Issuu

2022-2023

CLUBS & HONOR SOCIETIES

Handbook

INTRODUCTION Clubs are a fun way to engage in The Sagemont community with others who share the same interests. Clubs provide their members the opportunity to show their leadership abilities, share their innovative ideas, and collaborate with other members in their club/honor society. This handbook is intended to provide some clarity regarding expectations and responsibilities of club sponsors and club members at The Sagemont School. We hope this handbook will help guide all participants of Clubs and Honor Societies to create the most productive and meaningful environments. More specifically, we hope that it will better the community and the Sagemont School in the 2022-2023 school year

Leah Cohn & Ria Tomlin

CO-CHANCELLORS mnelson@sagemont.com

CLUB & HONOR SOCIETY SUPPORT TEAM ASSISTANT PRINCIPAL

Mr. David Roe

droe@sagemont.com CO-CHANCELLOR

Ria Tomlin ria.tomlin@sagemont.com

CO-CHANCELLOR

Leah Cohn

leah.cohn@sagemont.com

HEAD OF COMMUNICATIONS

TBD

HEAD OF COMMUNITY SERVICE & FUNDRAISING

TBD

TABLE OF CONTENTS Introduction...2

Meeting Minutes...13

Club and Honor Society Support Team...3

Step for Events...14

Mission Statement...5

General Handling of Funds...15

Important Dates...6

Field Trips...16-17

Roles within Clubs...7

Parent/School Communication...18

Officer Positions...8-10

Event and Coverage Reminder...19

Election & Applications...11-12

Clubs Google Classroom...20

IMPORTANT DATES Sponsored by Clubs

Club fair: September 1st & 2nd during lunch All Clubs/Honor Societies SGA president lower school visit: September 9th Club elections: Sept 12-23 All Clubs/Honor Societies SHS & SJHS: Sept 5-9 Spanish festival: Sept 23 Spanish Junior Honor Society Spanish Honor Society Open for additional clubs to help out Trunk or treat: Oct 31 All Clubs/Honor Societies Harvest drive: Nov 7-18 Interact Club NHS NJHS Native American Festival: Nov 30 Open for clubs to help out Mayors Run: Dec 4 Open for additional clubs to help out

Honor Society Induction: Dec 13 All Honor Societies Weston Celebrates the Arts: Jan 22 Art Honor Society Art Club Thespians Robotics Chess Synergy Singers Rock Band Film Club Open for additional clubs to help out Club Photos: Feb 2 All Clubs/Honor Societies Black History Festival: Feb 24 BSU Open for additional clubs to help out Planting Party: April 21 Environmental Club

ROLES WITHIN THE CLUBS Club Sponsors

Almost every teacher will be approached at some point and asked to sponsor a club. You might be asked by an administrator, by your fellow teachers, or by the students themselves. Being a club sponsor is full of many rewards. There is a time commitment involved in sponsoring a student club. However, not all clubs are not equal. Each club will require work, but some require more work than others. Any extracurricular club activities will require adult coordination and supervision. Club Sponsors are responsible for guiding their officers and members. For clubs that can partake in competitions, it is the expectation that students prepare for these regularly and participate. Club sponsors must work to ensure that each club has opportunities to actively involve all members throughout the year.

Club Officers IThe club officers are critical to the success of a club. Their time and dedication can help ensure that a club will be fun and productive. All club officers should be present during their club’s events. It is important to keep in mind that the success of each club falls more on the officiers than the sponsors. Clubs are what the student's make it. Officers must keep communication with the Board of Club Directors.

Club Members Each club is only as good as its members. It is extremely important that each member of a club brings something new and innovative to the table, and makes purposeful and positive contributions, to allow the club to thrive. It is the responsibility of the club as a whole to contribute to the Sagemont Community through volunteering and creating a better environment.

