WELCOME The Advancement team is committed to making sure that all families have a positive experience at Maclay. Our goal is to promote the mission of the School by fostering meaningful relationships with our families through community engagement, fundraising, and special events.
Volunteer: We host a variety of events throughout the year, each one made possible only by the support of volunteers like you. We invite you to find your “niche,” plug into the community, volunteer, and make new friends along the way. Give: A culture of philanthropy is at the heart of a great educational institution. Our team is also responsible for securing the resources necessary to support excellent teaching, programming, and facilities. We hope you will be active participants in your child’s Maclay experience and encourage you to find a way to meaningfully support our fundraising efforts that allows us to offer the very best experience for your student in academics, arts, and athletics. Participate: Regardless of your ability to volunteer or give, we invite you to be a part of our school events. Attend an athletic game, the Fall Fling, or Maclay Auction! It’s a great way to connect and build relationships. We are grateful for your involvement in our campus activities and supporting community.
Carri Smith Director of Advancement Kim McWilliams Director of Communications Debbie Hurley Alumni Director Lauren Clary Giving Coordinator Sara Merrill ‘90 Special Events
The Maclay Parent Guide
is your map to getting involved in our Community. Your time, treasure, and talents are all a vital part of the success of the overall Maclay experience. Our PreK-12 One School environment is a great way to meet new people and make friends for a lifetime. Save the Dates »» Lower School Parent Night »» Middle School Parent Night »» Class Meetings »» MPO Meetings »» Upper School Parent Night »» Fall Fling »» Polo Under the Oaks »» Campus Insider Meeting
Fundraising Philosophy Over the last several years, we have made an effort to financially absorb a number of costs that parents have traditionally had to pay such as club dues, class fees, expensive textbooks along with reducing the number of school fundraisers. Though there are several expenses such as class trips, commencement costs, and other athletic team fees, our goal is to reduce the number of “checks” that parents write every year in order to allow you to support the Maclay Fund, and other school priorities that elevate the educational journey of our students. We thank you for your continued support and generosity.
The Parent Partnership Maclay is a warm, welcoming and inclusive community that has a network of parents, faculty, staff, students, and alumni who value the importance of seeing our students excel in the classrooms, courts and fields, performance stage, as well as become great citizens and community leaders. The partnership with our parents is a vital part of that success. Here’s how you can stay informed and connected: • Attend parent meetings and get to know teachers and staff • Attend Campus Insider with the Head of School to learn about the strategic goals and future plans • Participate in parent feedback surveys
»» Maclay Auction
• Use your parent portal
»» Lower School Family Night
• Access information on the website
»» Junior Parent College Counseling Meeting »» Rising ‘Rauder Meetings for Kindergarten, 6th and 9th Grade parents »» Other
• Communicate with your teachers • If you have concerns, communicate with your division head • Attend social events and get to know other parents • Attend Guidance and MPO sponsored Parent Education Series events
At a Glance: Phone Numbers (850 Area Code):
The Maclay Parents Organization is an important part of the community thread. As a parent, you are a member! MPO is a FRIENDraising organization and hosts events and programs that benefit our school, faculty, students and community. It’s also a great resource for you to meet other parents, make friends, and use your talents to volunteer. Whether you have a lot of time or just enough time to drop off donations to a party, your contribution helps make our school better!
Front Office: 893-2138 Clinic: ext. 292 or 893-5030 Pre-K: ext 259 or 668-5018 Lower School: ext. 333 or 668-5103 Middle School: ext 252 893-4981 Upper School: ext 248 or 893-6545 Technology Help: ext 257 or 668-5105 College Counseling: ext 260 or 668-0841 Advancement: ext 230 or 893-8465 Volunteer: Sign up to volunteer at the many events during the school year. Go to the MPO webpage and fill out the form at www.maclay.org/volunteer. Parent Portal: You can access your portal at www.maclay.org/portal. Every parent is sent a username and password so that you have access to your child’s grades along with clinic record, address change and other forms. If you forget your password just select “forgot password” and an email will be sent to reset it. Schoology: You can access schoology at www.maclay.org/ schoology. Schoology is the platform that our teachers use to put homework assignments, test calendars and announcements. Uniforms: Information on uniforms can be found at www.maclay.org/uniforms. Resale items for $1 are available in the MPO cottage located just inside the Maclay Road entrance. Land’s End is the preferred vendor for uniforms and Maclay School’s code is 900100223. Change of Information: change of address and email can be made on the Parent Portal at www.maclay.org/portal. Emails: Weekly Enews is delivered each Monday and contains most of the information you need. To make sure you are receiving the enews, email news@maclay.org. School Store: MPO maintains a school store in the front office and online. The front office usually carries a basic “Maclay t-shirt”, Maclay ties for Dress for Success days, and seasonal wear. The online store www.maclay. org/store carries uniform shirts along with spirit gear.
