LITTLESTOWN AREA SCHOOL DISTRICT

STUDENT ACTIVITIES HANDBOOK

ACKNOWLEDGEMENT

Pennsylvania School Code

Section 511. School Athletics. Publications, and Organizations

(a) The board of school directors in every school district shall prescribe, adopt, and

enforce such reasonable rules and regulations as it may deem proper, regarding

(1) the management, supervision, control, or prohibition of exercises, athletics,

or games of any kind, school publications, debating, forensic, dramatic, musical,

and other activities related to the school program, including raising and

disbursing funds for any or all of such purposes and for scholarships, and (2) the

organization, management, supervision, control, financing, or prohibition of

organizations, clubs, societies and groups of the members of any class or

school, and may provide for the suspension, dismissal, or other reasonable

penalty in the case of any appointee, professional or other employee, or pupil

who violates any of such rules or regulations.

I have received and have read the LITTLESTOWN AREA SCHOOL DISTRICT

STUDENT ACTIVITIES HANDBOOK in its entirety. I acknowledge the responsibilities

of the Student Activities club advisor and student club representative. I will adhere to

the policies as stated in this handbook. I understand the authority granted to the School

Board to govern over Student Activities as mandated by Section 511 of the

Pennsylvania School Code.

Club Name ____________________________________________________________

Club Advisor Name (print) ________________________ Building: ______________

Club Advisor Signature __________________________ Date: ________________

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LITTLESTOWN AREA SCHOOL DISTRICT STUDENT ACTIVITIES HANDBOOK

September 2017

Thunderbolts Fly World Class – Average is Over!

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LITTLESTOWN AREA SCHOOL DISTRICT

STUDENT ACTIVITIES HANDBOOK

Vision: Empower all learners to pursue their passion

The mission of Littlestown education is to:

discover passion and purpose

develop critical thinking and digital skills

inspire generations of career innovators

The Littlestown community values:

setting goals & expectations for continuous improvement

building relationships & collaborating to solve problems

utilizing technology to expose learners to the world

community involvement & Littlestown pride

The Littlestown Area School District provides educational experiences that

enable students to achieve their goals.

The purpose of this Student Activities Handbook is to familiarize advisors and

student officers with the policies and procedures to be followed in the Littlestown

Area School District Student Activities program.

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TABLE OF CONTENTS:

Section 511 of PA School Code Signature Page

Mission Statement Page 1

Student Activities Philosophy Page 3

Activity Advisor Responsibilities Pages 3-4

Student Conduct at Activities and Events Page 4

New Club Procedures Pages 5

Student Government Page 5

Student Activity Travel Page 5-6

Finances Pages 6

Deposit Process Pages 7

Purchasing Pages 7

Sales Tax Page 8

Fundraising Page 8

Class Accounts Page 8

Finance Reporting Page 8

Appendix Page 9

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Section 511 of the School Code permits “. . . Any class activity, with approval of

the Board, . . . whose purposes and activities are appropriate to and related to the school program”.

Student Activities Philosophy

The primary purpose of Student Activities program is to meet the school-related

interests of students which are not provided by the curricular program of the school. The

activities program refers to clubs, classes, intramural, fine arts, and interscholastic

programs. The following is a list of objectives for the activities for students:

1. Help all students to learn how to constructively use their leisure time.

2. Help all students to increase and productively use their unique talents and skills.

3. Help all students to develop new vocational and recreational interests and skills.

4. Help all students to develop skills to be used after graduating in vocational institutes,

universities, colleges, technical schools, and the work force.

5. Help all students to increase their knowledge of and skill in functioning as leaders

and/or as members of a group or team.

6. Help all students to develop a more realistic and positive attitude towards

themselves and others.

7. Help all students develop and enhance personal attributes such as self-discipline,

team work, self-worth, commitment, and responsibility.

Activity Advisor Responsibilities

The activity advisor has a great deal of influence on the success of student groups and

activities. All paid advisors or advisors not otherwise employed by the school district

must be authorized by the School Board. The following criteria is the responsibility of

the activity advisor of all Littlestown Area School District clubs or activities. The activity

advisor will:

1. Provide leadership opportunities for students.

2. Promote positive student interest, enthusiasm, and leadership.

3. Obtain approval of the school administration for all activities.

4. Discuss with students the pros and cons of all projects.

5. Be present at all meetings and activities for the duration of the event.

6. Supervise proper accounting of all funds according to Board policy and the

guidelines established by the building Principal.

