Procedures
General Procedures
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New Procedure for FY25
WE ARE NO LONGER USING AESOP/FRONTLINE
We are using the employee access portal through Infinite Visions.
Okta Absence Management -
Use the default Microsoft Outlook font (currently, Aptos [2024])
Download This Word Doc, Copy And Format Appropiately -
Travel Tracker Resources
If you have any issues with Travel Tracker, please reach out to Melissa Gorbatov in the CTE Office.
Melissa Gorbatov
Administrative Assistant of CTE
MGorbatov@minuteman.org -
If you click the OperationsHero logo you will be routed to the OperationsHero website where you can sign in with your Microsoft logon.
Directions for how to logon to OperationsHero
Support tickets are the best way to make sure your issue is handled promptly.
If you have an immediate issue, please visit the IT Helpdesk or call Geekout Helpdesk on Teams, which rings Drew and Josh.
Drew O'Connors
Director of Technology and Data Systems
DOConnors@minuteman.org
Josh Beaulieu
Computer Technician
JBeaulieu@minuteman.org -
Any items that are lost, please turn them into the front office with Nicole Merola.
Nicole Merola
Administrative Assistant to the Assistant Principal, Transportation Coordinator, Class of 2026 Class Advisor, Class of 2028 Class Co-Advisor
nmerola@minuteman.org -
If you click the OperationsHero logo you will be routed to the OperationsHero website where you can sign in with your Microsoft logon.
Directions for how to logon to OperationsHero
If you are having trouble with login or navigating the system in regards to Maintenance, please email Matt MacLean.
If you need help booking a room/facilities for an event, please email Michelle Resendes.
Matt MacLean
Facilities Coordinator
mmaclean@minuteman.org
Michelle Resendes
Director of Operations
mresendes@minuteman.org -
Vector Solutions (Teachpoint)
Professional Development Forms
Professional Development Request (Part 1)
Conference Travel Request (Part 2) -
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Staff that are planning to gain access to the building or campus on the weekends MUST complete a "weekend request form"
Your Weekend request access is limited to the following :- Time: Saturdays 7am - 2pm
- Sundays 7:30 - 11am
- Holidays, School or Building closures due to inclement weather or emergencies: NO ACCESS
PLEASE NOTE THAT MTI TEACHERS, MINUTEMAN SPORTS TEAMS & COACHES AND ANY OTHER PLANNED ACTIVITY FOR THE WEEKEND THAT HAVE BEEN SUBMITTED & APPROVED THROUGH "OPERATIONS HEROS HQ EVENTS" ARE EXEMPT
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Your Weekend request access is limited to the following :
- Available time(s):
- Saturday: 7am - 2pm.
- Sunday: 7:30 - 11am.
- Holidays, School or Building closures due to inclement weather or emergencies: NO ACCESS
- Parking lots are intended for SCHOOL USE AND RELATED MINUTEMAN ACTIVITES.
If you need to leave your Vehicle overnight or on the weekend, PLEASE fill out the "Weekend Request form" as follows:
- Your NAME.
- Vehicle make & model
- Licenses plate number
- Reason
- How long Vehicle will be onsite
- Approval. (Needed)
- Available time(s):
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Normal School Operations:
- Monday-Friday: 6am-10:30pm (Lexington & Lincoln gates)
- Weekends:
- Saturdays 7am - 2pm
- Sundays 7:30am - 11am. (Lexington gate only)
- Minuteman activities: To Be Announced.
Holidays
- NO Access (Approved events only)
School or Building closures or inclement weather or emergencies
- To Be Announced
Lastly, If the gates are closed THE BUILDING IS CLOSED.
School Safety
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ALICE
ALICE on YouTube
A - Alert
Alert is your first notification of danger.
ALERT is when you first become aware of a threat. The sooner you understand that you’re in danger, the sooner you can save yourself. A speedy response is critical. Seconds count.Alert is overcoming denial, recognizing the signs of danger and receiving notifications about the danger from others. Alerts should be accepted, taken seriously, and should help you make survival decisions based on your circumstances.
L - Lockdown
Barricade the room. Prepare to EVACUATE or COUNTER if needed.
If EVACUATION is not a safe option, barricade entry points into your room in an effort to create a semi-secure starting point.Our training explains scenarios where Lockdown may be the preferable option and dispels myths about passive, traditional ‘lockdown only’ procedures that create readily identifiable targets and makes a shooter’s mission easier. ALICE trainers instruct on practical techniques for how to better barricade a room, what to do with mobile and electronic devices, how and when to communicate with police, and how to use your time in lockdown to prepare to use other strategies (i.e. Counter or Evacuate) that might come into play should the active shooter gain entry.
