Current Forms and Links for your Club

 

2020-2021 Sponsor Information

Startup Sponsor Meeting 8/18/2020

  1. Slideshow - will be updated as policies change
  2. Meeting recording - password: kXu7c82E

 

COVID-19 Procedures for Clubs (Fall 2020)

Question: When we are allowed to meet face to face again, what is the protocol?
Answer:

  1. Fall Activities & Athletics Guidelines
  2. This presentation must be previewed prior to meeting face to face with admin present.
  3. A waiver must be completed by a parent/guardian for every student prior to meeting.  (Spanish
  4. A verbal health attestation must be completed by every person, every time you meet.  
  5. Sponsors must complete a COVID-19 Participant Daily Tracking Form every time you meet. 
  6. A daily temperature check of each person is highly recommended.
  7. At this time only Performing Arts can meet face to face and must follow District guidelines.
  8. Resources: 
    COVID-19 Assessment and Referral AlgorithmSick Room (Isolation) Guidelines | Staff Utilized Student/Staff Concern Flow Algorithm

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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 (Monkey Survey) must be submitted - please complete the survey, print 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 do I make a purchase using club monies?
Answer: Complete a purchase requisition and submit it to Chris Ginty.  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 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.  It should be signed and initialed by you (the club sponsor).  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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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

Question: When/how can my club meet?
Answer: At this time only virtual meetings are allowed outside of school hours. When allowed to meet face to face, club meeting will be held in the Community Room unless alternate arrangements have been approved by Mr. Bass.  Reserve it HERE.  Currently, Performing Arts are allowed to meet and are required to follow District guidelines.

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