7. Sign all purchase orders, Student Activities disbursement forms, and deposits.

8. Follow-up with students to make sure they are fulfilling their responsibilities.

9. Encourage good academic standing and ethical behavior for all members of the

organization.

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10. Be a good role model for students, demonstrating integrity at all times.

11. Obtain administrative approval for posters and bulletin announcements. Posters,

bulletins, fliers, promotions, or displays must not depict alcohol or drugs or their use

unless they are a part of an administration-approved drug/alcohol prevention

program.

12. Account for all uniforms, supplies, and equipment used during the school year and

ensure that everything is returned in good condition.

Student Conduct at Activities and Events

Students are responsible for their conduct at extracurricular and school related activities

and events. In this regard, the Board approved Student Code of Conduct applies to any

and all curricular, extracurricular, and school sponsored activities, on or off the campus,

day or night. Students who violate any portion of the Code of Conduct will be held

accountable in the same manner as they would during a regular school day.

Graduating seniors need to be aware that any end-of-the-year misconduct may result in

loss of the privilege to participate in commencement at the discretion of the High School

Principal and Administration.

Sportsmanship Expectations of Students: In addition to the Code of Conduct, students

are asked to be respectful and observe the following rules at home or away activities

and events:

1. No use of derogatory chants or cheers directed at the opposing team, or taunting of

players and officials.

2. No tossing or throwing any object onto the floor or field from the bleachers or stands.

Such behavior is punishable by suspension, removal from the site, and, if warranted,

arrest.

3. Respect the playing of the National Anthem.

4. Treat all opposing players and fans courteously, cheer the opposing teams and

officials when introduced.

5. Profane or obscene language will not be tolerated.

6. Food and drink are not permitted in the gymnasiums.

7. Students who leave an event will not be re-admitted.

8. Be humble in victory and gracious in accepting defeat.

9. Refrain from blocking aisles and entry ways.

10. Cheer all good plays.

11. Remember that a student spectator represents the school, as does the athlete.

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New Club Procedures

All new student activity clubs/organizations, and the associated accounts, must be

approved by the School Board. To start a new club, the advisor should submit the

following (examples can be found in the Appendix):

1. A statement of purpose to the building Principal.

2. By-laws to the building Principal.

3. A draft budget (draft income statement) to the building Principal AND the

Business Office.

Student Government

Each middle and high school has a student government or council which is established

and organized through its constitution and by-laws. The student government will

represent the concerns and suggestions of the student body. Student government will

be responsible for conveying information to the Administration. Some of the

responsibilities may include:

1. Homecoming 2. Student dances 3. Assemblies 4. Special projects funding 5. Recommendations to Administration, staff, and students

Student Activity Travel

The Board recognizes that approved school trips, when used as a strategy for teaching

and learning integral to the curriculum, are an educationally sound and important

ingredient in the instructional program of the school. All trip costs must be reimbursed

to the Transportation Department if a bus or van is used to transport the club to an

activity if the activity is extracurricular, after school hours, or not part of the regular

curriculum.

Approval Steps for Travel:

1. Obtain permission and approval from the building Principal for any one day trip. If more than a one day trip, permission and approval from the building Principal and School Board is needed.

2. All athletic trips require approval of the building Principal and Athletic Director.

3. Obtain parental permission forms for all field trips. Walking trips which do not require leaving school property are a part of the regular program and do not need parental permission slips.

4. Bus arrangements must be made with the Transportation Director, at least 60 days before the trip.

5. A Trip Request Form must be filled out and submitted to the building Principal and the Transportation Director. The form will calculate the amount which will be due to the Transportation Department from the club for fuel and any bus/van driver fee. The current rates will be included on the form at the time it is filled out by the club advisor.

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Approval Steps for Foreign Travel /Study Trips:

1. Obtain approval from the building Principal and Director of Curriculum & Instruction.

2. A list of supervisors and chaperones, along with a detailed trip agenda, must be

provided prior to Superintendent and Board approval.