I - Inform
Communicate the violent intruder’s location and direction in real time.
The purpose of INFORM is to continue to communicate information in as real time as possible, if it is safe to do so. Armed intruder situations are unpredictable and evolve quickly, which means that ongoing, real time information is key to making effective survival decisions. Information should always be clear, direct and in plain language, not using codes. If the shooter is known to be in an isolated section of a building, occupants in other wards can safely evacuate while those in direct danger can perform enhanced lockdown and prepare to counter.Video surveillance, 911 calls and PA announcements are just a few of the channels that may be used by employees, safety officers, and other personnel to inform others. An emergency response plan should have clear methods outlined for informing school employees, hospital workers, or any other employees of the location of a violent intruder.
C - Counter
Create Noise, Movement, Distance and Distraction with the intent of reducing the shooter’s ability to shoot accurately. Counter is NOT fighting.
ALICE Training does not believe that actively confronting a violent intruder is the best method for ensuring the safety of those involved. Counter is a strategy of last resort. Counter focuses on actions that create noise, movement, distance and distraction with the intent of reducing the shooter’s ability to shoot accurately. Creating a dynamic environment decreases the shooter’s chance of hitting a target and can provide the precious seconds needed in order to evacuate.
E - Evacuate
When safe to do so, remove yourself from the danger zone.
ALICE provides techniques for safer and more strategic evacuations. Evacuating to a safe area takes people out of harm’s way and hopefully prevents civilians from having to come into any contact with the shooter.Did you know that you should break a window from the top corner as opposed to the center? Many useful techniques that civilians do not know exist and can save your life. ALICE trainers teach strategies for evacuating through windows, from higher floors and under extreme duress.
Minuteman National Park:
Minute Man Visitor Center210 N Great Rd
Lincoln, MA 01773
Aloft Hotel727 Marrett Rd A
Lexington, MA 02421
What Is ALICE?
General Lockdown Procedure
Each individual classroom/office at Minuteman has specific directions for a lockdown. Our major goal Is to keep all areas safe for the entire student body and staff. Pease review and follow these instructions during a lockdown.
- Lock/ Secure all classroom doors.
- Cover all windows (if possible) & turn off lights.
- Students should be as low to the floor as possible, away from all doors and windows.
- Remain calm and quiet at all times.
- Do not allow anyone entrance to the room until lockdown is declared over.
- Do not call the main office seeking information.
- The purpose of any call made to the main office should be only to report vital information.
- No student/staff should be allowed to exit the room under any circumstance.
- Be sure all electronic devices are off. (This includes cell phones)
- Do not evacuate the room if the fire alarm goes off.
People that have been involved in real life school emergencies (i.e. lockdowns or shootings) have consistently said "Staying calm, keeping the room quiet and using common sense" were the three keys to safe resolution of the crisis. Your students will emulate your response to such a crisis. Lockdown drills should be treated seriously and are used as a tool for improving our overall safety here at Minuteman. Thank you for your cooperation in this matter.
Brian Tildsley
Assistant Principal, Head Coach-Lacrosse
btildsley@minuteman.org -
As applicable, shops should exit out their back doors because that is nearest and safest exit. Classrooms/shops on the upper floors leave via the nearest exit, rather than try to exit out the front door.
Maintenance Staff and Administrators are our building Fire Marshalls because they have radios and can communicate with municipal officers.
Student Activities Program Goals
Though the unique nature of each student activity, club, class or team dictates its specific objectives, all activities will attempt to:
- Connect students with our school community, their peers and their faculty, promoting a school culture of pride and ownership.
- Emphasize the development of leadership skills, resilience, engagement, integrity, and responsibility.
- Allow as many students as possible to participate and share the experience and benefits derived from activity participation.
- Work collaboratively with both our school community and our communities at large to promote an integrated approach to learning.
THESE PROGRAM GOALS ALIGN WITH THE SCHOOL WIDE GOALS
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For the purpose of compensating faculty advisors to student organizations, all student activities will be grouped into one of three categories.
CATEGORY A Activities are year-round, ongoing, organizations with a full time student membership of not less than 30 active students. Each organization in this grouping must meet at least twice monthly and must, over the course of a school year, perform the following:
- Two civic/community activities to be approved in advance by the Principal.
