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Potomac Falls High SchoolActivities Manual
2019-2020
Principal: Dr. Brandon Wolfe, Ed.Assistant Principal: Kelly HayesAssistant Principal: Jarvis WeeksAssistant Principal: Mari Estrada
Athletic Director: Mike SipeDirector of Counseling: Rae Ann Paolozzi
Activities Coordinator: Michaela Ottenberg, J.D.Bookkeeper: Darla Palombia
Contents of the Activities Manual:1. Responsibilities of Sponsors and Activities Coordinator & Starting a New Club
2. Posting Information & Advertising Events3. Finances and Accounting: Fundraising, Purchasing, and Making Deposits
4. Building Usage and Requesting Building Space5. Instructions for Operating Microphone in Auditorium
6. Instructions for Operating Projector Screen in Auditorium7. Current List of Club Sponsors & Contact Info (please see Activities website for most up-to-
date list)
1. Responsibilities & Starting a New ClubClub sponsors are integral to the success of PFHS organizations. Sponsors are the supervising adults working with our students. It is preferred that club sponsors work at Potomac Falls HS or in the county. Any sponsors who are not LCPS employees must contact the Activities Coordinator, as well as the LCPS Human Resources Office, to complete the appropriate paperwork to become eligible to sponsor a PFHS club or activity.
Please read over the guidelines and expectations below:
Sponsor’s Duties
● Supervising all club/organization activities. Any activity your students plan must have proper adult supervision to assure the safety of the students and security of the school grounds and building.
o Class sponsor duties include attending all required Homecoming Activities (e.g. hallway decorating, class-sponsored football tailgates, the dance, etc.)
o For more information regarding class sponsor responsibilities, please contact the Student Council Association sponsor, Samantha Hill
● Maintaining the club/organization’s website located on the PFHS Activities Page. Each website should have the following information:
o Name of Clubo Sponsor’s name AND contact emailo Description of Club (how to join the club, required dues, etc.)o Club officers/club leadershipo Dates and times of club meetingso Location of meetings
● Managing all paperwork in relation to fundraising, building use, and meeting locations.o A building use form MUST BE COMPLETED for every club meeting and activity held in the
building. Building use forms ensure your use of the building is properly documented and that the space will be available for your club’s usage. Building use forms are required for, but not limited to: club meetings, club fundraisers within the building, club activities and events, etc.
o Please complete a building use form at least 2 weeks prior to your club’s event, meeting, etc.o Please see Building Use section of manual for more information.
● Managing the finances if there are funds involved. This means that the sponsor is responsible for understanding the handling of money according to Loudoun County accounting policies. If you have questions regarding finances, please see our bookkeeper.
o Fundraisers must be approved by the Principal, so please submit a Fundraiser Request Form at least 2 weeks prior to the start of the Fundraiser.
● There are many ways to promote your event or club. For more information, see section 2 of this manual below.
Activities Coordinator Duties
● Approving new club/organization applications, with final say from the Principal;
● Monitoring club activities and fundraising;
● Approving flyers;
● Obtaining sponsors for non-stipend positions;
● Scheduling and/or facilitating assemblies and special programs. This includes assuring space is available for club events and activities, as well as maintaining the school calendar with assistance from the IFT;
● Acting as a liaison between clubs/organizations and the Administration;
● Communicating with community groups and scheduling external events within the building;
● Assisting in supervision of school activities;
● Coordinating any additional tasks as assigned by the Principal.
Starting a New Club/Organization
● Complete the New Club/Organization Request Form, located on the Activities Webpage.
● After your form is submitted it will be reviewed by the Activities Coordinator and by the administration.
● You will receive an email from the Activities Coordinator regarding the status of your club proposal approximately 5-10 business days from the time you submitted your request.
● Once you have received approval, you may begin meeting with your club/organization. You will also have access to your club’s school website. Please update it and include the club website requirements listed above.
Field TripsIf you think you might want to take your group on a field trip, see Mrs. Kelly Hayes, Assistant Principal, with any questions regarding scheduling. You will need to check on funding, transportation, and fill out relevant paperwork to obtain approval.