3. The School Board will then make the first final approval determination.

Finances

Clubs and organizations may raise and expend funds to promote the welfare of students

and to finance the activities of the club. Monies should be used to finance a program of

activities which are not part of the regular curriculum. These funds are to be earned by

the students and used for student activities only. Accordingly, these funds are restricted

for use by those students currently in school.

The funds cannot be used to circumvent the General Fund for denied purchases. All

monies received, including cash from vending machines, must be counted by two

people and forwarded to the Business Office for deposit within one business day. The

signatures of the advisor and a student representative of the club must be included on

all deposit forms. No cash is to remain on-hand, either by the advisor or the student.

Quarterly, the student officers and advisor will reconcile funds with the Business Office.

Additionally, the Principal shall submit financial statements as part of the annual District

audit approved by the School Board.

You are not authorized under school code to use the District’s Federal EIN or to have

any separate accounts. These procedures are meant to protect students, advisors, and

Principals.

The Student Activities account is held with Adams County National Bank, as approved

by the Board. The account is subdivided within our CSIU financial software by club.

Because CSIU maintains the actual individual activity accounts, it is essential that each

deposit and expenditure be identified by the correct club name and account number. A

Student Activities deposit form must be filled out with the correct information.

The file for student activities is available on the District website under Departments >

Finance > Student Activities. This Excel file contains two spreadsheet forms and a third

form that can be used as an adding machine tape to total checks; the first two forms

have a drop-down box that can pre-populate the form with the correct activity name and

account number. All deposits must use this form.

All organizations will be responsible for any bank charges such as processing insufficient funds, stop payments, etc.

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Deposit Process:

To make a deposit with ACNB, we require a Student Activities deposit form completely

filled out.

1. Locate the Student Activity Form (available on LASD website;

Departments>Finance>Student Activities). Choose the Deposit tab located on the

bottom. Complete A thru F. To find and enter the Club Account # and name, click

in the light blue cell, you should see a small arrow to the right that signals a drop-

down. Click the arrow, then scroll to the appropriate account and name for the

deposit and click to select; print the deposit ticket. Enter the Source of Deposit (ex:

Candy Bar Fundraiser). Enter the date of deposit. Line E will populate with the

total once Section F is completed. Verify total is correct. Club treasurer (or other

club officer) and club advisor should sign the form.

2. Checks should be listed on the “Tape” tab spreadsheet. List 1st initial of first name

and full last name, check # and the amount (ex: P Smith, 1234, $50.25). Print

spreadsheet and enter the total checks on the deposit form. Send with checks and

deposit form.

3. Submit the funds and all documentation to your building Principal’s office.

4. The Business Office will post the deposit to the correct club.

Purchasing

Purchases cannot be made with cash. All student organization purchases in excess of

ten thousand dollars ($10,000) must be made upon solicitation of quotations or bids

from three or more vendors. All purchases shall be made from the lowest responsible

bidder on the basis of price, quality, and service. All material and supply purchases

must otherwise adhere to the bidding procedures as outlined in the School Code and be

made via approved school district purchase orders approved by the advisor and signed

by the Superintendent.

To expend the student activity funds in your account you must submit a non-negotiable

disbursement check to the Business Office that will be used to issue a purchase order

or draft the actual negotiable check from ACNB. Non-negotiable disbursement checks

are to be signed by the building Principal, activity advisor, and a student officer. The

district’s policy is that you must submit this disbursement check along with the required

backup information 10-days prior to needing the check or PO. For purchase orders,

backup includes the quote, registration form, or other detailed descriptions of the order.

When a PO is not possible, negotiable checks will be issued only on receipt of a non-

negotiable disbursement check and the associated receipts, invoices, fees, or

registration forms. The original receipt or invoice must be submitted; no copies or

statements will be accepted. When payment is to be made to an individual for

reimbursement for materials or services already purchased, the original cash register

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tape or sales slip identifying the purchase must accompany the request. Copies are not

acceptable. A detailed explanation of the purchase and its purpose must be included

on all purchase orders and non-negotiable disbursement checks.

Please note that Student Activity funds are raised by the students and therefore

students must be involved in how the funds are spent. To meet this audit requirement,

our policy is that all activity clubs must have elected student officers or team captains

(members of the varsity club) and that one officer or team captain must sign the

disbursement request along with the activity advisor and Principal.