MPO BOARD POSITIONS PRESIDENT Presides at Parents Organization Executive Board Committee meetings, and conducts Parent and Committee Chair Meetings; presides at Division and Grade Level Meetings. Has budgetary responsibilities as well as expenditure signing authority. Selects leadership team and Organization Committee Chair positions, schedules all Parents Organization events and activities, and works with parent volunteers to execute. PAST PRESIDENT Serves as Ex-Officio member of the Executive Committee and provides advice as needed to the Parents’ Organization. VICE PRESIDENT Presides in the absence of the President; serves as a “step up” position to the office of President. SECRETARY/COMMUNICATIONS CHAIR Attends Parents’ Organization board and parent meetings, takes notes and types the minutes of each meeting. Once typed, sends to the President and Vice President for approval. After approval is attained, sends to entire Board for approval. At the next Board meeting, makes a motion to approve minutes; files hard copies in Recording Secretary binder. TREASURER Provides a written financial report at each Board meeting, works with President to create annual organization budget, reviews every request for payment because Treasurer’s signature is required for approval of all expenditures of the MPO. PRE-K CHAIR Coordinates all Parents Organization activities related to classroom & preschool parents in coordination with Head of Preschool. LOWER SCHOOL (LS) CHAIR Coordinates all MPO activities related to Homeroom Parents, including providing school policies and reimbursement procedures in coordination with Head of Lower School and LS Dean of Students.
MIDDLE SCHOOL (MS) CHAIR and GRADE LEVEL CHAIRS (GLC’s) Coordinates all MPO activities related to each grade level (6, 7, 8) including socials and 8th grade graduation with Head of Middle School and Student Deans. UPPER SCHOOL (US) CHAIR Coordinates activities related to Upper School student involvement with Head of Upper School and Dean of Students as they relate to the Parents’ Organization involvement with Exam Cram, Coffee Breaks, AP Testing Coffee, Homecoming Activities, Parent Interview Series, and Maclay Community Service Club support.
COMMITTEE CHAIR DESCRIPTIONS NEW FAMILY Chair shall work with Admissions and Advancement Offices, and with volunteers to plan and execute activities and events for parents and families new to our Maclay community. They will work to help facilitate mentors to ensure contact is being made with new families; will help prepare welcome packages, and work with the MPO Board regarding New Family support. Chair(s) will attend New Family Orientation and reception(s) in August. WELCOME BACK COFFEE Chairs shall organize and provide volunteers to serve coffee and pastries on the first day of school to welcome back parents, faculty, and staff in the Library Courtyard from 7:30 am – 8:30 am.
FALL FLING Chairs shall organize a no-charge, school-wide event to kick off the start of football season; event involves tailgating activities like food trucks, music, games, and entertainment by band, cheerleaders, and/or dance team on the Shaw Field from 5:30 pm – until the conclusion of the game. DONUTS FOR DADS Chairs shall coordinate a Preschool (7:50 am – 8:45 am) and Lower School (7:30 am – 8:30 am) event for fathers or special persons to have coffee and donuts prior to the school day starting. Event held on Pre-School Patio/Playground area for Preschool and Library Courtyard for Lower School. GRANDPARENTS DAY Chair(s) organizes and coordinates with Music Teacher to create a special music-themed program for visiting Grandparents and Special People; involves coordinating with Heads of Preschool and Lower School for gifts, costumes, decorations, and snacks served after performances. MOTHER-SON EVENT Traditionally Chair coordinates a ticketed event for Preschool through 6th Grade boys to participate in a fun activity with their Moms. Has involved a Barbeque/Bonfire, and/or bowling event. Chair plans & executes event with help of volunteers. DADDY DAUGHTER DANCE Chair organizes a themed dance for Preschool and Lower School girls and their fathers. The themed Dance is a much anticipated, decorated, ticketed, dress-up event with food, music, and activities.
