Clubs Handbook & FAQ

This centralized hub enables club leaders and advisors to plan successful events and manage their clubs well at Los Altos High School. It includes a quick guide for common questions about event and fundraiser requests, simplifying club procedures, frequently asked questions, a detailed handbook offers step-by-step instructions for completing forms and understanding club operations.

For additional support, the page has a slide deck of past club senate meetings, helping users review important discussions and resources.

FCMAT, ASB, and Clubs

The Financial Crisis Management Assessment Team is an organization created by the passage of AB1200 to help California’s local educational agencies fulfill their financial and management responsibilities by providing fiscal advice, management assistance, training, and other related school business services. This organization also outlines California ASB rules and regulations.

The Associated Student Body Accounting Manual, Desk Reference and Fraud Prevention Guide is designed for school principals, ASB activity directors, fiscal services managers, bookkeepers, secretaries, students and others who are responsible for student body activities, especially fundraising. The manual is intended to answer questions about accounting, purchasing, student stores, vending machines, clubs and overall roles and responsibilities.

 

For more information about FCMAT and its role in ASB governance, please see their website at www.fcmat.org

Clubs & Club Advisor Handbook

Scroll through or click on a topic in the Index/Table of Contents to jump to a specific topic

To open the handbook in a separate window, click here.

Frequently Asked Questions (FAQ)

The ASB FAQ section for Clubs is your go-to resource for all questions related to club processes at Los Altos High School. Whether you're curious about the necessary forms, need guidance on accessing club funds from previous years, or have queries about rechartering your club annually, we’ve got you covered. We’ve compiled answers to common questions to help you navigate the ins and outs of club management. You’ll also find links to ASB-published resources for additional support. Check back often as we continue to update this page with helpful information!

Common Activities & Topics

  • In addition to holding regular club meetings, all student groups on campus are encouraged to organize events for the campus.

    Examples of events a club may wish to host include tabling in the quad to raise awareness for their club or a cause, host a performance or tournament on campus, or invite a speaker to campus.

    Before a club can host an event, they must:

    (a) complete the activity request form

    (b) receive written confirmation that their event/activity/fundraiser is approved. Note: this process is typically 2 weeks, please plan ahead. Requests submitted to close to the desired date of activity may be denied.

    ASB will consider the proposed event’s appropriateness, safety, and compliance with Education Code when reviewing and approving events.

  • Carefully review this step-by-step guide before making any purchases.

    • Clubs should consider purchases as a multi-step / 2 WEEK LONG process from the day forms are turned into the finance office to getting confirmation the request approval status

    • Clubs should have funds in their club account before making any purchases

    • Clubs MUST complete the pre-approval process before any items/services are purchased (follow the steps in the guide linked above)

    Email the Finance Clerk (gina.brownson@mvla.net) and Activities Director/ASB Advisor (sarah.alvarado@mvla.net) if you have any questions.

  • Fundraising

    Fundraising is the primary source of revenue for clubs that plan to have expenses.

    Before a club can host a fundraiser, the club must:

    (a) complete the activity request form

    (b) complete the fundraiser request form

    (c) request a cash box

    (d) receive written confirmation that their fundraiser was approved.

    ASB will consider the appropriateness, safety, and compliance with the Education Code, MVLA Board Policy, and FCMAT Guidelines when reviewing and approving fundraisers.

    Important Notes about fundraising:

    Fundraising on school campuses is highly regulated. Sound cash control procedures are essential from the time the club advisor collects the cash box until it is returned to the ASB bookkeeper. This is to deter fraud and protect everyone from accusations of wrongdoing. Your club advisor must be present and actively supervising for the entirety of the fundraiser. Failure to comply with this policy will result in future fundraising requests being denied.

    Any funds raised must adhere to the following:

    • All funds raised are used for the benefit of the entire club/student group, not specific/individual student(s)

    • any and all funds raised can not be donated to an outside organization or charity (note: a club can share a direct donation link to the website of a charity and encourage club/LAHS community to make a donation directly to the organization/charity)

    • Club members cannot be required to participate in or make contributions to a fundraiser.

    • Club members cannot be excluded from benefiting from the proceeds of a fundraiser as a result of their not having participated in a fundraiser.

    • Monies raised outside of the webstore or an approved fundraiser may not be spent on club activities and will not be deposited into the club’s ASB account.

    • Clubs may also encourage club members or members of the LAHS and broader community to donate to the club. Such donations are handled through the LAHS webstore.

  • Clubs are welcome to advertise on campus.

    Flyers must be submitted to the Activities Office/Leadership Room for stamped approval. ASB will post one flyer on each of the campus bulletin boards. Once stamped, the club can post any additional flyers around campus.

    Your club/event can be displayed on the digital displays around campus, with flyers, and/or posters. Click here to get approval for advertising on campus.

    Physical Advertisement Guidelines:

    -Flyers posted around campus may be no larger than 8.5” x 11” |

    -A maximum of 15 advertisements (poster and flyer combined) can be posted around campus at any given time. They should not be posted in classrooms or on classroom doors without the permission of the teachers who use the classroom.

    - Clubs are responsible for removing all flyers/posters when the event advertised has passed. ASB will remove the flyers on bulletin boards.

    Flyers/Posters without a stamp from the Activities Director will be removed.

  • Club Officers—Our PTSA is proud to support clubs at LAHS. They’ve set aside money to help get your clubs up and running or to help with funding/supporting a club project or activity you have in mind and make it a reality.

    Click here to learn more and apply.

    Questions?  Email LahsPtsaExecVp@gmail.com

  • _________________________

    Los Altos High School clubs are created and run by students to benefit the entire campus.

    Except in very rare circumstances, clubs should be accessible to all students completely irrespective of their ability to pay any fees associated with a club (including membership dues and fees to participate in trips/activities).