- Be associated with a State/National ruling body (exception: Sr. & Jr. Class Advisors).
- Present to the Principal for approval, a written charter and/or constitution.
- Elect Student Governing officers in a manner prescribed by its charter/constitution.
- Submit for the Principal’s approval its yearly list of proposed activities, no later than October 15th of each school year.
- Submit its organization and advisor to a yearly evaluation for continuance by the Principal.
Category A activities may include:
- Senior Class
- Junior Class
- National Honor Society
- Student Ambassadors
- Student Government
CATEGORY B Activities are year-round, ongoing organizations with a full time active membership of no less than 20 registered students. Each organization in Category B must fulfill the following performance criteria:
- One civic/community activity to be approved in advance by the Principal.
- Present to the Principal for approval, a written charter and/or constitution.
- Elect Student Governing officers in a manner prescribed by its charter/constitution.
- Submit for the Principal’s approval its yearly list of proposed activities, no later than October 15th of each school year.
- Submit its organization and advisor to a yearly evaluation for continuance by the Principal.
Category B activities include:
- Sophomore Class
- Freshman Class
- FFA
- D.E.C.A.
- SADD
- Math Club
- Game Club
- Art and Literary Magazine
CATEGORY C Activities shall be year round organizations whose active membership must be maintained at no less than 12 students. Category C activities must fulfill the following:
- One civic/community activity to be approved in advance by the Principal.
- Elect Student Governing officers in a manner prescribed by its charter/constitution.
- Submit for the Principal’s approval its yearly list of proposal activities, no later than October 15th of each school year.
- Submit its organization and advisor to a yearly evaluation for continuance by the Principal.
Any additional student organization proposed after July 1, 2019 will, if approved, be placed in Category C for a minimum of one year. Evaluation for advanced placement will be considered.
Category C activities include:
- Gay Straight Alliance
- Film Club
- Book Club
CATEGORY D - SkillsUSA
- Yearbook
- Drama Coordinator
- Drama Assistant
General
The Committee retains all rights to approve or disapprove any student organization and may at its discretion award all or less than all of the allotted stipend subject to evaluations. The Committee also may create or abolish all student advisor positions at its discretion. Activities with direct relationship to Minuteman curriculum will not normally be considered for approval as a funded student activity.
Each advisor on acceptance of his/her appointment will accept responsibility for all funds raised by that organization and will comply with all record keeping procedures issued by the Principal’s office.
SOURCE- Collective Bargaining Agreement Between Minuteman Regional Vocational Technical School District and Minuteman Faculty Association.
THE ENTIRE POLICY AND CBA CAN BE REQUESTED THROUGH THE MFA E BOARD.
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All student organizations are required to have a full-time teaching or administrative faculty or staff member as an advisor. Each student activity or student organization has it’s own unique set of advisor responsibilities. All advisors should strive to fulfill the following responsibilities:
- Take an active role in advising the student activity or organization.
- Know the general purpose and goals of the student activity or organization.
- Know the officers of the student activity or organization and the current members of the student activity or organization.
- Meet with the student members or officers of the activity or organization on a regular basis (at least once per month).
- Remain informed of all activities sponsored and conducted by the student activity or organization and attend events as feasible.
- Establish and maintain open and appropriate channels of communication with the members of the student activity or organization.
- Be knowledgeable about and adhere to Minuteman High School policies and procedures which pertain to student activity or organization and inform the members of the student activity or organization of his/her responsibility to do the same.
- Offer guidance to the organization on goal setting, organization management, program planning, problem solving and group evaluation.
- Accept responsibility for all funds raised by that organization and comply with all record keeping procedures issued by the Business Office.
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Click on a tab below to read about each item.
All-staff Emails
If you need to send an All Staff email, draft your email and send it to all-staff@minuteman.org. These emails will be approved or denied by the Principal or Assistant Principal.
Announcements and Graphics for TV Screens
To have an announcement read during morning announcements, use this form.
Announcement Request Form
Social Media
When your student activity or organization is doing amazing things - share your photos with the school community and our communities at large!
Social Media is managed in the schools marketing department. Email your photograph, along with a short description and any desired hashtags to our marketing department, listed here.
