Club Guidelines

Needham High School Club Guidelines

Anti-Hazing Form Requirement

Clubs are required to distribute and discuss the Anti-Hazing Form to club members each year. Each club must have the online form completed by one student officer and the advisor before club activity will be approved.

Club Meetings

Club meetings must take place either on school property or another public space. Advisors must be present at all meetings, events and fundraisers.

Club Events and Fundraisers

All club events (except regular club meetings) require a Student Event Request Form. This form must be signed by a student, the club advisor, and approved by the Principal. Please note that advisors must attend all club coordinated events. This includes events in which money is being collected for the club.

Fundraising Guidelines
After a club is approved by the Principal and Superintendent, a Student Activity Account is established for the club. Student Activity Accounts are regulated by Massachusetts law M.G.L Chapter 71, section 47. The raising and expending of money by clubs should have but one purpose: to promote the general welfare, education and morale of all students.  

Many Needham High School Clubs choose to fundraise with bake sales, apparel sales and special events. These events must first be approved by the Principal and the club advisor must be present during all fundraising events. To request a fundraising event, please use the Student Event Request Form. If the fundraiser is approved, clubs may collect money through My School Bucks or by collecting cash and checks directly. The use of Venmo, Paypal or Instagram are not permitted for club fundraisers. Raffles and other "games of chance" are also prohibited. (M.G.L. Ch. 271, s. 7a) Please note that only Needham Public School staff and students are allowed to collect money for deposit. Volunteers and non-school personnel may not collect or handle school funds. 

Cash Boxes
A student or advisor will pick up the cash box from Ms. Lynch before the event and return the cash box immediately after the event.  Under no circumstances should the box be brought home, left in a vehicle or used to purchase goods or services directly from a vendor or given to another organization for safekeeping (such as a parent, the PTC or the Boosters).  If a check is collected during the event, it should be made payable to "Needham Public Schools or "Needham High School". 

Purchasing Guidelines

All money collected will be deposited into the club's Student Activity Account. These funds may then be used to purchase items for the club. Pre-payments are not allowed to vendors. This means that we can only use vendors who allow payment after a good is received.  An easy way to determine if a vendor will accept payment after the fact is to find out if they will accept a purchase order. You can usually find this information on the vendor's website. After the goods are received, the vendor will send an invoice to be paid. The club treasurer will then submit a Payment Request Form in order to process the payment out of the club's Student Activity Account.

Students and advisors may also pay out of pocket for goods and request to be reimbursed from the club funds. Reimbursements take approximately 3 weeks to process. Please note the following important guidelines for submitting a reimbursement request:

1. Club funds can only be used to reimburse students and advisors (not parents)
2. Please make sure that the items are delivered to Needham High School rather than a home address
3. Tax will not be reimbursed
4. Original receipts must be submitted with the reimbursement request

Please note that gift cards cannot be purchased with club funds.

Making a Donation
Clubs sometimes choose to donate money to a non-profit organization. In order to do this, club members must first approve of the donation with a club-wide or officer-only vote. The vote must be documented and signed by two student officers (Club Vote). The club treasurer will then submit this vote document along with a Payment Request Form in order to process the donation request.

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