This page contains all the forms clubs and student groups on campus need to run and maintain their clubs, request to host an activity or event, request to hold a fundraiser, and, when the club chartering window is open, charter a club at LAHS.
CLUB MEETING FORMS
Use this template to take meeting minutes.
Clubs are required to meet at least 1x/month in order to maintain their charter.
Minutes should be taken at every meeting. After a club charter has been approved, a Google Folder will be shared for the club to save all club meeting minutes.
Use this form to submit the minutes from your meeting.
Typically a club’s secretary is responsible for taking minutes and submitting them to ASB.
Club Officer and Club Advisor are required to attach a physically signed copy of complete meeting notes to all request forms.
REQUEST FORMS & APPROVAL PROCESS
Below is a slide deck to help Club Officers and Club Advisors determine which type of request form to complete and submit for approval. Please use this resource as needed. Forms are linked in the slide deck and below the slide deck.
Important note: request forms require signatures for approval must have printed and physically signed meeting minutes.
Already submitted a request form through Informed K12? check your request form approval status by follow the steps outlined here
Overview of Request Approval Process
Club holds meeting, records minutes, votes to hold an activity and/or use club funds for an expense with an list of the item(s)/service(s) and estimate of cost.
Club submits the appropriate request form (see slide deck below to help determine which form best fits. if unsure reach our to Activities Director or Finance Office) and attaches signed club minutes to request.
Request progresses through the approval process with corresponding signatures. Form is marked complete when approved. Note: request will be sent back or denied at any approval step for: missing or inaccurate information, details of the request do not follow FCMAT, ASB policies, MVLA Board policy, or state laws, a date conflict, not submitting request at least 10 school days/2 weeks prior to the event date requested/purchases needed.
For pre-approval of expense (PERF), items will be purchased/ordered on behalf of the club by the ASB Finance Office.
Overview of Reimbursement Process
After previously approved item(s)/service(s) have been purchased, the club holds a meeting, records minutes, and approves the exact cost to the penny based on the itemized receipt(s). Note: as nearly all purchases will be made by the ASB Finance Office, receipts and/or paid invoices will be shared with club advisors for club to approve and use/attach to the RPO.
Club submits the Reimbursement request form (RPO) and attaches signed club minutes to request.
Request progresses through the approval process with corresponding signatures. Form is marked complete when approved, and ASB Bookkeeper will complete payment and deduction of club funds from club account. Note: request will be sent back or denied at any approval step for: missing or inaccurate information, not attaching corresponding signed club minutes, not attaching complete itemized receipt/invoice matching request form.
CLUB EVENT REQUEST FORMS
Clubs should fill out this form to request permission to host an event. This can be filled out ahead of time. Must be submitted at least 2 weeks prior to desired date of event/activity.
Must be submitted with Club Minutes to the Finance Office.
Clubs will be notified of approval.
Use this form to request a fundraising activity or event that involves at least one expense (e.g. purchasing items to sell at the fundraiser).
Clubs should submit this form to request permission to host a fundraiser. It should be submitted with the Activity/Calendar Request Form (linked under Host Activity/Event above).
Must be submitted at least 2 weeks prior to desired date of fundraiser.
Must be submitted with Club Minutes
Clubs will be notified of approval.
Use this form to request a fundraising activity or event with no expenses.
Clubs should submit this form to request permission to host a fundraiser. It should be submitted with the Activity/Calendar Request Form (linked under Host Activity/Event above).
Must be submitted at least 2 weeks prior to desired date of fundraiser.
Must be submitted with Club Minutes
Clubs will be notified of approval.
Clubs should fill out this form to request permission to advertise their club/event on campus.
THIS INCLUDES:
Flyers
posters
digital advertisement /social media
daily announcements
Clubs should fill out this form to request a item published on the Web store.
This could include tickets to an event/activity the club is hosting or a donation to the club.
Clubs should fill out this form to request to use the Theater for a club related event.
This form requires club to meeting with the theater manager, Myles Rowland, to discuss the details of your event and get his signature.
An activity request form that would like to use the theater that does not also have this form, will be denied.
Clubs should submit this form a minimum of 48 hours before the approved fundraiser will be held.
Remember the club advisor must pick up and return the cash box from the finance office. They must also be present at the fundraiser.
Tier 2 & 3 Clubs can request to have an item on the LAHS Store for proceeds to go to the Club account.
Clubs can request to have a dedicated donation item on the LAHS Store.
If club has an approved activity as part of a fundraiser, they can request to have an dedicated item on the LAHS Store.
EXPENSE REQUEST FORMS
Fill out this form to let ASB know each item, how much of the item(s), the cost, where to purchase from*, and the reason/purpose for purchasing each item.
Must be submitted with signed Club Minutes
After submitting request do not make any purchases until receiving notification of request approval.
Failure to get prior approval for purchases will result in any/all of the following:
item(s) will not be reimbursed, and your club should thank the purchaser for their donation to the club
potential for a strike against club charter for not following the purchase approval process.
IMPORTANT NOTE: Item(s) from Amazon must be submitted with link to the Share a Cart link. Most purchases from Amazon will be purchased by the school on behalf of your club, unless otherwise notified.
Use the Share a Cart Extension to quickly and easily share Amazon Cart with items and quantities of each item submitted on the pre-approval form.
Use this form to request reimbursement, a purchase order, and/or an account transfer.
Reimbursment will only be granted/approved for a pre-approved purchase in which ASB notified your club is responsible for purchasing.
Must submit this form with Club meeting minutes where the expenses were discussed and approved and copies of the original purchase receipts/invoices.
CLUB CHARTERING FORMS
Club chartering is only available during the club chartering windows. The club charter windows are: Fall: typically the first 3-4 weeks of the school year; Spring: typically December-January; Fast Track Club Chartering* for the following school year is in May.
STEP 1
After you’ve found at least three other members to be part of your club, you’ll need to work on a constitution.
It is recommended to involve your prospective club advisor in this process.
STEP 3
All Clubs must have a budget, even if the club does not plan to fundraise and/or have expenses.
It is recommended to involve your prospective club advisor in this process.
This form MUST be printed and signed
Turn in printed and signed form to either the Finance Office OR the Drop box outside the Leadership Room for the Activities Director and ASB Clubs Commissioner to process for ASB approval.
STEP 2
Once you’ve found a staff member to advise your club and they’ve read your completed club constitution, use this link to send the staff member(s) an advisor contract. They must sign before your club charter application can be reviewed.
This form MUST be printed and signed
Turn in printed and signed form to either the Finance Office OR the Drop box outside the Leadership Room for the Activities Director and ASB Clubs Commissioner to process for ASB approval.
STEP 4
This is the final step in the charter application process. You’ll share your Club Constitution, Bylaws/Advisor Contract, and Club Budget with ASB in this step. The information provided here will be used to update the club section of this website.
Submit the digital files the form linked above AND…
Print forms from steps 2 & 3 to sign. Then, turn in to the Finance Office or the Drop box outside the Leadership Room for the Activities Director and ASB Clubs Commissioner to process for ASB approval.
*Fast Track Club Chartering is only available to existing chartered clubs, who plan to charter under the same club name, in order to have club charter approved by the second week of the school year. Fast Tracked Club Charter applications requires all forms for normal club chartering to be completed and submit by the last school day in May.