Current Forms and Links for your Club

Current, fillable forms are found at http://www.mpsaz.org/student_activities/forms/

2021-2022 Sponsor Information

Startup Sponsor Meeting 7/30/2021


Chartering/Rechartering a Club

Question: How do I charter a new club?
Answer: Click HERE for instructions

Question: Where do I find the link to charter a new club or re-charter an existing club for this year?
Answer: Dobson's site specific link can be found HERE.

Question: What other requirements are there to complete my clubs charter/re-charter?
Answer:  Submit a Club Sponsor Agreement each year.  This is also required for athletic clubs.

Question: Where do I find the sponsor handbook with all pertinent information for my club?
Answer: The Student Activities page HERE

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Student Travel

Question: What is needed to travel with students and how do I know if it is considered travel?
Answer:  All information can be found HERE.   Please take the time to familiarize yourself with the changes made this year by reading through this pdf document.

Question: Where do I find the specific links referred to in the Student Travel Information?
Answer: 

In-State Travel Packet - must be approved at least 30 days prior to travel date for ALL optional student travel.  Regularly scheduled AIA competitions are exempt.

Student Activity Expense Approval - must be submitted ASAP for all expenses related to travel (including AIA competitions)

Travel Requisition for ALL expenses related to the travel (including AIA competitions)

Gas Card / Substitute Agreement if a substitute is needed for an AIA, AMEA, ABODA, WGAZ or AZMBA events.

All information can also be found on the district website under Student Travel.  

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Financial Information

Question: How do I identify what accounts I have access to and what I can purchase from each?
Answer: Club, ECA, Gifts & Donations and/or Crowdfunding are all options.  Click here for more details.  

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Fundraising at Dobson

Question: What are some of the fundraising opportunities available?
Answer: This spreadsheet contains the information for various opportunities.  If you would like to add others, please let Chris know.

Question: What are the fundraising guidelines for my club?
Answer: All fundraisers must be approved by Student Council and Administration, even those that are 100% Booster Club fundraisers.  All food/drink fundraisers that do not meet the Smart Snacks guidelines must be limited to one (1) per semester and a Fundraising Waiver (Survey Monkey) must be submitted - please complete the survey, print (before submitting) and send to cmginty@mpsaz.org.  If you aren't sure if your fundraiser meets the Smart Snacks Requirements, you can enter the food/drink on this Smart Snacks Calculator and determine the status.  

Question: How do I request a fundraising activity?
Answer: Dobson's site specific form can be found HEREClub minutes and any requisitions to pay for products must accompany your fundraising request.  

Question: Can payment be made online? 
Answer: Yes with Webpay.  Click HERE for instructions to get it set up. 

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Activities at Dobson

Question: If my group wants to host a non-fundraising activity, how do I make a request?
Answer:  Complete an Activities Request Form. Once approved you will be notified.

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Purchasing with Club Funds

Question: What can I purchase with club funds?   
Answer: Allowable club expenditures examples. 

Question:  How can I check my club account for deposits? 
Answer: Touchbase Manager/coach login 

Question: How do I make a purchase using club monies?

Answer: Complete a purchase requisition and submit it to Chris Ginty.  (Examples of completed requisitions can be found HERE.)  It should be signed and initialed by you (the club sponsor) and signed by one of your officers.  If unable to obtain the club officer signature on the requisition, have the officer send an email to cmginty@mpsaz.org stating that the club members approve the purchase.  Also, please include the club minutes or budget that approves the purchase, your image for all print materials and quote if applicable.  Do not make any purchases until you have a Purchase Order (PO) or it will be considered an After The Fact purchase and you could be held financially responsible for the purchase.  

Question: Which vendors am I allowed to use?  
Answer: You may purchase from District approved vendors only.  To find a vendor, you may want to contact the appropriate buyer.  Please check the Commodity List to determine the correct buying team to contact.  

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Purchasing with ECA Funds

Question: What can I purchase with ECA funds?   
Answer: General allowable ECA expenditures examples

Answer: Music allowable ECA expenditures examples

Answer: Athletic allowable ECA expenditures examples

Question:  How can I check my ECA account for deposits? 
Answer: Touchbase Manager/coach login 

Question: How do I make a purchase using ECA monies?

Answer: Complete a purchase requisition and submit it to Chris Ginty.  It must be a line-item PO, blanket PO's are not issued for ECA purchases and should be signed and initialed by you (the club sponsor).  (Examples of completed requisitions can be found HERE.) Not needed: minutes or club officer signature.  Include your image for all print materials and quote if applicable.  Do not make any purchases until you have a Purchase Order (PO) or it will be considered an After The Fact purchase and you could be held financially responsible for the purchase.  

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