MAKE SURE TO INCLUDE A PREFERRED DATE RANGE FOR THE POST SO IT IS POSTED AT A RELEVANT TIME. WE WILL TRY TO POST AS CLOSE TO THIS DATE AS WE CAN.- Facebook - MinutemanHighSchool [@MinutemanHighSchool]
- Twitter (X) - MinutemanHighSchool [@MinutemanHS]
- Instagram - Minuteman High School [@MinutemanHS]
- LinkedIn - Minuteman High School
- Facebook (Alumni) - MinutemanHighSchool [@MinutemanHSAlumni]
Use an official hashtag, and add some of your own! #MinutemanHS #MinutemanHighSchool
Marketing & Admissions
Erin Norsen
Faculty Information
Department(s)
Marketing & Admissions
Title(s)
Director of Marketing and Admissions
Contact Information
School Email
ENorsen@minuteman.org (Primary)
Email
admissions@minuteman.org
School Phone
(781) 861-6500 x3
Other Information
Employed Since 2021
Madison Plant
Faculty Information
Department(s)
Administrative Assistants, Marketing & Admissions
Title(s)
Admissions Assistant
Contact Information
School Email
MPlant@minuteman.org (Primary)
Email
admissions@minuteman.org
Personal Email
MHorner@minuteman.org
School Phone
(781) 861-6500 x3
Other Information
Employed Since 2022
Printed Materials
The following policies and regulations must be adhered to when placing posters and flyers on Minuteman High School’s campus, including out buildings and athletic facilities:
- Minuteman Administration must approve all posters and flyers prepared by students and student organizations before posting occurs.
- The name of the sponsoring student activity or organization must be clearly indicated on the poster or flyer.
- Hanging Guidelines:
- Bulletin boards shall be used for all marketing inside buildings. Use thumb tacks, staples and/or tape to place posters and flyers on bulletin boards.
- Adhesive putty or adhesive pads (3M Command or similar) shall be used to secure posters and flyers to exterior walls. The use of any other type of adhesive and/or anchoring device is not permitted under any circumstances.
- Hanging Guidelines:
- Only one poster or flyer regarding any one event is allowed on each bulletin board.
- Only three posters or flyers regarding any one event may be placed in each area, corridor, hallway, or room.
- When posting on exterior walls, posters and flyers must be placed two or more feet from all doorways.
- Posters and flyers are not permitted in the following locations at any time:
- Building’s Doors
- Bathroom Partitions and Mirrors
- Windows
- Light or electrical fixtures, including outdoor light poles.
- Fire alarm boxes and emergency equipment
- Campus directories
- Trash receptacles
- Elevator interiors
- The posting organization, department or individual is responsible for removing all posters and flyers within 24 hours of the conclusion of the publicized event.
- Students, faculty and staff should not remove posters or flyers from campus unless the publicized event has already occurred or the poster is in clear violation of any of the aforementioned regulations
Legal Refs:
- MGL 128:22D; 148:28
- 527 CMR 1.00
- NFPA 1
Field Trips
All field trips must be approved by Minuteman Administration and the following procedures should be adhered to when planning and implementing a Student Activities Field Trip.
- Complete Field Trip Request Form and Submit to Assistant Principal’s Office (See Timeline below)
- Provide all parents/guardians written notification of field trip details. All forms must be signed by appropriate parties in order for students to participate.
- Obtain completed forms from all student participants.
- Review medical needs of students, medication, allergies and other pertinent medical information with Nurse prior to departure.
Type of Field Trip Submit to School Committee for Approval Timeline School Nurse Review for Medical Needs In-State Day Field Trip N/A At least 2 Weeks Prior At least 2 Weeks Prior Out-of-State Day Field Trip N/A At least 4 Weeks Prior At least 2 Weeks Prior Overnight(s) Field Trip At least 8 Weeks Prior At Least 9 Weeks Prior At Least 30 Days Prior
ALL OVERNIGHT FIELD TRIPS REQUIRE SCHOOL COMMITTEE APPROVAL AND SHOULD BE DISCUSSED WITH THE PRINCIPAL OR ADMINISTRATIVE TEAM PRIOR TO SEAKING APPROVAL.
ADDITIONAL INFORMATION MAY BE REQUESTED FROM THE APPROPRIATE AUTHORITY PRIOR TO MAKING A DECISION.
SHOULD EXTERNAL CIRCUMSTANCES CHANGE AFTER THE INITIAL TRIP APPROVAL, DETAILED MODIFICATIONS TO THE RELEVANT APPROVAL DOCUMENTATION (SEE ABOVE) WILL BE REQUIRED.
