Day-to-Day Responsibilities Overview

This section has information that would be helpful in the accounting and reporting of regular operations.  It is dedicated to the many day-to-day issues that is faced by a parent organization.  

Parent Organizations support a particular student group or program through a Sponsor.  The Sponsor is a District employee who serves as the liaison between the Parent Organization and the District.  In addition, the pertinent Principal or other appropriate Administrator (if the Parent Organization is not located at a school) must approve various activities of both the student group and the related Parent Organization.  The main responsibilities of a Parent Organization, a Sponsor, and a Principal or Administrator are indicated below:

Parent Organization- A Parent Organization is responsible for supporting a student group, activity, or program.  Support may be as simple as providing refreshments for a particular event or support may be as complex as raising money for an out-of-state competition.  The Parent Organization works through the Sponsor to provide assistance for the planned activities of the student group; however, the Parent Organization does not have the authority to decide the activities or trips in which the student group will participate.  The parents and the Parent Organization may provide suggestions about particular activities; however, the Sponsor is responsible for the final decision with the Principal’s or Administrator’s approval.

Sponsor / Liaison - A designated Sponsor of a student group serves as the liaison between the Parent Organization and the District, under the supervision of the Principal or Administrator.  The Sponsor is responsible for determining the various activities and trips in which the student group will participate with the approval of the Principal or Administrator.  In addition, the Sponsor should work very closely with the Parent Organization and provide guidance to the organization.  The Sponsor should not be considered an officer or member of the Parent Organization.  However, the Sponsor, under the directive of the principal, shall approve all student / school-related activities of the Parent Organization.

Principal or Administrator - The Principal or Administrator is responsible for approving the activities of the student group and some activities of the related Parent Organization. 

Parent Organizationofficers also have day-to-day responsibilities to the club, as well as the students they support.  Some of these responsibilities include:

  • Setting up a bank account properly,
  • Accounting properly for fund-raiser income and expenses,
  • Analyzing the outcome of each fund-raiser to determine its financial success/failure,
  • Establishing and maintaining money handling procedures, and
  • Becoming knowledgeable of District policies concerning using District buildings and distributing flyers.