Club Advisor Information and Procedures

• All A.S.B. forms can be found outside the bookkeeper’s office, in I113, and in the One Drive Club Advisor Folder. https://bit.ly/ClubAdvisorFolder 

  • Activity/Fundraiser Request (white): Used for all club activities and fundraiser

  • Transaction Request (pink): Used for prior approval of any expenses from club funds

  • Cash Box Request (white): Used to request a cash box for an event.

  • Deposit Slip (green): Used for deposits of funds for prior approved classroom fundraisers (ex: drinks, snacks, t-shirt sales, marketplace)

• Activity/Fundraiser request forms and Transaction request forms can be turned in to either Ms. Eacret’s mailbox OR the ASB Room (I113) OR emailed to Ms. Eacret at Eacrme@fusd.net.

• Cash box requests need to be turned in the bookkeeper’s office at least one week before the cash box is needed.
• Deposit slips should accompany all cash & check deposits.

• All fundraisers must be approved by both the district office and ASB prior to an activity or fundraiser start date.
• To be safe, make sure all paperwork for a fundraiser is submitted at least FOUR WEEKS prior to the start date of the fundraiser. Money cannot be collected by / turned into the bookkeeper UNTIL a fundraiser or activity has been approved by ASB.
• Clubs are not allowed to require students to participate in fundraisers.
• Food and/or beverage sales by any ASB club are NOT allowed during school hours (this includes both Club Advisors and Students). Clubs are allowed to sell food/beverage items 30 minutes after the end of the school day until midnight. If you have questions, please speak with the A.S.B. Director or Principal.

• A transaction request must be approved by ASB prior to funds being spent.
• You will NOT be reimbursed if you spend money before your transaction request has been approved by ASB.
• You are not allowed to reimburse yourself with the profits from a fundraiser.
• All monies made from a fundraiser or event must be deposited with the bookkeeper.
• Deposits should be turned into the bookkeeper during school hours. If the bookkeeper is unavailable, please contact the A.S.B. Director to schedule a time to drop off your deposit. Never leave money in the bookkeeper’s office if she is not present or in a staff mailbox.
• If you have been prior approved for expenses, the receipts need to be given to the bookkeeper and a check will be processed for reimbursement (if the transaction was prior approved).
• A fundraiser/activity request form must be approved by A.S.B. prior to any club advisor collecting money.

• If your club will be using a facility on campus, you will need to submit a facility request through Facilitron AT LEAST 30 days prior to the event. See Dr. Campbell in the F building for more information.

Physical Flyers & Posters

• All physical posters and flyers must be approved by A.S.B. before being posted.
• Only painter’s tape can be used to post items around campus. ABSOLUTELY NO DUCT TAPE should be used to put up posters or flyers.
• Physical Posters and flyers must be removed once the event has concluded.

Social Media

• Coaches/Advisors MUST have access to their club or sport’s social media account.
• Digital flyers may be shared on social media with approval from the club advisor.
• Clubs oversee the creation of their own digital flyers.
• Please tag @KaiserHSASB (Instagram) if you would like us to repost your Instagram story.

• Ajaa Jones (teacher librarian) oversees the Kaiser website. If you have items that need to be publicized on the website, please schedule a time to meet with Ms. Jones.

• If you are going on a fieldtrip, please make sure to turn in the following paperwork to the proper person. Trips are not valid until all the forms listed below have been approved by the proper department and notification has been received by Club Advisor.
• Fieldtrip form: Submitted to Matt Allen (Budget Clerk). The procedures for completing this form can be found on the District website. Go to Staff Portal, click on Electronic Forms System, then click on Field Trip Request. Once all fields have been completed, print the fieldtrip request paperwork and Matt Allen will submit it to the district office.
• Overnight Fieldtrips – Fieldtrip Request must be submitted to Matt Allen AT LEAST 8 weeks prior to trip.
• One Day Fieldtrips – Fieldtrip Request must be submitted to Matt Allen AT LEAST 4 weeks prior to trip.
• Activity request: Submitted to ASB (I113) and approved in ASB Business Meeting.
• Transaction Request: Submitted to ASB (I113), if you are using club funds for any portion of the fieldtrip and approved in ASB Business Meeting.