    Students: You should not pay any membership dues or have to pay any fees to participate in club activities (regardless of where they’re held). This is prohibited.

    Students who learn of clubs charging any fees are encouraged to contact ASB leadership; the Activities Director/ASB advisor, Ms. Alvarado, or adminstration.

    Club Leaders/Advisors:

    It is your responsibility to work together with your advisor and club members to determine how to finance club activities. The club as a whole should be thinking about money and costs, not individual students. Knowing that club members shouldn't be paying out of pocket, club leadership is responsible for working with the advisor to determine how to make the club viable.

    Possible options include:

    • Only hold meetings on campus

    •Applying for a PTSA Grant. The money the PTSA awards is intended to help clubs get on their feet.

    • Host fundraisers on/off campus to raise money. ASB Leadership can help you generate ideas for how to do this. Some ideas (e.g., a revenue split fundraiser with a local restaurant [Chipotle, Panda, Armadillo Willy's]) are free ways of raising money.

    If you have any questions, use the question/comment link at the bottom of the page.

  • Meeting minutes are to keep track of discussions held during club meetings. Clubs may add minutes forms to their designated Google Drive Folder sent after charter approval. For expense/activities/fundraising requests, meeting minutes must be printed and physically signed before they’re turned in.

  • On the ASB website - lahsasb.com or emailed in club charter approval.

  • Yes! Clubs are only chartered for one school year, and each school year, they must submit a new charter application during club charter windows.

    Club chartering forms can be found under Club Forms & Documents

  • Your club will need to update your proposed budget and turn in to the Finance Office with your fundraising form / expenditure pre-approval form.

  • Yes and no.

    Starting in the 2024-25 school year (SY24):

    No student club or organization may carryover more than 20 percent of the total amount of income in a given school year.

    Funds above the carryover 20 percent of the total amount of income limit shall be transferred to the General Fund for ASB to use toward student activities and events for the whole student body.

    Clubs may request a Budget Carryover Waiver to carryover more than 20 percent of total amount expended for club related events/activities that may require more than one school year to fundraise. The request must be approved by the ASB or club advisor, principal/school administrator, and the district’s business office.

    Example:

    1. SY24 Chartered Club with the following account breakdown:

      • $3000 carryover from previous year SY23 (this will only happen for this year)

      • $1000 fundraised in SY24

      • $1500 in expenses for SY24

      • End of year balance of $2500 (over 20% of SY24 income)

      • End of year: $2000 rolled into the ASB General Fund and club can keep $500 to carryover the following year, if they recharter.

  • Per FCMAT guidelines that govern ASB rules and regulations:

    Donations to outside organizations, non-profit organizations and students or families in need generally are not allowable because they are considered a gift of public funds, no matter how worthy the cause. ASB funds are legally considered public funds because they are raised through the district's tax identification number under a non-taxable status. In general, fundraising that occurs on campus should be for the benefit of the ASB and not for other organizations.

     

    A student group may organize a fundraiser to support a charity as long as the event is clearly identified as raising funds to donate to that cause. AND All donations should be in the form of either: direct donation via a website for the charity, checks made payable to directly to charity.  

    This type of fundraising activity should also be approved by the School District Board prior to any fundraising activities taking place.  

  • If the new club charter has the EXACT same name as the previous year charter, yes!

    If you plan to change the name of the club, you MUST note the EXACT previous name and state "the club name is changing from ____ to ____" in Section A of the Club Constitution that is submitted with the club charter application.

  • Yes! We want as many students as possible to learn about as many clubs as possible and not be restricted to one lunch period. Feedback from students in the past is that they only got to see/learn about a few clubs during one lunch period. So this year we have two!

    This is a new experiment for ASB in responding to some feedback in previous years. We are trying out having all clubs table for club rush two days to allow more students to learn about more clubs!

  • In order to charter a club, one must complete the Club Constitution Template, a Club Budget Worksheet, and the Club Advisor Contract. The constitution must be submitted through the ASB Club Charter Request Form. The budget and advisor contract can be turned in digitally as pictures of the printed forms with physical signatures, or physically at the finance office.

  • We understand that the nature of some clubs like Mock Trial or an olympiad/competition type club benefits from expert coaching to prepare for the competition(s).

    The club coach(es) will need to complete the MVLA volunteer application process - ideally before they officially begin working with the club.

Club Senate #1

Highlights of 8/23/24 Meeting:

  • How to charter a club and the club charter window and recruitment fair cycles

  • FCMAT financial guidelines and the forms clubs must complete and submit to host an activity and/or fundraiser

  • Club Minutes Requirement and the shared Google Drive Folder to store all documents related to the Club business

  • PTSA Club Grants - information and application

  • STEAM Week - club collaboration information

Club Resources Slides shared at the Club Senate Meeting on 8/23/24

Club Senate #2

Highlights of 10/18/24 Meeting:

  • Ways for clubs to participate in Homecoming

  • Reminders for club requirements to maintain charter status

  • Spring Semester Charter Window reminder

  • Holiday Faire Timeline - brief timeline and sign up details

Club Resources Slides shared at the Club Senate Meeting on 10/18/24

Club Senate #3

Highlights of 1/15/25 Meeting:

  • Activities, Fundraising, and Expense Requests are now digital K12 forms

  • Printed and physically signed meeting minutes are required to approve requests

  • Upcoming Valentine’s Day Faire - sign up timeline

  • Budget Carryover Request - applications will open around Quarter 4 for clubs with multi-year projects or that require large budgets

Club Resources Slides shared at the Club Senate Meeting on 1/15/25

Club Senate #4

The 4th Club Senate Meeting will take place on 3/26 in the Eagle Theatre. Clubs are required to attend and those that do not will receive a strike against their charter