Student Travel
All student trips which include late night or overnight travel must have approval of the School Committee prior to raising funds or scheduling the trip. The School Committee will also consider the educational value of the trip in relation to the cost prior to granting initial approval. Overnight trips should offer significant educational benefits to students that clearly justify the time and expense of the trip. Such trips should be appropriate for the grade level.
Final approval will not be granted until all preparations for the trip have been completed including, but not limited to, all logistical details involving transportation, accommodation arrangements and fundraising efforts. The School Committee requires that final approval be sought no less than 30 days prior to the scheduled trip dates.
Teachers and other school staff are prohibited from soliciting for privately run trips through the school system and in the schools. The School Committee will only review for approval school-sanctioned trips. The School Committee will not review or approve trips that are privately organized and run without school sanctioning.- CROSS REF: IJOA, Field Trips
- LEGAL REF: Chapter 346 of the Acts of 2002 (et al) approved on October 2, 2002 M.G.L. 69:1B; 71:37N
Student Travel Regulations
The Superintendent or his/her designee is responsible for ensuring that student travel planning is carried out to ensure the safety of students, including but not limited to the following conditions:- Transportation:
- The use of vans or private automobiles for trips planned to include late night or overnight student travel is prohibited. Late night or overnight trips will use commercial motor coaches. Trips planned to include late night or overnight student travel will include a pre-trip check of companies, drivers, and vehicles. CORI checks will be conducted in accordance with Massachusetts General Laws Chapter 71, section 38R.
- The Superintendent or designee will ensure that the selected carrier is licensed for passenger transportation by the Federal Motor Carrier Safety Administration (FMCSA). The district will not contract with any carrier that has a safety rating of “conditional” or “unsatisfactory.” FMCSA ratings are available at http://www.safersys.org/. The contract with the carrier will prohibit the use of subcontractors unless sufficient notice is given to the district that allows verification of the subcontractor’s qualifications.
- Trip Scheduling:
- Overnight accommodations should be made in advance with student safety and security in mind. Whenever possible, trip schedulers should avoid planning student travel between the hours of midnight and 6:00 a.m., due to the increased risk of vehicular accidents during this time period.
- Whenever possible, overnight trips should be scheduled on weekends or during school vacations to minimize lost classroom time. Non-academic field trips are considered “optional school programs” and do not count toward meeting structured learning time requirements. (Refer to the Massachusetts Department of Education publication Student Learning Time Regulations Guide.)
- Trip itineraries must leave enough time for drivers to rest in conformity with federal hour-of-service requirements and common sense.
- Trip scheduling should take into account the likelihood of delays due to weather, traffic, stragglers, and other unanticipated factors.
- If the majority of a class is participating in a trip, the school should provide appropriate substitute activities for nonparticipants.
- Student Travel Fundraising:
- The amount of time to be devoted to fundraising should be reasonable and not interfere with students’ obligations for homework, after-school activities, and jobs.
- Group fundraising activities are preferred. Students should not be assigned individual fundraising targets. If students are charged individual fees for participation, every effort should be made to provide scholarships where needed.
CROSS REF: IJOA, Field Trips
LEGAL REF:- CHAPTER 346 OF THE ACTS OF 2002 (et al) approved on October 9, 2002
- M.G.L. 69:1B; 71:37N; 71:38R 603 CMR 27.00
Additional Resources
Federal Motor Carrier Safety Administration (FMCSA)- FMCSA WEBSITE
UNITED MOTORCOACH ASSOCIATION
Student Motorcoach Travel Safety Guide (includes “Motorcoach Safety Checklist”)- UMA STUDENT GUIDE
Department of Defense’s approved list of motor carriers
- DOD APPROVED LIST
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Click on a tab below to read each section.
Overview
The School Committee recognizes that students should have an opportunity to participate in appropriate co-curricular activities as part of their educational experience. The raising and expending of activity money by student activities organizations shall be for the purpose of promoting the general welfare, education and morale of all students through the financing of recognized co-curricular activities of the student body. The raising and expending of such money by students to support these authorized activities should be governed by controls that safeguard these monies and follow sound business guidelines.
THIS POLICY IS INTENDED TO ESTABLISH GUIDELINES AND PROCEDURES FOR SUCH STUDENT ACTIVITY ACCOUNTS IN COMPLIANCE WITH CHAPTER 71 SECTION 47 OF THE MASSACHUSETTS GENERAL LAWS.
