INTRODUCTION
Clubs are a fun and enriching way to get involved in the Sagemont Preparatory School Community. Sagemont Prep's diverse club community provides students the opportunity to meet with other like-minded individuals and further explore this shared interest. Clubs provide students the opportunity to enhance their leadership skills, present innovative ideas, and collaborate with club members to further improve their respective club/honor society. This guidebook is intended to provide clarity on the expectations and responsibilities of club sponsors, officers, and members at the Sagemont Preparatory School. We hope that this handbook helps guide all members of Sagemont Prep's clubs and honor societies to create the most productive and innovative club setting and improve the community and our school throughout the school year.
Rami Shihadeh & Omar
Jimenez-Walton
CO-CHANCELLORS
TABLE OF CONTENTS
Introduction...2
Meeting Minutes...12
Club and Honor Society Support Team...3
Step for Events...13
Mission Statement...5
General Handling of Funds...14
Roles within Clubs...6
Field Trips...15-16
Officer Positions...7-9
Parent/School Communication...17
Election & Applications...10-11
Event and Coverage Reminder...18
Clubs Google Classroom...19
Clubs and honor societies on the Upper Campus serve to extend beyond the academic realm and connect students with the principles needed for success whilst instilling the values and fundamentals of scholarship, leadership, service, citizenship, and character. Students who strive to become involved in the student body and make a difference in their academic environment will greatly benefit from the intellectually sparking network available at Sagemont Prep.
IntellectualCuriosity &Creativity
Mindfully regarding our keen academic focus, the extracurricular body of Sagemont Prep acknowledges the limitations of the classroom setting and strives to serve as a home for deeper connection-making. Through intellectual exploration exceeding the bounds of the classroom, students gain the ability to challenge their leadership and collaborative skills by engaging with leaders in the community and broadening their skills of expertise through various academic and interest initiatives.
AnalyticalThinking &ProblemSolving
Collaboration
As active agents of change, students who hold membership in clubs and honors societies on campus have a great responsibility to efficiently and effectively address the complexity of rising issues and problems in our community and environment. Students are encouraged to provide service through creativity in order to find innovative solutions.
Individuals build relationships to support each other and collectively share ideas and strategies to meet their goals better and discover new opportunities.
Responsible Risk-Taking Reflection
Students experience reliability on independent exploration and student-powered confidence to better pursue new skills in partnership and leadership.
Campus leaders continuously challenge and access themselves by examining their progress, and strengths, reflecting on self-awareness, and striving for continuous improvement in intellectual and personal growth.
ROLES WITHIN THE CLUBS
Club Sponsors
Almost every teacher will be approached at some point and asked to sponsor a club. You might be asked by an administrator, by your fellow teachers, or by the students themselves. Being a club sponsor is full of many rewards.
There is a time commitment involved in sponsoring a student club. However, not all clubs are not equal. Each club will require work, but some require more work than others. Any extracurricular club activities will require adult coordination and supervision. Club Sponsors are responsible for guiding their officers and members. For clubs that can partake in competitions, it is the expectation that students prepare for these regularly and participate. Club sponsors must work to ensure that each club has opportunities to actively involve all members throughout the year.
Club Officers
The club officers are critical to the success of a club. Their time and dedication can help ensure that a club will be fun and productive. All club officers should be present during their club’s events. It is important to keep in mind that the success of each club falls more on the officers than the sponsors. Clubs are what the students make it. Officers must keep communication with the Board of Club Directors.
Club Members
Each club is only as good as its members. It is extremely important that each member of a club brings something new and innovative to the table, and makes purposeful and positive contributions, to allow the club to thrive. It is the responsibility of the club as a whole to contribute to the Sagemont Community through volunteering and creating a better environment.
OFFICER POSITIONS
Club President
The president is the leader the club; responsible for planning and organizing meetings and ensuring the club is successful. Some of their tasks include creating the agenda, scheduling fundraisers/events, and conducting the meeting. They should also maintain communication with the club sponsor and the Board of Club Directors. The club president must also be present at all scheduled sponsor/president club meetings and report the information to the club members.
Before the meetings:
Prepare an agenda in collaboration with other club officers.
Meet with the club sponsor to review the agenda.
Post Agenda 24-48 hours prior to the upcoming meeting
Ensure all club members are notified about the time and location of the meeting.
