ASA Intercolegial Standard Operating Procedures & Implementation Guide Updated 11-2-10
GOVERNANCE Intercolegial is an educational activity that raises significant funds for the senior class at ASA. Because it is in the best interests of the students at ASA for Intercolegial to remain an integral part of the ASA program, the following practices shall be followed. A steering committee consisting of the following positions shall be established to provide planning, quality control, and leadership for Intercolegial. This committee will meet regularly starting in August of the school year.
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High School Principal Intercolegial Sponsor Athletics Director School Board Representative Business Office Manager Security Officer Maintenance Officer Senior Class President Other Senior Class Representative Fundraising Committee Parent Representative Safety Committee Parent Representative Scheduling Committee Parent Representative Past Senior Class Parent Representative Future Senior Class Parent Representative Future Senior Class Student Representative
Governance & Committees I. Committees The ASA Intercolegial requires several committees to be formed in order to manage the different aspects of the event. Below are the committees and the responsibilities of each:
Name of Committee
Steering Committee
Event Coordination Committee
Scheduling Committee
Programing Committee
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Members of Committee • • • • • • • • • • • • • •
H. S. Principal, Chair Senior Class Sponsor Senior Class President Other Senior Class Rep Future Senior Class Rep Athletic Director Board Rep Business Manager Head of Security Head of Maintenance Fundraising - Parent Rep Security – Parent Rep Scheduling – Parent Rep Past Senior Class Parent Rep • Future Senior Class Parent Rep Note: depending on the agenda, the Purchasing Officer and other staff members may be invited
• • • •
Class Government Intercolegial Sponsor Principal Parent
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Athletic Director, Chair Designated Students
• • • •
Athletic Director Designated Students
Responsibilities
Meets regularly – responsible for keeping the lines of communication open and ensuring coordination of events and continuity from year to year.
Responsible for: • major sponsor invitations • list of schools to be invited • overall planning and coordination • recruit teachers and staff to volunteer to supervise the event • create a schedule of teachers and staff, including areas of supervision, of those who confirmed attendance • design and purchase a t-shirt marked “STAFF” for teacher and staff volunteers that will be supervising the event • Responsible for: • invitations • scheduling Responsible for: • game management and recording
Name of Committee
Members of Committee
Sponsor Committee
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Intercolegial Sponsor HS Principal Senior Class Officers Designated Students
Entrance Committee
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Student Chairperson Designated Students
• Finance Committee
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Service Committee
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• Security / Inchada Committee
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Business Office Designee, Chair Senior Class Treasurer Student Government Treasurer Parent Rep. School Board Rep.
Student Designate, Chair Student Designates
Director of Security, Chair Business Office Parent designees Student designees
Kiosko Committee
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Student Designate
Dessile
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Student Designee
Responsibilities Responsible for: • ensuring sponsor guidelines are followed and met • coordinating bid process for major sponsors - Telephone; Soft Drink; Car; Bank • creating a table of advertisement prices • soliciting sponsorship • collecting money from contracted sponsor • placement of the advertisements on the campus with Principal’s approval • all other sponsors Responsible for: • determining the methodology to be used for the entrance and exit of visitors to the facility • issuing of special laminated passes for parking within the facility • the schedule and manning of the main entrance by at least 4 students at all times (with increased staffing at peak hours) • the pricing for the entrance • the acquisition of hand stamps for marking of guests Responsible for: • maintaining a complete accounting of the event • requisitioning cash boxes for different functions for the B.O. • counting all monies during event and storing them safely • depositing money to the student account • managing the intercolegial expense and deposit account with the B.O. • paying all hired participants • keeping a daily spreadsheet accounting of cash flow during event Responsible for: • arrangements for visiting teams’ facilities for changing and for access to water • arrangements for referees’ facilities for changing and resting and for provision of water • making sure that the school’s maintenance and security are provisioned with refreshments • • • •
arranging with invited schools the organization and pricing of the hinchadas and the procedures for their entrance (in conjunction with the Head of Security) coordination of security before, during, and after matches or games monitoring of electrical connections and devices of vendors
Responsible for: • selling of snacks not in competition with beverage sponsor • scheduling of workers to manage kiosko Responsible for: • planning and producing fashion show
Meets as needed for planning and oversight.
