John Champe High School
Activities Manual
2012-2013
Activities Coordinator:
Kimberly McDonald
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Table of Contents
General Information: Activities Coordinator
3
Clubs, Organizations, and Sponsors
4
Responsibilities and Guidelines for Club or Organization Sponsors
5
General JCHS Information: Showcase Usage, Paper Cart, Snack Cart, and
Posting Information
6
Fundraising Guidelines
7
Purchasing Materials and Making Deposits
10
Using the Building for your Event
12
Starting a New Club or Organization
15
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General Information: Activities Coordinator
Kimberly McDonald
kimberly.mcdonald@lcps.org
Activity Room: 1310
Classroom: 2200
Duties of the JCHS Activities Coordinator:
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Approving new club/organization applications (the principal has final say on this).
Monitoring club activities, and fundraising.
Approving Flyers and Maintaining the “Knights in the Know” boards.
Obtaining sponsors for non-stipend positions.
Creating the Group Activities schedule. (meeting times and locations)
Scheduling/facilitating assemblies and special programs.
Assisting in the planning and coordination of homecoming activities.
Assisting in the planning and execution of student government elections.
Communicating with community groups.
Assists the SCA sponsor in the planning of pep rallies.
Assist in supervision of school activities.
Any additional tasks as assigned by the principal.
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John Champe High School Clubs and Organizations
Governing Organizations
Student Council Association
Senior Class
Junior Class
Sophomore Class
Freshmen Class
Kim McDonald
TBA
Chantal Grunert and Melisa Gallo
Lindsey Ritchie
Mike Gurlea and Katrina Owens
Honor Societies
National Honor Society
National Mathematics Honor Society (Mu Alpha Theta)
German National Honor Society
French National Honor Society
Science National Honor Society
Spanish National Honor Society
Latin National Honor Society
Jeff Horvath
Juliet Kenny and Angela Vipond
Kristin Wells
Kelly James
Shelly Zappia
Sofia Pollock
Nadia Ghosheh
Publications
Literary Arts Magazine
Newspaper
Yearbook
Cynda Douglas and TBA
Cynda Douglas
Melissa Mathews
Service Organizations
Key Club
Interact
Jennifer Jackson and TBA
Beth Jespersen
Fine Arts
Art Club
Drama
Marching Band
Kandyce Blackstock
Russ Staggs
Jonathan Phillip
World Languages
German Club
French Club
Spanish Club
Latin Club
Kristin Wells
Kelly James
Sofia Pollock
Nadia Ghosheh
Career and Technical Education
DECA
Family, Career, and Community Leaders of America (FCCLA)
Technology Student Association (TSA)
Future Educators Association (FEA)
Toni Fasan
Kim Yeager
Katrina Owens
Kim Yeager
Miscellaneous Clubs and Organizations
Academic Competition Team
Activities Coordinator
Battle of the Books
Best Buddies
Book Club
CAMPUS
Computer Club
Dance Team
Forensics and Debate
History Club
Model U.N. Club
Odyssey of the Mind
PEER
Recycling Club
Jeff Reed
Kim McDonald
Kristin Sheetz
John Laberbera
Beth Jespersen
Andrea Rasmussen
Jose Rodriguez
Adrienne Schrerer
Dave Hoffman
Adam Lewandowski
Jennifer Jackson and Mike Gurlea
Susan Hollinger
Katherine Schneider and John Labarbera
Joey Carter
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Responsibilities and Guidelines for
Club or Organization Sponsors
Club and/or activity sponsors are integral to the success of JCHS organizations. Club or activity sponsors are
the supervising adults working with our students. Please read over the guidelines and expectations below:
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No club, organization, or activity should meet without a sponsor present. Any activity that your
students plan on doing needs to have proper adult supervision to assure safety of the students and
security of the school grounds and building. This includes preparation for events like homecoming or
any fundraisers that your organization may be planning.
o A note to Class Sponsors:
 Homecoming: All class sponsors are expected to attend the homecoming activities
and assist with supervision. This includes the Homecoming Parade and the Homecoming
dance.
 Prom: Sponsors of Juniors and Seniors should also plan on attending the Prom to assist
with supervision.
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It is the sponsor’s responsibility to complete and manage all internal and external paperwork in
relation to fundraising, building use and meeting locations.
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Please read over all documents pertaining to Finances, Accounting, and Fundraising for your
organization. Any collected monies must be handled according to county accounting policies. See
Janelle Fantasia for more details or if you have questions.