Ensure all club members are stay informed with any changes of events, meetings, and any other important information
Ensure that all officers are doing their respective tasks
Maintain a calendar of upcoming club events
During the meetings:
Conduct the meeting. Follow the agenda.
Encourage participation by all club members and officers
Help clarify activities and recommend a plan of action.
Submit a proposal of any club events/activities to the Club Chancellor and Club coordinator through the Google Forms platform. Summarize action items and ask for volunteers to chair necessary subcommittees, as needed.
Conclude the meeting with a review of the upcoming plan
After the meetings:
Review the meeting with other club officers and sponsors and address ways for possible improvement. Plan the next meeting’s agenda. Submit any upcoming events for approval to the club’s Google Classroom.
OFFICER POSITIONS
Club Vice President
The Vice President is responsible for assisting the club President in the management of the club. In the absence of the president, the vice-president should be ready to carry out the president's responsibilities as well as their own. Part of their duties includes keeping the meeting minutes and attendance.
Duties
Before the meetings:
Meet with any outstanding committees prior to the club meeting and review progress.
Prepares a report on committee works and progress.
Record all meeting minutes and provide them in the club's Google Classroom. This must be done within 24 hours of each meeting. Communicate with the general assembly through Google Classroom.
Take attendance and is responsible for keeping an accurate record of excused and unexcused absences.
During the meetings:
Assist the committee chairperson in making committee reports.
Collect and maintain all committee work assignments. After the meetings:
Work with the Club President to create the following week’s agenda
OFFICER POSITIONS
Club Treasurer
Keep accurate, up-to-date records of all financial affairs.
Create an annual budget for the club/honor society.
Communicate with the club coordinator and club chancellors on ANY purchases made.
Present and interpret financial reports to members.
Perform other duties as outlined in the by-laws.
Have a general plan of financial goals for the year, and plan fundraising events with the other officers
Responsible for keeping track of money their respective club has.
Club Relations Manager
Record and document all club events through pictures, videos, etc.
Responsible for promotional material (flyers, social media posts, etc.) related to club affairs
Note: All social media platforms must be approved by Mr. David Roe at droe@sagemont.com
Responsible for submitting pictures and 2-3 sentences of all events to the Google Classroom assignment "Activity Submissions" under the Relations Manager tab within 7 days of the event's production.
Record the club’s accomplishments in Google Classroom on a monthly basis
Submit morning announcements for club events to Club Chancellors.
Perform other duties evolving from the office.
Provide community service opportunities for your club members
ELECTION & APPLICATIONS
Guidelines
Candidate Application - Candidates will be expected to complete an application and present their speech in order to run for office. All submitted applications will be reviewed by sponsors and officers.
Advertising & Campaigning (SGA only) -
Officers - The following positions will be contested:
President
Vice-President
Treasurer
Relations Manager
A student may only hold 2 officer positions in each academic year. The two positions cannot be the same.
Incumbent Self-Evaluation Session
– All incumbents (Students who currently hold an office) are required to meet with their current sponsor to complete a self-evaluation and discuss contributions to the program over the course of their tenure. This is meant as a counseling session and in no way will restrict the office in which the student chooses to run for the 2023-2024 academic year.
Each candidate can use 5- 8.5”X11” flyers and 5 posters, which can be placed throughout the school. Advertising and school campaigning is reserved for the SGA. No negative campaigning. This includes any verbal or written communication. Keep slogans positive and clean. Do not remove signs of opposition or you will be removed from candidacy. All signs must receive a stamp of approval from the designated club sponsor.
Students must put up signs either before or after school. All signs must be taken down by 3:00 p.m. on the day of the election results.
Even if you are running unopposed, you must put up signs. Students may not have professional material for campaigning. All flyers and posters must be designed by the student campaigning for an office.
You may not give out gifts of any kind during your campaign.
ELECTION & APPLICATIONS
Guidelines Continued...
Qualifications
All officers must be in good academic standing with a clean behavioral record. Candidates must be available for all meeting times.
Candidates for officer positions must have been a member of the designated club for 1 academic year unless the club does not meet that requirement. All candidates must be approved by the current club sponsor and the Sagemont Prep Administration. Application packets must be completed and submitted with a copy of the speech. All applications must be reviewed and approved by a teacher who is not the club's sponsor.
