Fossil Ridge High School Student Council Project planning ... · PDF fileFossil Ridge High...

Fossil Ridge High School

Student Council

Project planning Packet

Name of Project:____________________________

School year:______________Committee chairperson(s):____________________________

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Project Proposal Fossil Ridge High School Student Council Project Proposal Form

Project Title:______________________________________ Today’s Date:________________________ Committee Chairperson(s):___________________________ Due Date of Proposal:_________________ : ___________________________

Committee Members: ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ Date(s) of Event: ________________________ Day(s) of the Week: ________________________ Time(s) of Event: ________________________ Location(s): ______________________________ List three goals that your committee has for the project. Be sure that your goals are SMART.

Goal #1:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Goal #2:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Goal #3:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

-46- Detailed Description of the Project/Event: __________________________________________________________________________________________

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Once you have a handwritten copy of the project proposal, you need to type it up so it is presentable to the President, sponsor, and an administrator. Be sure to make an appointment with those three people.

Budget Estimate Sheet Date(s) of Event: _____________ Funds to be used:_____________ Approximate Cost: $___________

Estimated Budget

Item Quantity Cost

TOTAL

*** Be sure to think about any of the items that could be donated by local businesses. For those items, you need to submit a typed letter to that business that provides a description of the project/event. The letter needs to be done on school letterhead, as most businesses need this for tax purposes. The letter also needs the signature of the advisor, the president, and an administrator.

Treasurer’s Comments/Suggestions: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________

________________________________________________ _______________ Treasurer’s Signature Date -48-

Project Approval Have the committee chairperson(s) and the appropriate committee members meet with the Student Council President, the Student Council Advisor, and a school administrator. Fill in sections below. Student Council President’s Comments/Suggestions: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________

________________________________________________ _______________ President’s Signature Date

Student Council Sponsor’s Comments/Suggestions:

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________________________________________________ _______________ Sponsor’s Signature Date

School Administrator’s Comments/Suggestions: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________

________________________________________________ _______________ Administrator’s Signature Date

*** Once the project has the initial approval of the president, sponsor, and an administrator, your committee must now make adjustments to your official proposal. Please provide necessary information. Make sure the typed proposal is ready to be presented to the school’s administrative team.

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Project Planning

Committee “To Do” List

With the members of your committee, brainstorm a list of things that need to be done during the planning phase. Once you know “what” needs to be done, decide “who” and “when”. What Who When

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_________________________________________________ ____________________ ____________*** Once you have completed the Committee “To Do” List, each individual needs to fill

in their “To Do’s” on their individual assignment sheet on the next page. -50-

Indivdual “To Do” List Each individual needs to take some time and fill out thir own Individual “To Do” List. Individual’s Name: _________________________________ What When Done?

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*** Each individual needs to make sure all of their individual duties are put down in their own calendars.

Individual Contact List Please keep a list of the businesses and people (i.e. DJ, decorator, T-shirt company, etc.) you work with in the planning of this project. They need to be kept for future reference and shared with your committee chairperson. Also, please be sure to give a copy of any contracts, pamphlets, or samples to the committee chairperson to be kept with the official planning packet file. Business Name Contact Person Phone Number Details / Service ______

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Project Calendar

On the calendar below (or on the calendar from the Proficient section), include ALL dates and times of tasks that need to be completed for the project/event. The tasks need to be very specific (i.e. preparation details, publicity, set-up, clean-up, etc.).Project: ____________________________ Month(s) of: __________________________ Sunday Monday Tuesday Wednesday Thursday Friday Saturday

*** Once you have completed your calendar, the committee chairperson needs to go in and type in the necessary information. -52-

Project Contact List This sheet is mainly for the committee chairperson’s records. Please keep a list of the ALL businesses and people (i.e. DJ, decorator, T-shirt company, etc.) the committee worked with in the planning of this project. They need to be kept for future reference. Business Name Contact Person Phone Number Details / Service ______

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*** Please be sure to attach a copy of any contracts, pamphlets, samples, etc. to be kept with the official planning packet file for this project.

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Marketing and Advertising Scheme Fill out the important details of the event that need to be communicated with the staff, student body, and community. These are details that should be included in all methods of advertising

Event Name: ____________________________ Where:_____________________________

Date: ___________________ Time: _____________ Cost: ______________

Other Information:_____________________________________________________________

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Marketing Timeline

Come up with a marketing plan. Think of how you are going to creatively market your event: Two weeks before the event: _________________________________________________________________

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One week before the event: __________________________________________________________________

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The day before and/or the day of the event: ____________________________________________________

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Announcements Fill out the following announcement sheet and give it to the appropriate person to get it on the announcements.

Make sure it is creative and “ear catching”! You may want to write several just to change it up.