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If at any time you have questions regarding activities, fundraising, or approval of activities do not
hesitate to ask. You can email the Activities Coordinator or see members of the administration in the
main office.
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Field Trips: If you think you might want to take your group on a field trip, see Jennifer Traina
before you begin any planning or make any reservations. You will need to check on funding,
transportation, and fill out relevant paperwork to obtain approval.
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General JCHS Information:
Showcase Usage, Paper Cart, Snack Cart, and Posting
Information
Showcase Usage:
Reserving the Showcase:
1. Check the “Showcase Schedule” on the teacher desktop.
2. To reserve the showcase for a particular month, you will need to click the Showcase Request Form on
the teacher desktop. Fill in the appropriate information and submit. You will receive an email
confirmation with your approved showcase date.
Showcase Decorating Guidelines:
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Showcase reservations are for 1 month only: please promptly remove your decorations and
items from the showcase before the last day of the month so that the next organization can begin
assembling their showcase.
o If you would like to reserve the showcase for a period less than 1 month, please mention
this to the Activities Coordinator so they can allow others to use the extra time.
Be mindful of copyright laws and infringement: Use of copyrighted images without
permission is illegal. Please be sure to approve all designs by students before allowing them to be
placed in the showcases.
Showcase designs and content should be school appropriate and follow all LCPS
handbook policies.
Using the Colored Paper Cart:
Would you like to reserve the Main Foyer Showcase?
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Location: Library
You must “check out” the cart! Please only check it out for a limited time to make sure all clubs,
organizations, and teachers have access.
Note: We do not have an unlimited paper budget. Consider this when you are making plans for using
the colored paper.
Snack Cart Guidelines
The Champe snack cart will operate during the first half of Shield only and will make one visit to each
classroom throughout the building.
Individual student groups may request to run the snack cart for a two week time period. The following
guidelines will be enforced regarding the snack cart:
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Food on the Cart:
o All supplies for the snack cart must be purchased by the individual student group prior to their
two-week session.
o Student groups must follow health and safety guidelines regarding which food and beverages are
served on the cart.
o No food with nuts can be sold on the snack cart
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Supervision/Money:
o An adult sponsor must be present at all times while the snack cart is in operation. The adult
sponsor should handle all monies received and follow proper accounting procedures. *See
Janelle Fantasia for accounting help.
o Any money collected each day should be deposited in the main office. Money can be dropped in
the floor safe or deposited directly to our bookkeeper Janelle Fantasia.
Posting Information Around the School
If you would like to get the word out about an event or activity that your club is hosting you should post your
flyer on one of the three “Knights in the Know” boards.
Guidelines:
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Flyers in the school should only be located on the “Knights in the Know” boards.
No club, organization, or student should place flyers on school walls.
All flyers posted on the “Knights in the Know” board must be approved by the
Activities Coordinator prior to hanging!!!
The ONLY exceptions to the location of signs are large Yearbook and Drama Production posters.
Locations of Knights in the Know Boards:
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Outside Main Office
In the intersection of the 1300-1400 hallway by the school store
In the intersection of the 2500-2400 hallway at the top of the center stairs.
In the intersection of the 2300-2400 hallway
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Fundraising Guidelines
Fundraising is a very important part of running your organization. In fact, funds are necessary for many of the
organizations at John Champe to function. Whether you simply collect club dues, or allow the students to
help design fundraisers throughout the year it is extremely important that you follow the procedures outlined
below. Since all clubs and organizations are non-profit groups under the Loudoun County Public Schools we
have to be careful how money is handled and be sure that all accounting of funds is up to date through our
bookkeeper (Janelle Fantasia).
The most important thing to remember about fundraising or collecting money is that
YOU CANNOT HOLD ONTO THE MONEY.
Deposit all money in the drop box as soon as possible!!!
Please read over the steps below for a summary of how to get started with your fundraiser:
1. Fill out the Electronic Fundraiser Approval Form: This form is required of all fundraisers at
least 2 weeks in advance of your estimated start date. This allows the activities coordinator to
check that no two groups are conducting the same fundraiser and also allows us to internally track
which fundraisers are current in the building. Once you receive confirmation that your fundraiser is
approved and on the Fundraising Calendar, you may proceed with step two.
a. This form can be found on the Activities Website as well as the Staff drive: please
submit the form electronically to the activities coordinator as an attachment. Rename the
file with the title of your fundraiser when you send as an attachment. If you need to reserve
space on Campus for your fundraiser you will need to complete the building request process
through the Athletics Website.
