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Join PTO

You want to lead a Club... Now what?

  • Next Step is submitting a Club request for approval; This is what's needed to submit a request-

    • Club Name and description

    • ​Contact info for Club Leaders- Name, phone, email, address, emergency contact

    • Club Meeting Schedule- Dates/frequency the club will meet, start/end dates and times

    • Club Specifics-

      • Age Group (open to all/which grades)

      • Club Size (max number of kids allowed depends on age group and helpers-

        • 1 adult needed per 10 K-2 kids, 1/15 3-MS kids. (Need help finding volunteers?)

    • Club Cost per Student- Description of what will be needed/cost of supplies. Ex- If the cost of supplies exceeds a $200 budget, then you would calculate how much each child would need to pay to make up the difference.

      • Cost - Budget = Excess

      • Excess ·/· Club Size = Cost per Student

    • Background Checks- Do the Club leaders have a KUSD background check on file?

      • (They are good annually. This is a requirement for anyone who volunteers at the school.

      • The office can verify if they have a current one on file for you. The link to submit a background check can be found on the school website under tab- Parents / forms)

  • Upon Club approval, email a flyer that promotes your Club (Include Club name, description, meeting dates/times, cost, and contact info for any questions. Need help getting helpers or making a flyer?)

Creating a Club: steps breakdown

  1. Determine your Club theme

    1. Club Ideas- STEM, Gamers, Gardening, Cooking, Books, Sports, Sign/Language, Dance, Coding, Knitting, Yoga, Drawing, Collectors, Choir, Geography, any interest you would love to share!

  2. Figure out who’s going to be involved

    1. Hosts/Leads- Plan the activities, get supplies, coordinate with helpers and parents

    2. Volunteers/Helpers- Come to Club and help the kids during the activities

    3. Contact us if you need help finding volunteers!

  3. Establish your capacity and target participants

    1. Specify the number of kids you’ll have in your Club

      1. Capacity cannot exceed the volunteer to kids ratio

    2. Specify Club’s targeted audience

  4. Plan your meeting schedule- Lots of options to pick what works best for you!

    1. Club meets Monthly (Oct-May)

    2. Divide Club into grade groupings (K-2, 3-5, MS)

      1. Each group meets monthly, or switch between each month?

    3. Shorten schedule, Sessions (Oct-Jan, Feb-May), or by Activity

      1. Club has limited content, activity is seasonal, or weather dependent?

  5. Review your schedule with Club Coordinator to determine your Club’s allotted budget

    1. Monthly Clubs (Oct-May) will have a different budget than a Club with a shortened schedule.

    2. Save receipts for supplies and submit to HAP for reimbursement (up to the amount of the allotted budget).

  6. Plan your activities

    1. Plan activities than are age appropriate

    2. Price out the cost of the supplies needed for all of the activities

    3. Determine if the total cost of supplies exceeds the allotted budget

    4. Determine the per child fee needed to cover any amount that exceeds the allotted budget

  7. Advertise your Club

    1. Create a flyer that includes-

      1. Name of Club

      2. Small intro about topics, activities, or purpose of Club

      3. Meeting dates and times

      4. Any fees or pertinent information

      5. Let us know if you prefer a Club flyer created for you

  8. Get your supplies and have fun in your Club!

Frequently Asked Questions

  • Club Ideas- STEM, Gamers, Gardening, Cooking, Books, Sports, Sign/Language, Dance, Coding, Knitting, Yoga, Drawing, Collectors, Choir, Geography, any interest you would love to share!

  • Participation and Scheduling options- Lots of options to pick what works best for you!​

    • Limit capacity to a specific number of kids or volunteers available to maintain ratio

      • E.g. - There’s two people interested in running a club geared toward littles (K-2).

        • 2 volunteers- Max capacity is 20.

        • Both leads find a helper. They switch off which 2 attend each month. Max capacity 20.

        • 4 extra helpers, projects that need a lot of help. Max 60, but limit capacity to 25.

    • Divide club into class groups (K-2, 3-5, MS)

      • E.g. - There’s two people interested in running a club geared toward elementary.

        • Capacity 25- Each volunteer covers ratio group: 10 kids from K-2, 15 3-5 kids

        • Capacity 20, Capacity 30- Divided K-2 and 3-5 into two separate meeting dates

    • Club meets Monthly (Oct-May), shorten schedule or Sessions (Oct-Jan, Feb-May), or by Activity

      • Want to lead a club, but have limited availability, limited content, or the activity is seasonal / weather dependent?

      • E.g. - outdoor activity/sport, December cookie decorating, only 1 or 2 meetings for the specific topic/activity, session1 K-2 & session2 grades 3-5, holiday craft Oct-Dec session

    • Sign-Up Genius can be used for signup with specified capacity (add waitlist signup option?)

  • Volunteers per Kids Ratio- Clubs must maintain this ratio per KUSD policy

    • Grades K-2: 1 volunteer for 10 kids. Grades 3-5 and MS: 1 volunteer for 15 kids.

    • E.g. - 15 K-2nd kids require 2 volunteers. 11 K-2nd kids and 14 3-5th grade kids require 3.

    • Run the club with your Parent friends, or I can help you find some volunteers to help!

  • Activities must be age appropriate. More grade or grade group specific? Specify target participants

    • E.g. - Not the same: Book club for 3rd vs. MS book club, Science activities for K vs. 5th

  • Budget for Club activities- Submit those receipts!

    • Allotted budget for supplies- amount based on club meeting schedule

    • Requesting Club fees should be based on additional money needed, beyond what the allotted budget provides, after activity/expense planning per child is calculated.

  • Parent Involvement Incentives

    • Volunteer’s child may have fees waived to attend that Club!

  • Concerned about dealing with crabby kiddos? We use a Behavioral Expectations Agreement.

    • Outlines behavior expectations and outcomes that must be agreed upon to participate in Clubs

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