For example: If you sponsor Latin Club and Recycling club, you cannot use Latin Club

funds to purchase a Recycling Club fundraiser materials.

o “You can’t rob Peter to pay Paul”

If you are purchasing items for your organization there are two very important rules to keep in mind:

1. You must have an itemized receipt: each item purchased must be listed on the receipt.

Good Example: Bad Example:

2. Your receipt can only have your organization’s items listed. For example, if you purchase

groceries at Wegman’s for your fundraiser, you cannot also add your own groceries to the same

receipt. You must pay separately for any personal items.

There are three options for purchasing items:

1. Reimbursement: Provided you have money in your organization’s account, you can purchase needed

items using your own money. If you opt to use this method, please understand that you will not be

Falcon Mart Ashburn, VA

Ind. Total:

5 red table covers 1.00 5.00

1 pkg. 500 Solo Cups 2.99 2.99

10 pkg. streamers 2.00 20.00

SubTotal: 27.99

Tax: 1.40

Total: $ 29.39

Falcon Mart Ashburn, VA

Party Supplies

SubTotal: 27.99

Tax: 1.40

Total: $ 29.39

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reimbursed for any tax that you might pay on a particular item. To be reimbursed for items that you

purchased for your organization:

a. Bring your Itemized Receipt to Wendy Smith’s Office

b. Attach it to a completed “Check Request” Form (these must be completed on Pink paper)

i. See Appendix B, pg 18 to view this form.

c. Submit to Wendy.

2. Purchase Order: Some companies will allow you to use a school purchase order to buy supplies. They

will then bill the school at a later date. Usually these types of orders have to be completed on the

phone in order to give the company important school information. To make a purchase using a PO

(Purchase Order) number, see Wendy Smith to discuss your purchase and receive the PO number. She

will be able to tell you which companies will accept this type of purchase.

3. Use a School Credit Card or Corporate Account. If you are using a credit card or corporate account,

there are a few very important rules to keep in mind in addition to the receipt:

• BWHS is Tax Exempt: You cannot charge sales tax to the credit cards

unless the company is providing a service (like a waitress).

• You will need your LCPS ID badge to make purchases with these accounts.

• You must have an itemized receipt: each item purchased must be listed on the receipt.

• Turning in the Card and Receipt: Once you have made your purchases, bring the

card and your itemized receipt into the main office and fill out a

“Check Request” form. Give the form, the receipt, and the card to Wendy Smith.

a. School Credit Card: The school has a VISA that is for Activities Purchases. You can check out this

credit card from Wendy Smith in the main office.

i. When filling out the check request form, please write the initials “SAF” in the top left

corner so that Wendy knows the purchases were made with the VISA.

ii. See Appendix B, pg 18 to view this form.

b. Wal-Mart: Wal-Mart requires a special white account card in addition to the Activities VISA.

c. COSTCO: We have an account with Costco, but only Wendy Smith can make purchases using

the card. If you need items from Costco, make an appointment with her to shop together.

d. Corporate Accounts: The following companies have corporate accounts with Briar Woods. See

Wendy Smith to check out the credit cards for these stores.

i. Harris Teeter

ii. Home Depot

iii. Shoppers Food Warehouse

iv. Wegman’s

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** For any additional questions or concerns, please see Wendy Smith in the Main

Office. She can explain all of the accounting procedures as you work through the

process the first time. **

Using the Building for your EventUsing the Building for your EventUsing the Building for your EventUsing the Building for your Event

If you would like to use space in the building for an event or meeting for your organization you will

need to follow these steps:

1. Fill Out the “Internal Building Use Request” Form. This form can be found on the staff drive or the

BWHS Activities webpage. Any internal Briar Woods Group or Staff Member wishing to hold an

event in the building needs to fill out this form. All building use requests must be submitted to

Jennifer Traina 2 weeks prior the date of your event in order to receive approval.

a. When Submitting this form, please save the file as the title of your event (ex. “Homecoming

Dance”) and then attach it to an email. (See Appendix C, pg 19 to view this form)

b. Jennifer Traina will read over your request and send you a confirmation if you your event is

approved. If there are conflicts or comments, they will be added to the “comments” section

of your form and sent back to you via email.

