Hawley ISD publishes a calendar on the website and the school app. It is very important that your events be placed on the correct District google calendar so that it populates accurately.
In addition, if you are needing heat/ac for an event that is outside of normal business, you will need to make sure that your supervisor gets it on the AC calendar. Campus principals have the AC calendar. Kim does not schedule events. They must be done through the Campus Principal.
If needing to use any campus facilities, contact the principal.
If needing to use any athletic facilities, contact Mitch Ables.
If needing to use the cafetorium, contact Kelly Stofel.
If you are hosting a fundraiser or any activity where you need a box of change, you must talk to the Business Office ahead of time. We do not keep cash on hand, unless we are aware of an event. All funds need to be counted by two ADULTS and brought to the Business Office as soon as possible. A Deposit Form must be completed and turned in with the funds. Deposit Forms are located on the Business Office page of the website. Boxes should be returned immediately the morning after the event. We have many other activities that need the box.
All athletic events that use clock/gate keepers are scheduled through Arbiter or Dragon Fly. If you are not already enrolled in one of these programs, contact Miranda Cox for instructions on set up. Charla Sims handles assignments.
PURPOSE OF STUDENT ACTIVITY FUNDS
Student Activity Funds are established at all campuses in the Hawley Consolidated Independent School District. These funds are designed to account for funds held by a school in a trustee capacity or as an agent for student groups. Activity Funds may be used only to promote the general welfare of the school and the educational development and morale of all students. Activity funds are still subject to all regulations of any other district funds, and requisition and use of activity funds should comply with all district processes.
Student Activity Funds:
•Are comprised of monies raised by, and on behalf of, bona fide student organizations and expended under the provisions of their constitutions and/or charters. Funds raised during classroom time do not qualify.
•Shall be expended in such a way as to benefit those pupils currently in school who have contributed to the accumulation of such money. All funds raised by the students must be spent for a particular purpose.
•Student activity fund financial decisions rest solely with the students, subject to appropriate expenditure regulations.
•Are to be used to finance a program of non-curricular activities supplementing, but not for replacing, the activities provided by the District
•Sponsors/teachers must submit disbursement requests to the campus principal for the organization.
•Expenditures of funds should be approved by the campus principal and the superintendent.
•Funds belonging to outside groups, such as the PTO or FFA booster clubs ARE NOT Activity Funds and ARE NOT to be the accounting responsibility of the school district. Although such groups and their activities are closely related to school functions or events, they should be handled by officers of the outside group itself, not by District Employees.
EXPENDITURES PROHIBITED FROM STUDENT ACTIVITY FUNDS
Expenditures prohibited by local policy, regulation, or state law may not be made from Student Activity Funds. Examples of prohibited expenditures are:
•Loans to employees, parents or students
•Individual's professional dues
•Membership in private clubs
•Alcoholic beverages, controlled substances, firearms
•Purchases from any District employee
•Articles for personal use of District employees
•Charitable contributions
•Spousal travel
•Traffic citations
•Payments to an employee for services within the normal scope of duties
PURCHASING PROCESS FOR STUDENT ACTIVITY FUNDS
•Submit a Student Activity Pre-Acquisition Form to the Campus Principal. The form must contain authorization from a student officer and sponsor before the principal signs off. Then the form will be sent to the Superintendent for final approval.
•Once approved, you may now make the purchase.
•Receipts and packing slips must be turned in to the Business Office with the approval form.
•Payment will be processed.
STUDENT ACTIVITY FUND MANUAL GENERAL PROCEDURES
The Principal in each school shall be responsible for the proper administration of each campus Student Activity Fund in accordance with any applicable provisions of state or local law and the appropriate accounting practices and procedures.
The school Principal is the custodian of the Student Activity Fund and is responsible for the management of and "accounting" for it. The management of the Student Activity Fund shall be in accordance with sound business practices including sound accounting procedures and thorough audits.
Principals shall participate in the preparation, modification, and interpretation of policies, regulations, and procedures affecting Student Activity Funds.
The Principal shall not authorize expenditures from individual accounts which would result in a deficit balance in that individual account.
All checks issued on a Student Activity Fund shall be approved by the Principal. Checks should never be written from an activity fund without prior approval through a purchase order. Activity checks are kept in the business office and are signed and given to sponsor after the purchase order has been approved. Activity Fund purchase orders are submitted on paper and signed by the sponsor, student officer, and principal.
The Principal shall approve all fund-raising activities in accordance with existing Board policy. A definite need must be established before approval can be granted. Projects for the raising of Student Activity Fund monies shall, in general, contribute to the educational experience of pupils and shall not conflict but add to the instructional program.
Sponsors may request the balance of their activity account at any time.
REVENUES
All funds collected by school groups or organizations shall be deposited through the business office. NO MONEY IS TO BE LEFT IN THE CLASSROOM. Funds can be locked in the safe nightly if an event is scheduled over the course of multiple days.
A Deposit Form must be prepared and turned in with the deposits from sponsors. This form will indicate the total amount and a breakdown of the monies (currency, checks, nickels, dimes, etc.). Two signatures are required to verify amount. The total amount of the receipts indicated must match the total of the deposit.
The business office monitors cash balances at the bank for compliance with the depository contract as well as inadequate balances in checking accounts, need for transfers from time deposit accounts, etc.