Sales Tax

Purchase of property or services for use by school organizations in connection with its

activities are tax exempt under the school’s tax exemption number. However, when a

student activity club purchases taxable property for resale to raise funds, they must pay

the applicable sales tax at the time of purchase or collect the sales tax from the

customer when the item is resold. If the school organization elects to collect the tax at

the time of sale to the public (school store, pictures, food stand, class rings, etc.) this

requires the collection and remission of sales tax directly to the PA Dept. of Revenue.

Fundraising

Clubs are allowed to hold two fundraisers per school year with the building Principal’s

approval. Clubs desiring to participate in more than two fundraisers must seek Principal

approval. All students, parents, and staff involved in fundraising activities shall be

aware that all funds raised by the participants shall revert to the club account. Please

schedule all fundraisers with the building Principal or the Athletic Director to ensure no

overlapping fundraisers with other clubs. An accurate record of all sales and donations

and the funds received for these activities will be submitted to the Business Office. A

signed copy of the sales/donation sheet(s) may be submitted when the funds are sent to

be deposited.

Class Accounts

Students are able to participate in deciding the use of funds. For the graduating class

fund, it is mandatory that students take action on the final disposition before graduation.

PDE Policy states that any remaining monies as of June 30 will be transferred to the

General Fund Account after the principal reconciles and closes the account. Leaving a

balance for reunion purposes is not acceptable.

Finance Reporting

Board Policy requires annual financial reporting to the board and District Business Office. The financial reports include the income statement and balance sheet, done so using the cash basis. The preparation of these statements should be done as part of each account schedule of activities for the year. The income statement is to cover activity from July 1 to June 30. The Balance Sheet is prepared as of June 30 reflecting the account status at year-end. (Examples can be found in the Appendix.)

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The Business Office is responsible for sending the financial statement templates to

each advisor by July 15. Each Advisor is to return complete financial statements for

each Student Activity to the building Principal in time to be reviewed and submitted to

the Business Office by October 15. These financial statements will be reviewed as part

of the annual local audit and provided to the School Board Finance Committee for

review prior to audit acceptance by the Board.

Questions

Contact the Business Office with any questions that may arise.

Appendix

1. By-laws

2. New Activity Proposal – Example

3. Income Statement – Example

4. Balance Sheet - Example

5. LASD Student Activities Accounts Sample Check

6. Littlestown Area SD Student Activities Account Deposit Form

7. Check Report List

8. Fundraiser Reconciliation Sheet

Littlestown Area School District Student Activities Bylaws for [Insert Activity Name Here]

The mission of [Insert Activity Name Here] is to serve as an extracurricular activity, to help create and nurture student development and growth, to widen student experience that relates to the instructional curriculum, and to provide leadership opportunity. Article I The name of this organization will be [Insert Activity Name Here]. Article II: Officers Section I: Officer Positions

1. President [required] 2. Vice-President [required] 3. Secretary [required] 4. Treasurer [optional] 5. Public Relation [optional] 6. Historian [optional]

Article III: Powers and Duties of Officers Section I: The President of [Insert Activity Name Here] will be responsible for:

1. Presiding over official meetings and committee meetings. 2. Calling extra meetings for [Insert Activity Name Here] when necessary. 3. Acting as a liaison between the students in [Insert Activity Name Here] and activity advisor. 4. Listening and responding to all issues and concerns shared by students. 5. Enforcing all bylaws and seeing that members perform duties. 6. Preparing an agenda for all meetings.

Section II: The Vice President of [Insert Activity Name Here] will be responsible for: 1. Presiding over official and committee meetings in the absence of the President. 2. Assisting the President.

Section III: The Secretary of [Insert Activity Name Here] will be responsible for: 1. Keeping up to date records of attendance, agendas, and minutes. 2. Presenting the minutes of the previous meeting, to be approved by the [Insert Activity Name Here]. 3. Making minutes available to each member via echalk or email.

Section IV: The Treasurer of [Insert Activity Name Here] will be responsible for: 1. Developing and maintaining the annual budget, keeping detailed accounts of all transactions, and submitting

check requests to the District Office Business Office. 2. Preparing budget updates to be presented during weekly [Insert Activity Name Here] meetings. 3. Approving all expenditures. 4. Preparing the annual Balance Sheet and Income Statement for the District Office Business Office, that will be

distributed from the Business office by May 15th, to be returned by October 15th of the following school year.