Date(s) to be Read:________________________ From:_____________________________

Announcement: _______________________________________________________________

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*** Be sure to attach any samples (flyers, handouts, etc.) of any marketing methods you use. -54-

Chaperones and Staff Workers List This sheet is mainly for the committee chairperson’s records. Please keep a list of the ALL Fossil Ridge High School staff members scheduled to work the event. Keep in mind, you should have approximately one staff chaperone for every 50 kids. Depending on the length of the event, you might want to make shifts. You also need one administrator and possibly the school’s resource officer or the police for very large or late evening event. Staff Member’s Name Guest / Spouse (if coming) Staff Member’s Role (if not chaperoning) _______________________ __________________ ___________________________________

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*** Chaperones and staff members working the event need to be given constant reminders. They are:

1) One week before the event, be sure to give each staff member a formal written reminder. 2) Two days before the event, be sure to make personal contact with each staff member and give them

another written formal written reminder telling them things like time, place, duties, etc. A huge thank you would be appropriate, and above all, not while they are teaching.

3) On the day of the event, make personal contact with each staff member just to be safe. *** Please… also type up a Chaperone’s Duty List so they know what to do when they show up to work. ☺

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Working Timeline of Event or Activity Many events, such as assemblies or auditorium variety shows, require a working timeline of the actual event. Provide a working timeline or script for your event. If necessary, you may provide this on another document. Time Details

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Event Set-up Diagram Provide any drawings regarding the set-up of the activity.

PROJECT Implementation

Event Set-up “To Do” List Please provide a “To Do” list for people showing up to set up for the event. Try to list what needs to be done in order of priority.

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Event Worker Sign-in Assign someone in your committee to be in charge of this sign-up. As Student Council members come in to set up, clean up, or work the event, have them sign in and out so their hours can be logged. Name of Event: _______________________________________ Date: _______________________ Name Time-in Time-out Hours

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Pictures Assign someone in your group to take pictures of the event or activity. Take pictures of the set-up and during the activity. These pictures may be used for future Student Council use, so please bring in an electronic copy if possible. Select the box and go to “Insert” above, or print the pictures out and paste them to the page. Description: Description: Description: Description:

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Project Evaluation Meet with your committee and complete the following “+” and “” forms.

This is the “+” form. Please put down everything that your committee feels went well with this project. These would be suggestions of things you would keep if you were to do the project again.

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-62-This is the “” form. Please put down everything that your committee feels should be changed. In other words, “What would your group liked to have done differently.

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*** Once your committee is done with this process, you need to go through your list of businesses, parents, staff members, chaperones, etc. that contributed to the completion of the project. It is time to write formal “Thank Yous”. Be sure not to forget clerical, custodial, and security staff. It is highly recommended that the “Thank Yous” be hand out promptly and personally if at all possible.

-63- Student Council Individual Committee Evaluation Sheet

Name__________________________ Committee_______________________________ Person #_____

Please list any duties or responsibilities you accomplished for this activity: _______________________________________________________________________________

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What letter grade do you think you deserve for this activity and why?:

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Evaluator # _____ Used class time effectively 0 1 2 3 4 5 Accomplished assigned tasks 0 1 2 3 4 5 Accomplished tasks on time 0 1 2 3 4 5 Helped set-up/clean-up/work the activity 0 1 2 3 4 5 Overall, was a contributing member 0 1 2 3 4 5

Total _________

Evaluator # _____ Used class time effectively 0 1 2 3 4 5 Accomplished assigned tasks 0 1 2 3 4 5 Accomplished tasks on time 0 1 2 3 4 5 Helped set-up/clean-up/work the activity 0 1 2 3 4 5 Overall, was a contributing member 0 1 2 3 4 5 Total _________




Evaluator # _____ Used class time effectively

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Evaluator # _____ Used class time effectively 0 1 2 3 4 5 Accomplished assigned tasks

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Evaluator # _____ Used class time effectively 0 1 2 3 4 5 Accomplished assigned tasks 0 1 2 3 4 5 Accomplished tasks on time 0 1 2 3 4 5 Helped set-up/clean-up/work the activity 0 1 2 3 4 5 Overall, was a contributing member 0 1 2 3 4 5 Total _________ Committee Chairperson(s) __________________________________________________________ Please make any comments about this person’s work ethic or grade you think they deserve:

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Total Score out of 100 = _________

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Final Project PAcket Checklist Please go through, and make sure that they following items have been included in your Project Planning Packet and in the file before you turn it in: Project Proposal / Approval

______ Cover Page ______ Project Proposal (typed) ______ Budget Estimate Sheet ______ Project Approval

Project Planning

______ Committee “To Do” List (Individual “To Do” Lists are not necessary.) ______ Project Calendar ______ Project Contact List ______ Attach any copies of contracts, business cards, pamphlets, etc. ______ Chaperones and Staff Workers List ______ Attach a copy of a Chaperones’ Duties List ______ Working Timeline of Event or Activity ______ Attach any necessary scripts or working timelines ______ Event Set-up Diagram

Project Implementation

______ Event Set-up “To Do” List ______ Event Workers Sign-in (Copy given to the sponsor or President)

______ Pictures Project Evaluation

______ Project Evaluation ______ Student Council Individual Committee Evaluation Sheets (Given to the

sponsor or President) ______ Did you do “Thank Yous”? ______ Provide an electronic copy of everything you did to the sponsor and / or the

Secretary of Records

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