Accounting - Student Activity Account
A separate account will be established on the School District general ledger for each Student Activity account. The general ledger account will record revenue collected, expenditures made, and interest earned by the student activity account. All bookkeeping functions will be the responsibility of the Business Office.
The School Committee shall authorize the Business Office to receive money in connection with the conduct of recognized student activities and to deposit said money with the District Treasurer. The funds shall be deposited into the School District General Depository account. Any monies paid as commissions to the school or to a student activity organization belong to the students and shall be deposited into the School District General Depository account by the District Treasurer. Interest earned by the Student Activity funds may be allocated monthly based on the ending balance as a percent to the total fund balance each month.Funds may be expended exclusively for student activity purposes for the student activities authorized by the School Committee and in compliance with MA General Laws. All disbursements will be paid through the regularly scheduled accounts payable warrant of the school district duly authorized by the School Committee with all expenditures charged to the appropriate Student Activity account. The School Committee may periodically be asked to authorize disbursement of commissions to one or more of the specific activity accounts.
Audit
There shall be an annual audit of the student activity funds arranged by the Assistant Superintendent of Finance and conducted by an independent audit firm based upon guidelines issued by the Massachusetts Department of Elementary and Secondary Education.
The cost of the audit shall be paid by the School Committee from its budget. In addition to the annual audit, a quarterly review of reports prepared by the student activity advisor of each account shall be conducted by the Assistant Superintendent of Finance.
Tax Exempt Status
All Student Activity Account purchases will be made under the District’s tax exempt number.
Monetary Gifts
The acceptance of gifts for student activity accounts shall adhere to the District’s policy on Gifts. Monetary gifts to recognized student activity organizations will be deposited into the Student Activity Account and expended in accordance with District procedures for student activity purposes. The monetary gift shall be expended for the purpose indicated or, if none, in accordance with the overall intent of the gift.
- Gifts up to $5,000 may be accepted by the Superintendent or his/her designee.
- Gifts exceeding $5,000 shall be authorized by separate resolutions approved by the School Committee.
Class Accounts at Graduation
Class accounts shall remain active after graduation for a period of ninety (90) days to allow for the payment of outstanding bills. After this period, any remaining funds shall be disbursed according to one (or more) of the following options selected by vote of the class prior to graduation:
- Make a specific gift to the District in the class’s name using a portion or all of its funds.
- Retain a portion or all of its funds by depositing in a class account. In such event, prior to graduation, the class officers shall establish an account at a Massachusetts FDIC insured bank in the name of the “Class of (Year)”. A check for the designated portion of the remaining funds in the class account shall be drawn following the ninety (90) day period and shall be remitted to the Class Treasurer to be deposited in the established account. The funds thereafter shall be the responsibility of the class.
- Distribute a portion or all of its remaining funds to other class accounts or another Student Activity account.
If a graduating class fails to select one or more of the foregoing options, any funds remaining after the ninety (90) day period shall be distributed evenly among the funds of active classes.
Inactive Funds
For any student activity organization which is inactive for a period of three (3) years or more, and for which there has been no receipts or disbursements recorded on its behalf, the Business Office will endeavor to determine if said student activity organization remains active. Written notification to the Principal by the most recent faculty advisor or the most recent student officer/treasurer for that activity, and concurrence by the Principal, shall be considered reasonable evidence of discontinuance. If an advisor or student officer/treasurer is not available, such discontinuance shall be by vote of the School Committee.
All assets of any recognized student activity organization that has been deemed inactive shall be determined by the Assistant Superintendent of Finance and stated in writing. Disposition of said assets shall be for the benefit of the student body and shall be determined by the School Committee. In no case shall the disposition benefit specific individuals.
Student Fundraising Activities
In general, the Minuteman Regional Vocational Technical School Committee disapproves of fund-raising in the community by students for school activities. Especially discouraged is the sale of goods produced by companies for profit, such as magazines, candy, and similar items.
Exceptions to this policy:- Sale of tickets to scheduled athletic events and school dramatic and musical performances.
- Sale of advertising space in school publications.
- A fund-raising activity approved by the Superintendent-Director.
- Proposals to raise funds for charitable purposes or for benefit of the school or community provided such proposals have been individually approved by the Assistant Superintendent-Director/Principal and Superintendent-Director.
No money collections of any kind may be held in the school without the specific consent of the Superintendent.
