ASB Procedures and Protocols
In addition to the ASB Constitution by-laws and regular ASB procedures, the following procedures and protocols must be followed:
Ticket Sales and Deadlines/Sales Cut-Offs:
All ASB and Class sponsored events that require tickets, where tickets will NOT be sold at the door to the event (i.e. Prom, IDC Dance, etc.) , will have a firm deadline for when ticket sales will be permitted. Tickets sales must be completed two full school days prior to the event. The ONLY exception to this will be if the venue or contracted company has an earlier deadline that we must adhere to for reasons of counts, transportation, facilities, etc. This buffer of two days will allow our ASB office to organize the finances, administration to check eligibility, and student leadership to plan effectively for the event.
Fundraisers and Required Supervision:
All requested fundraisers must continue to follow the current procedures. A request for fundraiser form, and a profit and lost statement must be filled out and submitted to the ASB office to be passed by the Executive Council and then the Student Senate. Any fundraiser that involves a group of students meeting at the same place for an event/activity MUST be approved by the Administration prior to going to the Executive Council or Student Senate. Whenever groups of students are congregating in the same place, adult supervision is required. For example, merchandise sales do not require any adult supervision other than the signature of the advisor/coach on the request for fundraiser form. However, any event such as a dance, concert, etc. requires administration approval and adult supervision. The student leaders in charge of the event should make an appointment with Mr. Walczak and bring a written proposal of the event including date, time, location, logistics, and budget. Mr. Walczak will bring the proposal to the administration team and get back to the student.
Reimbursements and Deposits through ASB:
Any student group, club, or team with an ASB account must turn in original receipts for reimbursement and the request for reimbursement form with an advisors and student representatives signature to the ASB office within 30 days of the event. This will help us to keep more accurate records of accounts and monitor cash flow.
Any student group, club, or team with an ASB account must deposit any money earned or collected through fundraisers/dues within 30 days of the collection. All deposits from Fundraisers must include a completed profit and lost statement. Individuals/advisors/coaches should not hold on to cash or checks. All checks must be payable to Cupertino High School. To ensure that your account is credited for the money that it earned…PLEASE DO NOT PUT ANY DEPOSITS IN MRS. BALGA'S MAIL BOX. This is not a secure place to leave checks or money.
Request for Cash Box with or without change
This form must be submitted two days prior to the event.
For Clubs Day cash boxes please see the Club Commissioners for due dates and other requirements.
Clubs Day - Return of Cash Box
For clubs day the maximum amount of cash that you can request is $20.00. This helps to ensure that all clubs have an opportunity for starting change. Please make sure that the student in charge of the cash box does not leave the box unattended. Also, all monies must be deposited immediately after clubs day is over. Please make sure that this is included as part of the clean-up process.
|Reimbursement requests||4-day minimum|
|Purchase Orders||4-day minimum|
|Facility Requests||Must be turned in TWO weeks prior to use date for “IN HOUSE” and one month for outside community events.|
ASB Student Bank Locker