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DEPARTMENTAL RESPONSIBILITIES A successful event requires the focus, cooperation, and talents of a diverse group of people. The following groups are instrumental in determining how successful and satisfying the Intercolegial event will be. It is critical each individual does his or her part to support an event that will be successful.
BUSINESS OFFICE – Management of Funds The B.O. should set up an account where the students will be able to deposit checks coming in from sponsors made out to the American School of Asuncion. An accounting of the monies deposited should be reported to the Secondary Principal. As the account grows, monies from this account should be used to pay off the contracted expenses and goods that the school provides for the event (see below). Clearly, some contracts require a down-payment for goods or services. The school has traditionally fronted this money, with the understanding that should there not be sufficient money coming in from the advertising sponsors in the B.O. account, the students will reimburse the school from the class account which is under the direct control of the Principal. It should be noted that Southern Association of Colleges and Schools (SACS) requires that the school head or designate has control over all funds raised. The B.O. is responsible to make all contractual arrangements in terms of services and supplies needed (outside of the food, gate turnstiles, music, and referee services contracted by the students) for the tournament. These goods and services include: • Private security guards to cover the event. • A back-up power plant and lighting. • An ambulance service. • Hand-held radios keyed into the same frequency as the school’s radios. • Extra supplies needed for the bathrooms. • Additional ice needed for the coolers and school coolers. • Water needed for drinking within the area of the tournament. • Ropes and stakes to create barriers for areas prohibited for tournament access. • Additional hours needed by the Maintenance or Security Departments. • Any other additional goods or services not a part of normal operating procedures. Once bids have been received, the Business Manager should meet with the Senior Class President and HS Principal to discuss bids and define costs. This is the opportunity for students who want to offset their costs to see about getting providers to sponsor or donate
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those costs. If this is being done, the Business Manager must be informed so as to prevent any contractual arrangements that conflict. The B.O. normally provides the students with six cash registers/boxes and keys in order to handle the movement of cash during the event. MAINTENANCE The Head of Maintenance is a member of the Steering Committee. The maintenance department should coordinate hours and personnel in such a manner as to assure that all facilities are maintained, especially the gymnasium and bathrooms. All special electrical installations should be reviewed and cleared by the Head of Maintenance. Although the senior class as a group is in charge of final clean-up, a coordinated effort should be made with the maintenance department to ensure that appropriate clean-up takes place. SECONDARY PRINCIPAL & ATHLETIC DIRECTOR It is the responsibility of the Secondary Principal and Athletic Director to ensure that this event has received the appropriate planning and support. This event requires the work and coordination of practically the entire school personnel. Senior teachers and students should be aware that time is going to be needed during school for the seniors, especially the organizers, to put together this event. The Secondary Principal shall at all times be in attendance at Intercolegial or have another Administrator serving in his or her absence. SENIOR STUDENTS AND STUDENT GOVERNMENT By tradition, this event has been a senior class function. It is the senior’s major fundraising event, designed to help them learn about business, organization, and team work. It provides the Asuncion secondary sports programs a model to emulate. It is also a way of uniting them as a class in their final year. The money generated is important for the class and the school, as it gives them a source of funding. This is listed in the manual under class funds and student government, but it is important that they remember that they are working for the following: • A class gift for the school. • The gift of a class medallion or ring for every class member. • Any special graduation expenses they may have (special recognition gifts, etc.) • The traditional after-graduation banquet and party that they invite their parents and teachers to. • 5% withholding per BOE policy 1470.
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It is only after all those expenses have been paid for by the class that any monies left over are distributed to the senior class as a contribution towards whatever it is that they want to spend it on. Some may use it towards the senior trip, some may choose to use it for college, some may use it to pay for other graduation expenses that are not taken into account (mesas, inviting guests to their table for the party, etc.) Since this is a function that represents the entire school before the city, the Student Government is charged with overseeing this event in terms of making sure that the monies are properly handled and the school’s reputation is held to the highest of standards. For that reason the Student Government treasurer is expected to help the Principal and Senior Class Treasurer with the counting and handling of monies.