2. See Janelle Fantasia in the Main Office: You will need to talk with Ms. Fantasia about setting up
an account for your fundraiser to allow for withdrawals and deposits during the course of your
fundraiser. She can also help you with setting up a cash box and discuss options for purchasing any
items you may need for the fundraiser.
3. Requesting a Cash Box: If you are collecting money during your event, you will need a cash box for
storage. In many cases, you will need to have a cash box with starter money in the event that you will
need to provide change to your customers. Please read the following information pertaining to a cash
box.
a. Request for Set-Up: In order to request your cash box, simply email Janelle Fantasia
(bookkeeper) requesting the cash box. In your email, include how much money you would like
to start the fundraiser with and how you would like that money divided. (i.e. 20 dollar bills, 1
dollar bills, etc)
b. Cash Box Storage: DO NOT HOLD ONTO THE MONEY. As soon as you can, turn in
the cash box or the money from the cash box to Janelle Fantasia in the main office.
i. If Janelle Fantasia is not available, you may deposit the money in the Floor Safe located in
the teacher mailroom and then return the actual cash box when she returns.
ii. If you are running a fundraiser that takes place over several days or weeks YOU
MUST TURN IN THE MONEY AFTER EACH DAY OF THE FUNDRAISER.
--This is a Loudoun County Public Schools Policy.
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c. Turning in the Cash Box: At the conclusion of your fundraiser, return the cash box, the
original cash box start-up money and all profits to Janelle Fantasia in the main office.
i. Original Cash Box Set-Up Money and Profits must be turned in with 2
separate deposits.
Sample Fundraising Request Form
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Purchasing Materials and Making Deposits
Purchasing Materials:
Often when preparing for a fundraiser you will need to purchase items to get started. Additionally, you may
want to purchase decorations for an event, or food for a meeting. Any forms required can only be found in
Janelle Fantasia’s Office.
General Purchasing Guidelines:
 All expenses for a particular fundraiser MUST come from that fundraiser account.
o For example: If you sponsor Latin Club and Recycling club, you cannot use Latin
Club funds to purchase Recycling Club fundraiser materials.
o “You can’t rob Peter to pay Paul”
If you are purchasing items for your organization there are two very important rules to keep in mind:
1. You must have an itemized receipt: each item purchased must be listed on the receipt.
2.
Your receipt can only have your organization’s items listed. For example, if you purchase
groceries at Harris Teeter for your fundraiser, you cannot also add your own groceries to the
same receipt. You must pay separately for any personal items.
Three Purchasing Options:
1. Reimbursement: Provided you have money in your organization’s account, you can purchase needed
items using your own money.
 If you opt to use this method, please understand that you will not be reimbursed for any tax
that you might pay on a particular item.
 In order to avoid paying sales tax, pick up a copy of the Tax Exempt Form.
 To be reimbursed for items that you purchased for your organization:
1. Bring your Itemized Receipt to Janelle Fantasia’s Office
2. Attach it to a completed “Check Request” Form
3. Submit to Janelle.
2. Purchase Order: Some companies will allow you to use a school purchase order to buy supplies.
They will then bill the school at a later date. Usually these types of orders have to be completed on the
phone in order to give the company important school information.
 To make a purchase using a PO (Purchase Order) number:
o Complete the Purchase Approval/Order Request Form
o Submit the form to Janelle Fantasia.
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3.
Use a School Credit Card or Corporate Account.
 To check out the school “P-Card” or another Corporate account card:
o Fill Out the P-Card/Corporate Account Purchase Form
o Take the completed form to Janelle Fantasia in the main office. She will give you the Pcard.
 If you are using a credit card or corporate account, there are a few very important rules to
keep in mind in addition to the receipt:
o JCHS P-Card/Corporate Card Rules
 JCHS is Tax Exempt: You cannot charge sales tax to the credit cards.
 You will need your LCPS ID badge to make purchases with these accounts.
 You must have an itemized receipt: each item purchased must be listed on
the receipt.
 Turning in the Card and Receipt: Once you have made your purchases,
bring the card and your itemized receipt to Janelle Fantasia
 You cannot keep the Card overnight. Anyone checking out one of the
cards should make arrangements to use it during the day. If you need to use the
card after school you should return it to the floor safe and follow the Deposit
Procedures the same day. *The only exception is if you are approved for an
overnight trip on school business. (Conference, Field Trip, etc.)
a. School Credit Card: The school has a VISA that is for Activities Purchases. You can check
out this credit card from Janelle Fantasia in the main office.
i. When filling out the check request form, please write the initials “SAF” in the top left
corner so that Wendy knows the purchases were made with the VISA.
b. Wal-Mart: Wal-Mart requires a special white account card in addition to the Activities
VISA in order to make tax-free purchases.
c. Best Buy: Best Buy requires the Best Buy Tax Exempt Card in order to make tax free
purchases.
d. COSTCO: We have a corporate account with COSTCO. You can check this card out with
Janelle
e. Corporate Accounts: The following companies have corporate accounts with John Champe.