Section V: The Public Relation Officer of [Insert Activity Name Here] will be responsible for: 1. Maintaining any bulletin boards. 2. Promoting and publishing activities and events. 3. Writing thank-you cards to individuals and businesses requested by members.

Section VI: The Historian of [Insert Activity Name Here] will be responsible for taking pictures and documenting [Insert Activity Name Here] activities into an organized binder, short movie, scrapbook, or collage to be finished at the end of the academic year.

Article IV: Elections Section I: Election Process: [Suggested election procedures]

1. The President of [Insert Activity Name Here] will announce the elections, and set a deadline for the election applications. Before the election deadline, applicants must obtain an application and return it to the activity advisor.

2. Elections will take place during a [Insert Activity Name Here] official meeting. 3. Election voting will be by secret ballot and then posted after every election. 4. If running for office, and student is not elected, the student may choose to run for another office. 5. Elections will start with the president, and follow the order in Article II, Section II.

Article V: Removal of Officer from Office Section I: Any officer may be removed from office by failure to attend meetings, organize events, delegate assigned tasks, or any other actions, which are detrimental to the welfare and best interest of [Insert Activity Name Here]. Section II: If any officer departs from office, the [Insert Activity Name Here] may hold elections to fill the vacancy. Article VI: Members Section I: Qualifications for membership require that:

1. They are a Littlestown School District student. 2. They become members by (invitation/try-outs/self selection/active participation/application). 3. [Insert more qualifications if necessary]

Section II: Privileges and Responsibilities with membership: 1. Voting: Each member is entitled to one vote per agenda item. 2. Privileges: Each member is entitled to all the services of the organization. 3. Participation: Each member is entitled to participate in all [Insert Activity Name Here] events. 4. Responsibilities: Each member is responsible for:

a. Participating on assigned committees. b. Working with others diligently to complete given tasks.

Section III: Each club and activity will have at least one activity advisor, approved by building principal and Board of School Directors. Article V: Meetings Section I: The [Insert Activity Name Here] will meet during allotted times in the school day, after school, or as approved by the building principal. The President, activity advisor, and other officers may call a special meeting if necessary. Article VIII: Amendments to Bylaws Section I: Any member of [Insert the Activity Name Here] may submit an amendment to the Bylaws of the [Insert Activity Name Here]. All requests must be made in writing, and given to the President. All proposed amendments will be read at the next following meeting, and can be amended by a majority vote of [Insert Activity Name Here].

Statement of Purpose:

TO: Dr. Matthew Meakin

FROM: Mrs. Ashley Coleman, Advisor of Littlestown High School Mini-THON

Purpose of letter: To request the opening of a school district run account in the name of

Littlestown High School Mini-THON

This is the sixth year for the organization Littlestown High School Mini-THON to be in operation

but to date the club used another organization’s account. This Littlestown High School Mini-

THON is requesting its own account.

The Littlestown High School Mini-THON holds several fundraising events throughout the school

year in order to donate to the Penn State University Hershey Children’s Hospital, Four

Diamonds Fund.

Attached is the Organization By-laws and Proposed budget example.

Note: the budget example is based on hypothetical data, the donation amounts and expenses

vary from year to year. As the fundraising season continues and the event nears a close the

budget spreadsheet can be updated.