CRITICAL AREAS Intercolegial involves following certain procedures in order to ensure the safety of studentathletes, workers, and those in attendance. In addition, Intercolegial is an educational event which raises significant funds for the senior class, so it is important to follow acceptable accounting practices. The following pages illustrate the appropriate methods to be used. Fundraising Board Policy 1470 (Soliciting Funds From and By Students) States: Major fundraising projects to benefit student groups that solicit funds in the name of ASA and use school facilities to generate funds in excess of $1,000 USD will require a contribution of no less than 5% to be made directly to the school’s development fund. • Please see Policy 1475 (Advertising and Promotion) for additional information regarding fundraising. • All fundraising activities should be approved by the Intercolegial sponsor and the building principal. • All activities should be open, and transparent. No potential vendor or sponsor should be excluded from an opportunity to participate. • Bids from major sponsors (any sponsor in excess of $5000) must be collected in the high school office and kept confidential until opening. • Bid openings shall require the presence of the Intercolegial Sponsor, the High School Principal, one parent representative, and the Senior Class Government. • Bidders shall be contacted regarding the acceptance or rejection of their bid. All bidders shall be thanked for their interest and support. • Any proceeds, services, or other considerations for being a sponsor of Intercolegial shall be equitably and fairly distributed among the entire senior class. • No individual or group of individuals shall unfairly benefit from the proceeds or benefits of Intercolegial. 6
• The senior class should coordinate Intercolegial fundraising with other school fundraising activities such as Extravaganza to the extent possible.
EXPENSES • The senior class shall be responsible for paying all excess hours incurred by security, maintenance, the Intercolegial Faculty Sponsor stipend, and other support staff during Intercolegial. • The senior class shall reimburse the school for any excessive damage or wear to school grounds or property caused by activities during Intercolegial. PROCEDURES FOR HANDLING ACCOUNTS 1. Payments from Sponsors Some sponsors require a legal receipt for payment of their sponsorship. Given that neither the class nor the student government is a legal entity, and that the school is ultimately responsible for the event, the students shall follow the procedure below for getting receipts. • The students send a document, approved by the Secondary Principal that tells the sponsors what the cost of advertising is in dollars and what the sponsor will receive in return. • The students advise the Senior Treasurer of the sponsorship. • Money is withdrawn from the class account for the exact amount of the sponsor payment. • The student in charge of that sponsor deposits that money from the Business Office, identifying the name of the sponsor in order for it to appear on the receipt. • The student then takes that receipt to the sponsor, receives a check made out to ASA, and returns to the Business Office to deposit it as well. • The student returns to the Treasurer the receipt from the Business Office for the deposited check. • If a sponsor does not require an official receipt, the check can be made out in the Class’s name. 2. Intercolegial Account The account established by the B.O. is maintained for two reasons. The first is to generate a balance for the expenditures that will be deducted by the Business Office from contracted expenses. The second is to have an account in existence so that when the parents of seniors make payments (for items like table reservations at the graduation party) the B.O. will already be prepared. The idea is for as much check-generated revenue to be
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deposited with the B.O., and have the facility that the Business Office can generate checks payable to entities that require them like the Centenario (reservation of the Perez Uribe) or Caterpillar (payment for the back-up generator).