SOURCE: MASC
CROSS REFS: JP, KHA
LEGAL REF: M.G.L. 71:47
Excess Funds: Senior Class
The following are options for excess money left in the Senior Class Treasury:
- The class may vote to donate the money to the general student activities fund.
- The class may vote to withdraw the excess money, elect a treasurer, and hold the money in a separate account independent of the school.
- The class may vote to purchase a class gift for the school.
- The class may vote to establish a student scholarship fund, separate and apart from all other scholarship funds.
- The class may vote to combine any of the above.
- If the class does not choose one of the above options prior to the date in which the class in question graduates, the money reverts to the remaining student activities funds.
The senior class will be notified in September at the beginning of their senior year of the above options.
CROSS REFS: DIBA
LEGAL REF: Chapter 71:47 -
Minuteman recognizes the need and benefits to student fundraising events. However, it is important that faculty and students understand that the receipt of funds through fundraising become public funds and need to be accounted for appropriately in accordance to MA General Laws. Therefore, all funds collected must be turned into the Business Office daily, and all expenditures made must be paid by checks issued in the Business Office and signed by the Prinicpal. Club advisors, students or others affiliated with the fundraiser are not authorized to use personal funds or cash received by the fundraising activity to purchase items directly related to the fundraising program. All fundraising activites that are sponsored by Minuteman–related clubs, programs or activities must follow these procedures while conducting said activity.
Please note that there are specific restrictions to the types of fundraising activity permitted:- Students will not be allowed to go “door-to-door” selling
- Students will not be allowed to sell items in public places, such as, but not limited to, shopping centers, storefronts and public roadways
- No raffles or drawing, and any activity involving pre-printed, numbered tickets are permitted
The administrative procedures listed below must be followed during the period of the fundraising activity:
- A FUNDRAISING REQUEST FORM must be filled out completely and submitted to the Principal’s office. Once approved, the Club Advisor will receive a signed copy authorizing the event. The activity cannot begin until the Club Advisor receives the signed approval.
- All funds** collected will be turned in daily to the Business Office for deposit, accompanied by a SCHEDULE OF STUDENT ACTIVITIES–RECEIPTS COLLECTED form or a copy of any DEPOSIT OF FUNDS form. You will receive a copy from the Business Office confirming the total received.
- All expenditures related to fundraising (i.e. “up-front” purchase of items to be sold, student prizes, etc.) must be purchased by a check issued from the Business Office and signed by the Principal. Faculty will not be reimbursed for payments made from personal funds without prior approval from the Assistant Superintendent of Finance. Proceeds collected from fundraising activities shall not be used to directly pay expenses incurred for the fundraiser. All receipts collected must be turned over to the Business Office daily.
- At the conclusion of the fundraiser, the Faculty Advisor must fill out a Fundraising Summary Sheet that accounts for all receipts collected, all expenses, and a total of all unsold items or provide a digital equivalent (such as Excel Spreadsheet). The advisor will also explain what the disposition will be for all unsold inventory. A copy will be submitted to the Principal, and to the Business Office, and the advisor will retain the original with the organization records.
**ANY DONATIONS RECEIVED AS PART OF THE FUNDRAISING ACTIVITIES IN EXCESS OF $100 MUST BE NOTED ON THE DEPOSIT FORMS SO THAT THE DONOR WILL BE PROPERLY RECOGNIZED BY MINUTEMAN ADMINISTRATION.
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School District employees shall comply with all of the following provisions relating to online solicitations and the use of crowdfunding services for school-¬related purposes as well as all applicable laws, regulations and district policies. Crowdfunding services are defined as any online service used for the solicitation of goods, services, or money from a large number of people via the internet or other electronic network. Examples include GoFundme, Kickstarter, Indiegogo, YouCaring, and DonorsChoose. No online fundraising may occur except as provided below.
The Superintendent shall have final authority to approve any online fundraising activities by school district employees and shall determine and communicate to Principal the circumstances under which online fundraising proposals shall require Superintendent or School Committee approval in accordance with law and school district policy (KCD). The Principal shall approve all online fundraising activities prior to any employee posting any such fundraising solicitation.
Any solicitation shall be for educational purposes only (field trips, student activities and clubs, athletic activities, supplies, supplemental materials, books, etc.). The solicitation of personal items (coats, nutritional snacks, etc.) shall only be to benefit students directly. To the extent an employee solicits any technology or software, the employee shall secure the prior written approval of the Director of Technology or designee prior to any such solicitation. Any employee seeking to display or post a photograph of a student in conjunction with a fundraising solicitation must first secure the written consent of the student’s parent or guardian.