2. Obtaining Necessary Equipment: Most of the equipment that you will need will be set-up by the

custodians if you indicate so on the Internal Building Use Request Form. If you would like to use

media or technology equipment such as projectors, computers, microphones, etc. you will need to

make those arrangements on your own. They are listed on the form for our knowledge of what you

will be doing at your event. The following list shows who to see for training and signing out

equipment you might need.

a. Microphone: Jerry Carter (gym or cafeteria) or Marilyn Gilligan and Duane Minnick

(auditorium)

b. Laptops or Computer Use: Technology Staff (Roger Grondin, Ellen Imhoff, Janet Miller)

c. AV/Media Equipment: Librarians

3. HVAC and Physical Set-up: Based on the information that you provide to us on the Internal Building

Use Request Form, the custodians will be sure to turn on air conditioning or heat for your area of

the building and will also set-up the furniture, tables, chairs, etc. that you may need for your event.

a. If you need furniture set-up in a particular design or order, please specify on the form. If you

feel attaching a diagram would help with set-up feel free to do so.

** NOTE: If you will not need custodians during your event, please specify on your form. **

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Starting a New Club or Organization

As the school year progresses, students may approach you to sponsor a club that does not currently

exist. If this happens and you are interested in starting a new club or organization you will need to complete

the “New Club/Organization Application” and submit the form electronically to Jennifer Traina.

The form is located in the staff drive and on the Activities Website. After your form is submitted it will

be reviewed by the Activities Coordinator (Jennifer Traina) and by the administration. (See Appendix D, pg 20

to view this form)

• Co-curricular clubs meet during the scheduled FLEX periods

• Non-curricular clubs meet before or after school.

• **If you prefer to meet before or after school, please indicate that on your application – it will

expedite the approval process.

Once you have received approval, you may begin meeting with your club/organization.

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Appendix A: Fundraiser Request Form (Sample Only)

Fundraising Request Form Briar Woods High School

**This form must be turned into Jennifer Traina, Activities Coordinator

2 weeks prior to the start of your Fundraiser in order to receive approval. **

Please submit this form electronically if possible.

Name of Club/Organization requesting Fundraiser:

Club/Organization Sponsors:

Start Date of Fundraiser: Click here to enter a date. End Date of Fundraiser: Click here to enter a date.

Estimated Number of Participants:

Upfront Costs: Estimated Profit:

Description of Fundraiser: (Please include a detailed description of the activity including any Items that will be sold – be

sure to include prices in your description)

Purpose for which profits are to be used:

Signature: ________________________ Date: Click here to enter a date.

Approved: Not Approved:

Comments:

*Note: No fundraiser can begin until you receive an approved, signed copy of this form from the Activities Coordinator.

Any money collected from a fundraiser MUST be turned in each day to Wendy Smith in the main office. Do not hold

money overnight, in your classroom, or with your own personal belongings.

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Appendix B: Check Request Form & Internal Deposit Slip (Sample only)

**Copies of these forms can only be found in Wendy Smith’s Office**

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Appendix C: Internal Building Use Request Form (Sample only)

Internal Building Use Form Briar Woods High School

This form must be turned in to Jennifer Traina, Activities Coordinator

2 weeks prior to your event in order to receive approval **

*Please submit this form electronically if possible*

Name of Organization:

Type of Activity:

Sponsor’s Name:

Start Date: Click here to enter a date. End Date: Click here to enter a date.

Number of people attending:

Hours of use:

Actual time entering the building (specify am or pm):

Actual time exiting the building (specify am or pm):

Space Requested:

Set-up/take-down needs: *Items marked with an asterisk may require additional training on your behalf.

Tables

Chairs

Screen*

Microphone*

Lights*

Trash Cans

Divider closed

Projector *

Tarp (gym floor)

Stage

Bleachers

Other: please specify:

Person(s) Submitting Application:

Title: Date: Click here to enter a date.

Date received by office: Click here to enter a date.

The above application has been reviewed in light of the Rules and Regulations governing school facilities and ground

use in Loudoun County and the application is:

Signature: _________________________ Date: Click here to enter a date.

Approved Not Approved

Comments:

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Appendix D: New Club/Organization Application (Sample Only)

New Club/Organization Request

Briar Woods High School

This form must be submitted to Jennifer Traina, Activities Coordinator.

Please submit this form electronically if possible

Name of person submitting application: Date: Click here to enter a date.

Proposed name of club or organization:

Name(s) of Sponsor(s):

Will this club/organization be an affiliate of or sponsored by any other organization?

Yes: Name of Organization: No

Briefly describe the goal or purpose of this club/organization.

Preference for Meeting Time: (Check all that apply)

Before School Group Activities (during FLEX) After School

Administrative Use Only: -----------------------------------------------------------------------------------------------------------

Not Approved

Approved

Co-Curricular: co-curricular club/org. Flex period meetings will be determined by the

Activity Coordinator

Non-Curricular: meetings to be scheduled by sponsor during non-school hours

Signature of Activities Coordinator: ________________________ Date: ______________

Signature of Principal: ______________________________ Date: ______________