Speeches
: All candidates must have a formal speech that is preapproved by the club sponsor, a minimum of three days prior to the election. Club sponsors will set their own deadline, as long as it is no more than 7 days before the election or a minimum of three days before the election.
The speech should focus on your goals for the position for which you are running. Speeches may be a maximum of 2 minutes. Speeches must be school appropriate and reference only your goals for the position and personal attributes that make you a valuable candidate.
Termination of Membership
Termination of membership must follow the club constitution. Students must be afforded due process. Termination of membership must be preceded by a probation period. If a student does not correct the reasons for which he/she was placed on probation, a termination of membership letter is to be issued. Keep a copy of the letter. Before a termination and probation letter is issued by the sponsor, the sponsor must speak with an administrator.
MEETING MINUTES
What are Meeting Minutes?
Because there is a formal process of student governance for organized student groups, each club must prepare and maintain a record of each meeting, called minutes. The meeting minutes serve as the record of each meeting and demonstrate that the club has followed all policies and procedures of Sagemont Preparatory School. All meeting minutes must be recorded using Google Docs and shared on the Clubs and Honor Societies Google Classroom.
At a minimum, the following information should be documented in the meeting minutes:
Name of the club holding the meeting and the date.
Names of those who attended.
What was discussed during the meeting?
What action was taken during the meeting?
The results of any votes taken.
Who prepared the minutes?
It is crucial that the minutes document any action taken regarding student funds. All meeting minutes must be completed within 24 hours of the meeting.
Keep all meeting notes in ONE document.
STEPS FOR EVENTS
Step 1: Approval of the Event
Keep in mind the need for appropriate notice and planning so that events you might want to schedule can be properly placed on the school calendar and will not conflict with other school‐wide events. The school‐wide calendar reflects all approved activities. New activities will be added only if they do not conflict with previously scheduled events. If you would like to add an event this must first be approved by the sponsor, then submitted to Coach Roe and the Club Chancellors.
Step 2: Marketing Your Event
In order to put your event in to action, you need to:
Acquire the necessary funds for your event
Send the Head of Communications a Canva for social media advertisement
Draft an email to be sent out to the school and must be sent to Coach Roe at minimum two weeks in advance.
Morning Announcements: All morning announcements must be submitted by the Relations Manager to the Club Chancellor(s) at minimum one day in advance. All announcements must include the time period to be read. Please ensure your event went through the proper steps of approval and was approved prior to submitting. All events must be announced in the morning announcements.
Step 3: Plan and Execution of Your Event
Meet with Club Treasurer to ensure the finances of your event
Make sure you alert other clubs you may want to get involved a month in advance
Make sure you alert all members of their roles and responsibilities
GENERAL HANDLING OF FUNDS
Timeliness
Keep in mind the need for appropriate notice and planning so that events you might want to schedule can be properly placed on the school calendar and will not conflict with other school‐wide events. The school‐wide calendar reflects all approved activities. New activities will be added only if they do not conflict with previously scheduled events. If you would like to add an event this must first be approved by the sponsor, then submitted to Coach Roe and the Club Chancellors. Cash or checks cannot be kept overnight; therefore, if you have a deposit, it must be brought to the business office by the end of each day.
Deposits
All deposits must be counted and logged by BOTH the club president and club sponsor. Club sponsors should bring completed deposit slips and funds to Ms. Vicky no later than 24 hours after the event. It is not the business office staff’s responsibility to count your deposits. Club sponsors must stay while the deposit is re‐counted to verify the amount is correct. Club sponsors should always give all deposits face-toface. Please ensure after a purchase or deposit that you accurately update your club accounts spreadsheet as you will need this information for future inquiries.
Clubs Splitting Money
Each club must account for what must be deposited or subtracted from their individual club account. Please have this completed before making your deposits to Ms. Vicky.
FIELD TRIPS
Procedures
All club field trips must be pre-approved by Coach Roe and submitted for approval by the club Sponsor. Field trips should not be discussed with students until administrative approval has been given.
An In-house Activity or Field Trip Request Form must be completed with all details completed and returned to Coach Roe 60 days prior to the date of the activity.
Parents have already given their children permission to attend all field trips. The Field Trip Notification form must be completed and sent to the parents 15 days before the trip.