See Janelle Fantasia to check out the credit cards for these stores.
i. Harris Teeter
ii. Home Depot
Making Deposits
It is important to keep your own records of all money received. Make sure you deposit all money the day you
receive it. DO NOT KEEP ANY MONEY OVER NIGHT. Deposit all money in the Drop Box, located in the
Mail Room. Make sure you will out a Deposit Slip (to be included in the deposit envelope) and the Deposit
Log located on top of the Drop Box.
** For any additional questions or concerns, please see Janelle Fantasia in the Main Office. She
can explain all of the accounting procedures as you work through the process the first time. **
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Using the Building for your Event
If you would like to use space in the building for an event or meeting for your organization you will need to
follow these steps:
1. Become a Requester: The first step to reserving a space in the building is registering to become
a requester. This means that you will have a login and password in the Facilities system that you can
use to request events on campus.
a.
b.
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f.
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Navigate your web browser to www.ChampeSports.com.
Click the tab marked “Facility Use Requests”
Read the directions on this page and then click the link on the directions.
This will take you to the facilities Request Log In Page.
At the bottom, click the button marked “Become a Requester”
You will be directed to a Requester Registration Form, which you will need to complete.
Requester Form:
Fill in only the required boxes (Those marked with *) and do not change any of the drop down menus.
Put your name (not the name of your organization) in the “Client Name” box.
Click “Submit Registration Form”
Joe Breinig will approve your status and you will receive a confirmation email alerting you that you are
an approved Requester.
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2. Requesting an Event:
a. Navigate your web browser to www.ChampeSports.com.
b. Click the tab marked “Facility Use Requests”
c. Read the directions on this page and then click the link on the directions.
d. This will take you to the facilities Request Log In Page.
e. Enter your login information.
f. You should be directed to this page and you should see your name at the top.
g. Click on the blue link marked “Add Date/Times”
h. Select your date and times and then click “Save and Continue”
i. You will now need to give your activity a name and then edit all of the details for your
request. See below for a breakdown of the basic edit options:
Attendance:
Tell us how
many people
you expect at
the event.
Set-Up Time: You may edit the
time you need to set-up your
event. For example, if you need
the auditorium for a presentation
at 6, but would like to set up at 5
– you can note that here.
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j.
If you have other information or specific directions you need to add enter it under “Other
Information”
i. Please let us know if you will need custodial coverage to clean up after
your event.
k. When you are finished editing your event the screen should look similar to this:
l.
You can now choose from the following options to submit your request:
 Submit and exit – this will submit your request and exit you from the
system.
 Submit and add another – Will allow you to request another event
 Copy to add another similar request – This will allow you to copy your
details to a “new event” This is a great way to set up recurring meetings.
m. If your event is approved, you will receive a confirmation email from the system and your
event will automatically be added to the Master Calendar for the school.
3. Obtaining Necessary Equipment: The following list shows who to see for training and signing
out equipment you might need.
a.
b.
c.
d.
Microphone:
Jennifer Traina, AP
Laptops or Computer Use: Jeff Horvath, TRT
AV/Media Equipment: Beth Jespersen, Librarian
Tables, Chairs, and other large furniture items: Custodial Staff
 NOTE: If you need furniture arranged in a particular way please see Jennifer Traina so
that she can pass on directions to the Head Custodian for your event. (Diagrams are
encouraged)
 No Custodial Staff Needed? If this is the case, please alert Jennifer Traina AND add
this to the comment box of your request.
4. HVAC: Based on the information that you provide to us on the Facilities Request, we will be sure
to turn on air conditioning or heat for your area of the building.
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Starting a New Club or Organization
If you are interested in starting a new club or organization you will need to complete the “New
Club/Organization Application” and submit the form electronically to the Activities Coordinator.
The form is located in the share drive and on the Activities Website. After your form is submitted it will be
reviewed by the Activities Coordinator and by the administration. All clubs meet before or after school.
Once you have received approval, you may begin meeting with your club/organization.
Sample New Club/Organization Request Form
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