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Atlantic Collegiate Academy

Atlantic Collegiate Academy
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STANDARD OPERATING PROCEDURE: CLUBS

The purpose of this procedure is to outline the responsibilities and duties of clubs at Atlantic Collegiate Academy. A club is defined as “a student initiated, maintained, driven and inclusive group that continuously and consistently aligns itself with the values and mission of Atlantic Collegiate Academy.”

CLUB FORMATION

If students wish to form a new club, they need to complete the attached application and find a faculty/staff member to serve as Advisor. This form should be submitted to the Principal. Approval/denial will be emailed to the Advisor and President of the club.

OFFICES

All clubs must have at least three (3) members holding office that are subject to approval by the club advisor. Typical office arrangements include President, Vice-President, and Secretary/Treasurer. Club officers primarily communicate with the club advisor and members. Under the direction of the club advisor, officers organize meetings, fundraisers, and club activities.

MEMBERSHIP

Clubs may accept members that must be approved by the advisor and Principal. Members must be in good standing with the ACA Code of Conduct.

MEETINGS

Clubs are required to meet at least one (1) time per month, should coordinate meeting dates with their advisor, and must communicate meeting times with members. Changes to meetings should be published at least four (4) days in advance so that students can attend. Attendance records and meeting minutes are to be kept by the club and should be submitted to the advisor. Club meetings are mandatory.

DRIVES AND FUNDRAISERS

Clubs will be allowed to solicit for legitimate (non-profit cause) non-monetary drives throughout the year with the approval of the club advisor and Principal. Clubs will be allowed to hold fundraisers throughout the year with the approval of the club advisor and Principal.

FINANCES

Dues and other income/revenue:
  1. All income/revenue collected requires a receipt that must be submitted with checks/cash to the Business Manager for deposit.
  2. Club officers or advisors may request Fundraising/Club balance via email to Business Manager.
  3. There should be no use of personal Venmo for club activities.
Expenses/Costs: All expenses/payments should follow Oceanside Purchasing Protocols.
  1. Quote (approved by club advisor) should follow Oceanside Purchasing Protocols.
  2. Requests are submitted to the Principal every Tuesday. Once approved, purchase will be processed.
  3. Reimbursements (under $100.00 generally) must be approved in advance by the club advisor and Principal.

ANNOUNCEMENTS

All announcements should be approved by the club advisor. Once approved, the club advisor or officers should submit announcements to the Principal by Tuesday each week.

POSTERS/FLYERS

Posters/flyers must be approved by the club advisor and Principal. Posters may be posted throughout campus in the approved areas with clips. No staples or tape should be used. Damage to walls as result of staples or unauthorized tape will result in charges to the club for repainting.

SOCIAL MEDIA

Clubs should submit all social media to club advisors for approval prior to posting. Once approved, club may post on the club's social media and ask for posting on general ACA social media page. Passwords and user names for all social media accounts must be shared with the faculty/staff advisor for the club as well as to the school office.

Website: Club will have a page on the ACA Website that must be maintained by the club members.

Print and submit the information about your club to the school office on the form provided here.

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