OFFICER POSITIONS Club President

The president is the leader of the club. The club is usually only as effective as the president, who must be committed to the goals and purposes of the organization. The president presides over and conducts meetings according to club procedures. The president is also responsible for developing agendas, scheduling fundraisers, creating a budget, and working with the club’s sponsor to accomplish these tasks. The club president must also attend all scheduled quarterly club meetings and report back to club members. Before the meetings: During the meetings: After the meetings: Prepare an agenda in collaboration with Conduct the meeting. Review the meeting with other club other club officers. Prepare agenda with other club officers. officers and sponsor and address Meet with the club sponsor to review the Follow the agenda. ways for possible improvement. agenda. Encourage participation by all club members Plan the next meeting’s agenda. Ensure all club members are notified about and officers the time and location of the meeting. Help clarify activities and recommend a plan Ensure all club members are stay informed of action. with any changes of events, meetings, and Submit a proposal of any club events/activities any other important information to the Club Chancellor and Club coordinator Ensure that all officers are doing their through the Google Forms platform. respective tasks Summarize action items and ask for Maintain a calendar of upcoming club events volunteers to chair necessary subcommittees, as needed. Conclude the meeting with a review of the upcoming plan

OFFICER POSITIONS Club Vice President The vice president assists the president in carrying out his/her duties. In the absence of the president, the vice-president presides at club meetings and carries out all additional responsibilities normally done by the president. The most important role of the vice president is the overseeing of all committee work. Duties Before the meetings: Meet with any outstanding committees prior to the club meeting and reviews progress. Prepares a report on committee works and progress. Record all meeting minutes and provide them in the club Google Classroom. This must be done within 24 hours of each meeting. Communicate with the general assembly through Google Classroom. Take attendance and is responsible for keeping an accurate record of excused and unexcused absences. During the meetings: Assist committee chairperson in making committee reports. Collect and maintain all committee work assignments.

OFFICER POSITIONS Club Treasurer

Keep accurate, up-to-date records of all financial affairs. Create an annual budget for the club/honor society. Communicate with the club coordinator and club chancellor on ANY purchases made. Present and interpret financial reports to members. Perform other duties as outlined in the by laws. Have a general plan of financial goals of the year, and plan fundraising events with the other officers Responsible for keeping track of money their respective club has.

Club Treasurer Manage the S'more platform by updating the monthly newsletter. Ensure that this newsletter is shared with Coach Roe, Mrs. Sorokin, and the club chancellors weekly. Record and document all club events through pictures, videos, etc. Responsible for sending pictures and 2-3 sentences of all events to Sagemont’s admissions director (Mrs. Kristin Sorokin, ksorokin@sagemont.com). Record the club’s accomplishment on approved club social media sites. Coach Roe and Mrs. Sorokin must be informed about all social media sites. Submit morning announcements for club events to Club Chancellors. Perform other duties evolving from the office.

ELECTION & APPLICATIONS Guidelines Candidate Application - Candidates will be expected to complete an application in order to run for office. Officers - The following positions will be contested: President Vice-President Treasurer Relations Manager A student may only hold 2 officer positions in each academic year. The two positions cannot be the same. Incumbent Self-Evaluation Session – All incumbents (Students who currently hold an office) are required to meet with their current sponsor to complete a self-evaluation and discuss contributions to the program over the course of their tenure. This is meant as a counseling session and in no way will restrict the office in which the student chooses to run for the 2022-2023 academic year.

Advertising & Campaigning Each candidate can use 5- 8.5”X11” flyers and 5 posters, which can be placed throughout the school. Advertising and school campaigning is reserved for the SGA. No negative campaigning. This includes any verbal or written communication. Keep slogans positive and clean. Do not remove signs of opposition or you will be removed from candidacy. All signs must receive a stamp of approval from the designated club sponsor. Students must put up signs either before or after school. All signs must be taken down by 3:00 p.m. on the day of the election results. Even if you are running unopposed, you must put up signs. Students may not have professional material for campaigning. All flyers and posters must be designed by the student campaigning for an office. You may not give out gifts of any kind during your campaign.