Field Trip Notification forms must be returned to the sponsor. The forms must accompany the field trip in case of an emergency. Sponsors are to ensure that all emergency information is correct.
Make certain there are enough chaperones to ensure the safety of the students. Invite parents to assist you as chaperones. Make sure that each parent who wants to chaperone a field trip has the opportunity. Each chaperone must have a list of the students he/she is chaperoning.
An email should be sent to all staff members a minimum of two days in advance notifying them of the upcoming field trip and the students who will be attending.
A list of field trip participants, as well as those children staying on campus, should be turned in to the office on the day of the field trip. A copy of the list should be given to each adult going on the trip. Any last-minute changes due to illness are to be made prior to leaving school.
Prior to departure students must be assigned to a bus and this bus roster must be turned in to the front office.
Please review field trip rules with your students prior to departure. It is important for them to understand that they are representing The Sagemont School while on the field trip.
Count the students frequently, especially during any transition time such as bus loading, unloading, restroom breaks, etc.
At no time should a middle school child be permitted to go anywhere without adult supervision. High school students must be in groups of two or more and check in with a chaperone periodically at an assigned time and/or location
FIELD TRIPS
Chaperone Guidelines
Your role as a chaperone is an important one, and while enjoyable, requires that you accept certain responsibilities.
The purpose of the Chaperone Guidelines is to provide you with an overview of a chaperone's responsibilities, and to make recommendations for appropriate responses to various situations that may arise during the course of a field trip/event. These guidelines are designed to better help you understand what is expected of the students and yourselves at events. After reading the guidelines, if you have any further questions, please ask the head chaperone or an administrator.
The first aid kit and medical forms are to be carried by the head chaperones at all times. All chaperones should be aware of who has these items in case of an emergency. If an injury occurs please use your best judgment on how to handle the injury, do not be afraid to ask for assistance, and notify the Head Chaperone immediately.
Overnight Trip Guidelines
Provide students with your cell phone number
Obtain the cell number for all students in attendance prior to the trip
Buddy system and check in system must be clearly stated and followed
Room assignment must be done by the faculty member prior to departure
PARENT/SCHOOL COMMUNICATION
In order for effective learning to take place, parents are urged and encouraged to be involved in their child’s education. Sagemont Prep uses a variety of methods to promote this interaction; the primary method is email. Please be sure you inform us when you change providers or addresses.
Computer and Phone Interaction
Each teacher and administrator has an email account. The address is the initial of the first name, last name, and @sagemont.com (i.e. David Roe would be droe@sagemont.com).
Each teacher and administrator has a voice mail. Teachers will return phone calls before school, after school, and during their planning periods.
Meetings
Parent/teacher meetings can take place throughout the school year.
Either parents or teachers may initiate the request for a meeting. It is the responsibility of the teacher and parent to schedule the meeting. Should a parent wish to speak to more than one teacher at a time, that request must be initiated with the school counselor.
Parents are encouraged to use email, voice mail, or written notes to contact teachers.
EVENT AND COVERAGE REMINDER
Role of the Club Sponsor
When a club sponsors an event, it is up to that club sponsor to secure a sufficient number of chaperones and it is the responsibility of the sponsor to notify administration of who the chaperones will be. Club sponsors must review the supervision guidelines with all chaperones in attendance.
Whenever you leave campus with students for an approved club sponsored event you must inform all teachers, administrators, and front office staff and provide a list of all students in attendance. You must take a completed Field Trip Notification form for each student in attendance as well as all medical information.
CLUBS GOOGLE CLASSROOM
Streamlining Communication
Base of communication between the Club/Honor Society Support team and the sponsors and officers. Therefore, it is imperative that you check it often.
All necessary documents regarding clubs and honor societies
Upload your meeting minutes
Upcoming scheduled events
Link to join Google Classroom: https://classroom.google.com/c/NDA3ODU4NzAzNTEz?cjc=celueng
COMMUNITY SERVICE HOURS
How It Works
Service Hours are submitted by the students.
Students must have a signed note from the sponsor confirming the student's attendance.
Hour submission form can be found on the website under Upper Campus Resources.
Sponsors and presidents, please make sure that the students submit the hours and do not forget.
All community service form submissions will be checked by Coach Roe.