Littlestown Area School Distric Income Statement

2015-2016

Ordinary Income/Expense

Income

Donations 0.00

Fundraising 1,287.50

Transfers from Graduating Class (09 & 10) 0.00

Ticket Sales 9,728.41

Other Income 0.00

Total Income 11,015.91

Expense

Awards 48.45

Conference Fees 455.00

Dance Supplies 2,887.90

Donations 1,825.00

Food - Faculty Luncheon 117.06

Fundraiser Expenses 901.75

Meals 0.00

Membership Dues 75.00

Powder Puff Expenses 415.20

Scholarships 1,000.00

Student Council Supplies 75.07

Travel 0.00

0.00

0.00

0.00

0.00

Total Expense 7,800.43

Net Ordinary Income 3,215.48

Other Income/Expense

Other Income

Interest Income 0.00

Total Other Income 0.00

Net Other Income 0.00

Net Income 3,215.48

81‐0496‐352   HS STUDENT COUNCIL

Littlestown Area School District Balance Sheet

Jun 30, 16

ASSETS

Current Assets

Checking/Savings

Cash - Cornerstone 13,549.22

TOTAL ASSETS 13,549.22

LIABILITIES & EQUITY

Equity

Fund Balance 10,333.74

Net Income 3,215.48

Total Equity 13,549.22

TOTAL LIABILITIES & EQUITY 13,549.22

81‐0496‐352   HS STUDENT COUNCIL

LASD Student Activities AccountsNon‐negotiable, for accounting purposes only; must include backup documents such as receipts, conference registration, invoices, etc.

Acct Number Ck #. 

Date , 2017

Pay To The Order Of $

Student Officer

Club / Activity Advisor

Reason Activities Director / Principal

Acct Number Ck #. Date , 2017

Pay To The Order Of $

Student Officer

Club / Activity Advisor

Reason Activities Director / Principal

Acct Number Ck #. Date , 2017

Pay To The Order Of $

Student Officer

Club / Activity Advisor

Reason Activities Director / Principal

Select Your Account # from the drop down

Select Your Account # from the drop down

Select Your Account # from the drop down

Littlestown Area School DistrictStudent Activities Accounting DeptFor internal use only

Littlestown Area School DistrictStudent Activities Accounting DeptFor internal use only

Littlestown Area School DistrictStudent Activities Accounting DeptFor internal use only

Littlestown Area SD Student Activities Account Deposit Form

A. Club Account#: B.  Club Name:

C.  Source of Deposit:

D.  Date of Deposit:

E.Checks $0.00

Check Total $0.00

Hundreds $0.00Fifties $0.00Twenties $0.00Tens $0.00Fives $0.00Ones $0.00Others $0.00

Currency Total $0.00

2 Dollars 0.00Dollars 0.00Halves 0.00Quarters 0.00Dimes 0.00Nickles 0.00Pennies 0.00

0.00Other 0.00

Coin Total 0.00

Total For Deposit 0.00

Student Officer

Club / Activity Advisor

00

00000

000000

Select Your Account # from the drop down

CHECKS

CURRENCY

COINS

INSTRUCTIONS:1.  For checks ‐ complete the excel spreadsheet labeled tape.  This is essential to trace any bounced checks.  2.  Complete this form, section A. thru E. below.  A & B can be populated via a drop down to select account.  The LASD requires this form for all deposits.  3. Send deposit to the district office; attention Business Office.4. District will make the deposit at ACNB.5. ACNB will forward a deposit receipt and this form to Business Office to credit the appropriate activity account.

Revised 08/14/2017

Check From: Check Number Amount:

1 Example 123 23.00$

2 -$

3 -$

4 -$

5 -$

6 -$

7 -$

8 -$

9 -$

10 -$

11 -$

12 -$

13 -$

14 -$

15 -$

16 -$

17 -$

18 -$

19 -$

20 -$

21 -$

22 -$

23 -$

24 -$

25 -$

26 -$

27 -$

28 -$

29 -$

30 -$

Total: 23.00$

LITTLESTOWN AREA SCHOOL DISTRICT

Student Activity Fund Raiser Reconciliation

School: ________________________ Class/Club Name: ____________________

Fund Raiser: ___________________________________________________________________

Date of Sale (From – To): ________________________________________________________

A. Number of Units Purchased: _____________________

B. Sale price of each unit: ___________________

C. Total expected revenue(AxB=C): __________________

D. Cost of Items Sold: ______________________

E. Vendor Name: ___________________________________

F. Invoice # and/or date: ______________________________

G. Net Profit/Loss(C-D=G): ___________________________

Enter below the date and amount of each deposit recorded:

Date Deposit Date Deposit

__________ ______________ ___________ ____________

__________ ______________ ___________ ____________

__________ ______________ ___________ ____________

__________ ______________ ___________ ____________

__________ ______________ ___________ ____________

__________ ______________ ___________ ____________

__________ ______________ ___________ ____________

F. Total of all deposits: ___________________

(If item “F” does not equal item “C”, please explain. Example: ½ price for unsold

items.)

Club Advisor: ____________________________ Club Treasurer: ______________________