ELECTION & APPLICATIONS Guidelines Continued...

Speeches: All candidates must have a formal speech that is preQualifications approved by the club sponsor, a minimum of three days prior to the All officers must be in good academic standing with a clean election. Club sponsors will set their own deadline, as long as it is no behavioral record. more than 7 days before the election or a minimum of three days before Candidates must be available for all meeting times. the election. Candidates for officer positions must have been a member of the The speech should focus on your goals for the position for which designated club for 1 academic year, unless the club does not meet you are running. Speeches may be a maximum of 2 minutes. that requirement. Speeches must be school appropriate and reference only your All candidates must be approved by the current club sponsor and goals for the position and personal attributes that make you a The Sagemont School Administration. valuable candidate. Application packets must be completed and submitted with a copy of speech. Termination of Membership Termination of membership must follow the club constitution. Students must be afforded due process. Termination of membership must be preceded by a probation period. If a student does not correct the reasons for which he/she was placed on probation, a termination of membership letter is to be issued. Keep a copy of the letter. Before a termination and probation letter is issued by the sponsor, the sponsor must speak with an administrator.

MEETING MINUTES What are Meeting Minutes? Because there is a formal process of student governance for organized student groups, each club must prepare and maintain a record of each meeting, called minutes. The meeting minutes serve as the record of each meeting and demonstrate that the club has followed all policies and procedures of The Sagemont School. All meeting minutes must be recorded using Google Forms and shared with the sponsor, all officers, Coach Roe, and the club chancellors. At a minimum, the following information should be documented in the meeting minutes: Name of the club holding the meeting and the date. Names of those who attended. What was discussed during the meeting? What action was taken during the meeting? The results of any votes taken. Who prepared the minutes? It is crucial that the minutes document any action taken regarding student funds. All meeting minutes must be completed within 24 hours of the meeting. Keep all meeting notes in ONE document.

STEPS FOR EVENTS Step 1: Approval of the Event

Keep in mind the need for appropriate notice and planning so that events you might want to schedule can be properly placed on the school calendar and will not conflict with other school‐wide events. The school‐wide calendar reflects all approved activities. New activities will be added only if they do not conflict with previously scheduled events. If you would like to add an event this must first be approved by the sponsor, then submitted to Coach Roe and the Club Chancellors.

Step 2: Marketing Your Event

In order to put your event in to action, you need to: Acquire the necessary funds for your event Send the Head of Communications a Canva for social media advertisement Draft an email to be sent out to the school and must be sent to Coach Roe two weeks in advance. Morning Announcements: All morning announcements must be submitted by the Relations Manager to the Club Chancellor(s) at minimum one day in advance. All announcements must include the time period to be read. Please ensure your event went through the proper steps of approval and was approved prior to submitting. All events must be announced in the morning announcements.

Step 3: Plan and Execution of Your Event

Meet with Club Treasurer to ensure the finances of your event Make sure you alert other clubs you may want to get involved a month in advance Make sure you alert all members of their roles and responsibilities

GENERAL HANDLING OF FUNDS Timeliness

Deposits

All deposits must be counted and logged by BOTH the club president and club sponsor. Club sponsors should bring completed deposit slips to Ms. Rijos. It is not the business office staff’s responsibility to count your deposits. Club sponsors must stay while the deposit is re‐counted to verify the amount is correct. Club sponsors should always give all deposits face-to-face. Please ensure after a purchase or deposit that you accurately update your club accounts spreadsheet as you will need this information for future inquiries.

Clubs Splitting Money

Each club must account for what must be deposited or subtracted from their individual club account. Please have this completed before making your deposits to Ms. Rijos.

