2430 - DISTRICT-SPONSORED CLUBS AND ACTIVITIES

West Clermont Local School District

Administrative Guidelines

2430 - DISTRICT-SPONSORED CLUBS AND ACTIVITIES

Since the policy of the Board of Education is to maintain a co-curricular activities program sufficiently varied to meet the wide range of vocational, recreational, social, and cultural needs and interests of the students, all students should be urged to join at least one (1) club or activity.

A.	Existing Clubs or Activities

	At the start of the school year, all students should be provided with information on existing clubs, and all co-curricular and extra-curricular activities and encouraged to participate.

B.	New Activities

	All new activities shall be approved in the following manner:

	1.	Requests for new activities should be submitted to the building principal and contain the following:

		a.	purpose and rationale

		b.	intended outcomes for students

		c.	participation

		d.	plan of operation

		e.	costs

		f.	persons in charge

	2.	The building principal will review each request and either reject or submit each for Superintendent approval.

	3.	Upon approval, an activity will be listed as a part of the co-curricular or extra-curricular program, and its fiscal account established by the Treasurer..


C.	Fiscal Compliance

	Both co-curricular and extra-curricular activities need to comply with financial and bookkeeping controls established by the Treasurer’s Office.

	Each activity advisor is to provide the Principal with a periodic update on the fiscal status of the activity.

D.	Operating Guidelines

	The Principal shall prepare and publish operating procedures for all co-curricular/extra-curricular activities which ensure that:

	1.	students participate in ways that do not interfere with their academic programs;

	2.	the safety and welfare of the students is adequately safeguarded;

	3.	all activities have proper faculty planning, direction, and supervision;

	4.	faculty members work cooperatively so that some activities do not interfere with the operations of others;

	5.	faculty members and students are encouraged to attend activities involving student performances; (see Form 2430 F2)

	6.	each activity is assessed continuously relative to its stated purpose and goals;

	7.	building facilities and equipment are being used safely and as intended, and being maintained in proper condition.

	8.	students educated at home or enrolled in a nonpublic school who are permitted to participate in a District extra-curricular activity fulfill the same academic, nonacademic, and financial requirements as any other participant, and are not charged any fees in excess of those fees charged to other students who participate in the same extra-curricular activity - See Policy 9270.

Eligibility Requirements

All students who participate in interscholastic athletics shall meet the eligibility requirements described in the Athletic Handbook.

Eligibility requirements for participation in other activities shall be specified in the student handbooks.

No student who has been absent for a school day may participate in an extra-curricular activity scheduled for the afternoon or evening of that school day without the approval of the Principal.

No student may practice or compete in intramural or interscholastic athletics until the student submits a form signed by his/her parent or guardian, or by a person having care or charge of the student, affirming that each has received a concussion and head injury information sheet as prepared by the Ohio Department of Health. (See Form 2431 F1 and Form 2431 F2.)

Schedule Conflicts

Many students have multiple talents and interests they wish to develop or pursue through participation in District-sponsored activities and groups. Since the District's policy is to encourage such participation, the following guidelines have been established for dealing with potential schedule conflicts a student could experience when participating in more than one (1) activity.

	A.	By the first day of an activity, students are to be made aware of the schedule of any practices and performances as well as other obligations. Each staff-member-in-charge is to determine which, if any, students will have conflicts with other activities in which they wish to participate.

	B.	If such conflicts exist, the staff-members-in-charge of the activities in conflict are to meet for the purpose of resolving the conflict. The emphasis should be on modifying the requirements so the student can participate in both activities.


C.	If it is not possible to resolve the conflict without seriously undermining the integrity of the activity program, the following procedure is to be followed:

	1.	If one of the activities provides the student with credit and the other one doesn't, the student and his/her parents are to be made aware of the possible consequences of not enrolling in each activity and of not meeting the obligations for participation.

	2.	If both activities are credit activities, the student is to be advised to contact the Principal to work out a solution that does not penalize the student.

	3.	If one of the activities is an after-school, off-shoot of a credit activity but is not, itself, a credit activity, e.g., jazz band from concert band, the requirements for the credit activity may not be imposed as a condition for participating in the noncredit, after-school activity.

D.	When the activity or program begins, the students are to be informed of the following:

	1.	If a student encounters a previously-unforeseen conflict during the semester or season, s/he should inform both staff-members-in-charge as soon as possible in order to increase the likelihood that an accommodation can be worked out.

	2.	If, during the year, an ad-hoc situation develops which creates a conflict in schedule for a student, s/he should discuss the conflict with student’s counselor who, in turn, will work with the staff-members-in-charge to try to reach an accommodation that is most advantageous to the student and least disadvantageous for the activities involved.


	3.	If a student is experiencing difficulty in deciding between activities, s/he should make contact with the school counselor or principal to discuss the alternatives rather than discuss it with the staff-members-in-charge.

	4.	Under no circumstances is the student to be intimidated while making a decision by threats of penalties or future consequences.

R.C. 3313.539