FAMILY MOVIE NIGHT Chair organizes & selects an age-appropriate movie for a school-wide event to be viewed on the football field on the big screen, invites and coordinates Food Trucks/vendors, popcorn, and entertainment until the show begins. INTERNATIONAL FAIR Chair shall organize and provide volunteers to host a school-wide event in the evening to showcase various foods and cultures represented through our student body at Maclay. SENIOR MOTHERS LUNCHEON Chair coordinates Junior Mothers to host a luncheon for Senior Mothers. Luncheon is held off campus and celebrates their time at Maclay School. MORNING WITH MOMS Chair shall coordinate a Preschool and Lower School event for mothers or special persons to have coffee, juice, and a muffin with their student(s) before school; involves a special gift for Moms. TEACHER APPRECIATION WEEK Chair shall organize volunteers for a week of celebrating our Maclay Educators; Committee members assist with daily themes to convey our immense appreciation. Traditionally includes a school-wide luncheon for faculty and staff. MAINTENANCE STAFF LUNCH Chair organizes an on-campus luncheon for our hard-working maintenance staff, and a special gift shows our appreciation for their continual help for all MPO events. HOSPITALITY Chair coordinates volunteers for various activities/ events sponsored by the MPO such as Honor Code Signing & Founders Day in the Fall, Coffee Perks in Upper School during midterm exams, AP Testing Coffee Time in Upper School, and Exam Cram in Upper School for final exams. In addition, assist divisions with 5th, 8th, and 12th Grade Graduations Receptions.
VOLUNTEER CHART LOWER SCHOOL
MIDDLE SCHOOL
UPPER SCHOOL
ONE SCHOOL
YEAR ROUND • Homeroom Coordinator • School Store • Senior Parent Chair • Maclay Fund Grade Captain • Seasonal Parties • Junior Interview Series • Hospitality • Class Readers • Career Day • Uniform Resale • Lost & Found • Maclay Auction FALL • Grandparents Day • Welcome Back Social • Homecoming Dance • New Family • Donuts for Dads • Fall Social • Exam Cram • Welcome Back Coffee • 7th Grade Carnival • Fall Fling • Marauder Day of Service • Founders Day • Veterans Day Salute
SPRING • Mother Son Bowling • Spring Social • Senior Mothers • Marauder Day of Service • Father Daughter Dance • May Dance • Senior Decision Day • Teacher Appreciation Week • Muffins for Mom • 8th Grade Graduation • Commencement • Maintenance Appreciation Lunch • Class Plays Reception • Family Movie Night • Celebration of the Arts • International Fair
Giving Grid
TUITION MACLAY FUND
PURPOSE
CAPITAL & RESTRICTED GIFTS
Primary source of operating revenue for the school.
Dollars raised provides the resources for programs as well as capital projects that allow us to improve our facilities on our beautiful campus beyond what tuition alone can cover.
TIME FRAME Assessed annually
Kicks off in September Requests are made as needs arise. with pledges payable by July 31.
DESIGNATION
Each tuition dollar is allocated Capital projects, initiatives, by a budget approved by and program enhancements. the Board. No designation can be made.
PAYMENT METHOD
One-time gifts or recurring pledge payments by check, credit card, or stock transfer.
On-line payments collected through FACTS.
Gifts are designated to a specific purpose. This can include gifts towards a long-term building project or program.
Capital gifts and restricted gifts are designated for a specific purpose by the School or donor with approval by the School. One-time gifts or recurring pledge payments by check, credit card, or stock transfer.
ENDOWMENT & FRIENDS OF MACLAY PLANNED GIFTS GOLF TOURNAMENT POLO UNDER THE OAKS
Income from the Endowment Annual Social Event Annual Social Event supports operating and and Fundraiser for and fundraiser for families restricted expenses. parents and alumni. and Maclay Community.
MACLAY AUCTION Annual Social Event and the largest fundraiser of the year for the Maclay Community.
Gifts are accepted year-round. October November Spring Endowment Fund or planned gifts Maclay Financial Aid Fund. Academic Programs. can be either unrestricted or donor designated to a specific area approved by the School.
Support Capital Projects and initiatives of the school.
Check, credit card, or stock transfer. For more info contact the Advancement Office.
Sponsorships and tickets purchased with check or credit card.
Sponsorship and registration fee purchased by check or credit card.
Sponsorships and tickets purchased with check or credit card.