3. Preparing for Opening The individual responsible for the organizing of the receipt and payment of monies is the senior class treasurer. S/he should organize well in advance of the event with each committee, making sure that each committee understands that all monies both in and out are to be handled through him or her. The best way to do this is to establish a petty cash box to which only the treasurer has access. This will be the box from which money is received and money is paid before, during, and after the Intercolegial. A receipt book should be kept recording any money paid out or received, starting with an original receipt from the Student Government Treasurer indicating the initial sum taken from the senior class account to begin the process. Once the treasurer is in possession of the cash box with the initial deposit of class funds, each committee should then go directly to the treasurer for payments. The chairperson of each committee should figure out what the expenses are and hand in a detailed list to the treasurer. The treasurer will give the money to the chair, and the chair will sign a receipt as having received the money. The chair then must immediately purchase the items listed, making sure to get receipts for every item, and then return to the treasurer the receipts and any cash left over from the original amount given. In return, original receipt signed by the chair will be destroyed. Specifically: • The entrada will have the necessity of purchasing rubber stamp, ink pads, contracting the turnstile people, and other materials. • The athletic committee will need to purchase equipment including balls and score cards. 4. On the Opening of each day At the beginning of the day the treasurer will give the cash boxes for the Entrada to the respective chairmen. They will sign a receipt for the amount of money and take their boxes to their assigned area. From that point on, throughout the day, the job of the people running the cash boxes is to advise the treasurer when they have a large amount of cash 8
stored up. Then the treasurer will go to them, receive the extra money from them, and write out a receipt for the cash received. The individuals will keep the receipts, and at the end of the day deposit all the money left with the treasurer. The entrada money should equal the # of entradas sold as registered by the turnstiles. The kiosko money is not controllable because they have an uncontrolled inventory. In the evening, all the receipts, boxes, and monies are totaled, everything entered on a basic accounting spreadsheet, and everything loaded and organized for the next day. The treasurer should be paying everyone their money and getting receipts for it (i.e. referees, buying more empanadas, etc.) No one should use any money from any boxes for anything. All payments come from the petty cash box of the treasurer. As well, all money deposited from cash boxes goes to the treasurer. If, at the end of the night, the treasurer wishes to deposit to the class account, she can do so with the Student Government treasurer into the Principal’s safe.
SCHEDULING Scheduling of games and matches should take into account the health and well-being of student-athletes, fair competition, and quality performance. Keeping these goals in mind, those in charge of scheduling should: • Use a system that allows teams to plan games and matches at least one day in advance. • Limit the number of games or matches any one athlete can participate in during one day. • Conclude all games or matches at 12:00 AM on Friday and Saturday nights and 9:00 PM on nights before a school day. • Play as many matches or games during the weekends as is possible, but allow for week night matches or games as dictated by weather or other extenuating circumstances.
SAFETY AND SECURITY The Head of Security is not only a member of the Steering Committee, but must have coordinated with the private security guards, Athletic Director, and Chair of the Entrance Committee to ensure all responsibilities have been discussed and covered. The hired security guards take direct orders from the Head of Security or his designate. The Head of Security will see to area distribution and shift changes. • No vehicles allowed inside of ASA grounds except for senior class parents and ASA employees. 9
• No concerts • Fireworks are permitted only on the school grounds or streets immediately surrounding the school. • No painting of school buildings, property, or equipment • No large gas-filled balloons for advertising • No use of ASA student photos in advertising (security risk) • No advertising or sales of energy/power drinks • Restriction on the use of the ASA name and logo (school approval required) • No alcoholic beverages • No cigarettes or smoking on campus • No weapons • No performance-enhancing drugs HINCHADA RULES • School flags must be delivered in advance • Hinchada tickets must be purchased in advance • Hinchadas may not leave campus and return (i.e., drink outside and reenter) • Hinchadas must provide a list of student and parent representatives with phone #s) • No use of flagpoles • No climbing on fences • The senior class shall be responsible for monitoring the Hinchadas. Any damage caused by Hinchadas will be the responsibility of the senior class. Other Requirements • All contracts related to the use of the ASA name, facilities, or events on campus must be reviewed by the Director General, the School’s legal counsel, and the ASA Board Trustee. By school policy, the President of the Board of Directors or his/her designee must sign all ASA contractual agreements. • The School Administration must approve the security arrangements including the number of additional guards and other safety services provided for the event. • Any use of the ASA letterhead for official or non-official correspondence must be reviewed and approved for distribution by the School Administration. • A school-designated safety expert must review and approve the set-up of all equipment, placement of temporary structures, and completion of electrical wiring before athletes and spectators begin arriving on campus.
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