FIELD TRIPS Procedures

All club field trips must be pre-approved by Coach Roe Field trips should not be discussed with students until administrative approval has been given. An In-house Activity or Field Trip Request Form must be completed with all details completed and returned to Coach Roe 60 days prior to the date of the activity. Parents have already given their children permission to attend all field trips. The Field Trip Notification form must be completed and sent to the parents 15 days before the trip. Field Trip Notification forms must be returned to the sponsor. The forms must accompany the field trip in case of an emergency. Sponsors are to ensure that all emergency information is correct. Make certain there are enough chaperones to ensure the safety of the students. Invite parents to assist you as chaperones. Make sure that each parent who wants to chaperone a field trip has the opportunity. Each chaperone must have a list of those students he/she is chaperoning. An email should be sent to all staff members a minimum of two days in advance notifying them of the upcoming field trip and the students who will be attending. A list of field trip participants, as well as those children staying on campus should be turned into the office the day of the field trip. A copy of the list should be given to each adult going on the trip. Any last minute changes due to illness are to be made prior to leaving school. Prior to departure students must be assigned to a bus and this bus roster must be turned in to the front office. Please review field trip rules with your students prior to departure. It is important for them to understand that they are representing The Sagemont School while on the field trip. Count the students frequently, especially during any transition time such as bus loading, unloading and restroom breaks, etc. At no time should a middle school child be permitted to go anywhere without adult supervision. High school students must be in groups of two or more and check-in with a chaperone periodically at an assigned time and/or location

FIELD TRIPS Chaperone Guidelines Your role as a chaperone is an important one, and while enjoyable, requires that you accept certain responsibilities. The purpose of the Chaperone Guidelines is to provide you with an overview of a chaperone's responsibilities, and to make recommendations for appropriate responses to various situations that may arise during the course of a field trip/event. These guidelines are designed to better help you understand what is expected of the students and yourselves at events. After reading the guidelines, if you have any further questions, please ask the head chaperone or an administrator. The first aid kit and medical forms are to be carried by the head chaperones at all times. All chaperones should be aware of who has these items in case of an emergency. If an injury occurs please use your best judgment on how to handle the injury, do not be afraid to ask for assistance, and notify the Head Chaperone immediately.

Overnight Trip Guidelines Provide students with your cell phone number Obtain the cell number for all students in attendance prior to the trip Buddy system and check in system must be clearly stated and followed Room assignment must be done by the faculty member prior to departure

PARENT/SCHOOL COMMUNICATION

In order for effective learning to take place, parents are urged and encouraged to be involved in their child’s education. The Sagemont School uses a variety of methods to promote this interaction; the primary method is email. Please be sure you inform us when you change providers or addresses.

Computer and Phone Interaction

Each teacher and administrator has an email account. The address is the initial of the first name, last name and @sagemont.com (i.e. David Roe would be droe@sagemont.com). Each teacher and administrator has voice mail. Teachers will return phone calls before school, after school, and during their planning periods.

Meetings

Parent/teacher meetings can take place throughout the school year. Either parents or teachers may initiate the request for a meeting. It is the responsibility of the teacher and parent to schedule the meeting. Should a parent wish to speak to more than one teacher at a time, that request must be initiated with the school counselor. Parents are encouraged to use email, voice mail, or written notes to contact teachers.

EVENT AND COVERAGE REMINDER Role of the Club Sponsor When a club sponsors an event, it is up to that club sponsor to secure a sufficient number of chaperones and it is the responsibility of the sponsor to notify administration of who the chaperones will be. Club sponsors must review the supervision guidelines with all chaperones in attendance. Whenever you leave campus with students for an approved club sponsored event you must inform all teachers, administrators, and front office staff and provide a list of all students in attendance. You must take a completed Field Trip Notification form for each student in attendance as well as all medical information.

CLUBS GOOGLE CLASSROOM Streamlining Communication

Base of communication between the Club/Honor Society Support team and the sponsors and officers. Therefore, it is imperative that you check it often. All necessary documents regarding clubs and honor societies Upload your meeting minutes Upcoming scheduled events