Employees shall not use a crowdfunding source, or set up their appeal in such a way, that they are asking for donations directly from people over whom the employee making the request has authority, or with whom the public employee is having official dealings (such as parents of student’s in a teacher’s classroom - the solicitation can say “Classroom X needs tissues and crayons,” but it shouldn’t be directed to parents who have shared email addresses with the teacher for purposes of communicating about their student).
Employees using crowdfunding services shall periodically disclose in writing to the Superintendent the names of all individuals whom the employee has directly solicited in any manner including but not limited to oral, written, or electronic solicitation. The Superintendent shall maintain these disclosures as public records available for public review.
Employees may only use crowdfunding services that send the items or proceeds solicited by the employee directly to the employee’s school or to the school district. Employees must verify under the crowdfunding service’s terms and conditions that they meet all requirements for such solicitation. Items or proceeds directly sent to employees are considered gifts to the employee and may result in violation of state ethics laws.
If an employee’s proposal is approved by the crowdfunding service, the employee agrees to use the donated materials solely as stated in the employee’s proposal.
If a solicitation is not fully funded within the time period required by the crowdfunding service, or the solicitation cannot be concluded for any reason, every attempt will be made to return donations to the donors. Donations unable to be returned shall only be used as account credits for future solicitations.
Unless otherwise approved by the Superintendent in writing, all goods and/or proceeds solicited and received through any online solicitation shall become the property of the School Committee, and not of the individual employee who solicited the item(s) or funds. The employee is prohibited from taking any such item(s) or funds to another school or location, without the Superintendent’s written approval.- SOURCE:
MASC February 2018
- CROSS REFS:
GBEA, Staff Ethics/Conflict of Interest;
GBEBC, Gifts To and Solicitations by Staff;
KCD, Public Gifts to Schools
- LEGAL REFS:
MGL 44:53A; 71:37A; 268A:3; 268A:23;
Ethics Commission Advisory Opinion EC-COI-12-1
- SOURCE:
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When there is student interest in establishing a new student activity, club or organization the following procedures are considered best practices.
- All student organizations are required to have a full-time teaching or administrative faculty or staff member as an advisor.
- Define the purpose and goal of the student activity, club or organization and present it to the Principal.
- If you intend to fundraise for your student activity, club or organization you must put in a formal request with the Assistant Superintendent (Business Office) to have a Student Activity Account created.
- Establish meeting times, places and norms.
ALL STIPENDS ARE NEGOTIATED AND ANY STIPEND REQUEST SHOULD BE FORWARDED TO THE MFA E BOARD.
Statement of Purpose
PARTICIPATION IN EXTRACURRICULAR OR CO-CURRICULAR STUDENT ACTIVITIES HAS THE POTENTIAL TO BE A REWARDING EDUCATIONAL EXPERIENCE FOR ALL STUDENT PARTICIPANTS. EXTRACURRICULAR ACTIVITIES ARE DEFINED AS ANY STUDENT ACTIVITY NOT DIRECTLY RELATED TO CURRICULUM THAT TAKES PLACE OUTSIDE OF CLASS TIME. CO-CURRICULAR ACTIVITIES, CONVERSELY, TAKE PLACE OUT OF CLASS TIME BUT ARE DIRECTLY RELATED TO CURRICULUM AND CONTENT TAUGHT DURING THE SCHOOL DAY. MINUTEMAN’S SCHOOL COMMITTEE RECOGNIZES THAT STUDENTS SHOULD HAVE AN OPPORTUNITY TO PARTICIPATE IN APPROPRIATE CO-CURRICULAR ACTIVITIES AS PART OF THEIR EDUCATIONAL EXPERIENCE. MANY STUDENT ACTIVITIES, BOTH EXTRACURRICULAR AND CO-CURRICULAR, HAVE BEEN SHOWN TO BUILD AND STRENGTHEN ACADEMIC ACHIEVEMENT, SOCIAL EMOTIONAL DEVELOPMENT, STUDENT RETENTION AND MORALE, AS WELL AS DECREASED DISCIPLINARY REFERRALS. THIS PORTAL IS MEANT TO HELP ADVISORS AND COACHES PROVIDE A POSITIVE EXPERIENCE FOR ALL STUDENTS.