Special EventsIf your club is sponsoring a special event that requires approval from the County or involves numerous external vendors, please review the LCPS Special Events Guidelines Application found here: https://www.lcps.org/cms/lib/VA01000195/Centricity/Domain/20323/2016-2017%20LCPS%20Special%20Event%20Guidelines%20Application.pdf.
QuestionsIf at any time you have questions regarding activities, fundraising, or approval of activities, please contact the Activities Coordinator.
2. Posting Information & Advertising EventsPosting Information Around Potomac Falls HSThe Activities Coordinator must approve all flyers and posters before they are hung up around PFHS. Please place proposed flyers in the Activities Coordinator’s mailbox in the main office for approval. Approved posters will have a stamp in the corner and will be returned to the club sponsor. Each poster/flyer must have the stamp. Any signs that are hung without the stamp will be promptly removed.
Please remove all posters and flyers in a timely fashion. Once the event you are promoting has ended, please remove all signage. Old signs will be taken down and disposed of.Promoting Your Event/ClubIf you would like to advertise on Feature Friday, submit all media and text to www.pfannouncements.com by 5 pm Tuesday. To have an announcement tweeted on the official school Twitter account, which also streams on
the school homepage, email your announcement to [email protected]. Announcements over the PA must be approved by the Principal and are ONLY for school-wide, time-sensitive announcements. This form is available in the main office.
3. Finances and Accounting: Fundraising, Purchasing, and Making DepositsFundraising
● In order to hold a fundraiser you must, fill out the Fundraiser Approval Form (can be found on the Activities Website). This must be submitted to the Activities Coordinator as a hard copy so the Principal and bookkeeper can sign it for LCPS records. Hard copies can be found in the main office.
● Complete form at least 2 weeks in advance of your estimated start date.o If you need building space for your fundraiser, please see the Building Usage section of this
Manual.o If you need a cash box, please see the bookkeeper to request the box.o Upon receiving the cash box, please count the money in the box (including coins).o As soon as you are finished, deposit the money. DO NOT HOLD ONTO THE MONEY, even if
the fundraiser lasts for multiple days, you MUST turn in money after each day of the fundraiser.o At the conclusion, return the cash box with the original amount of start-up money to the
bookkeeper and deposit the profits.
Purchasing
● Please see the bookkeeper with all purchasing questions and requests.
Making Deposits
● It is important to keep your own records of all money received and a copy of all receipts for your own records.
● Deposit money daily. DO NOT KEEP ANY MONEY OVERNIGHT.
● Deposit all money in the Drop Box, located outside of the bookkeeper’s office.
● Make sure you fill out the Deposit Log located on top of the Drop Box AND a Deposit Slip (to be included in the blue zipper deposit bag), with the appropriate Fundraiser Name or Club/Organization Name.
4. Building Usage and Requesting Building SpaceBuilding use forms are required for any events before and after school, reserving tables (either outside the cafeteria during lunch or in the hallways before and after school), or requesting larger spaces during the school day (e.g. the auditorium). Building use forms are required for reserving ANY classroom before or after school. When in doubt, fill out a building use form!
The exception to this rule is reserving the library during the school day. To reserve the library during the day, please see the librarian, Andy Hawk.
Here are the steps to reserve space in the building:
● Go to the PFHS website, https://www.lcps.org/pfhs and click on the Activities Tab.
● Next, click “Activities Information.” This will take you to the main Activities page.
● At the left of the page, click on “Building Use-Internal Organizations” if you are a PFHS-sponsored club. If you are an external group (Girl Scouts, Sterling Playmakers, etc.) click on the “Building Use-External Organizations.” If you are an external organization, please contact the Activities Coordinator to learn more about the appropriate steps to request space.
● Once you have reached the internal organization page, click on “Application for Building Use-internal organizations.”
● Complete the Google Doc and submit. Please note the following:o Completing this document does not guarantee the space you requested is available. The
Activities Coordinator will contact you if there are any conflictso If your event is multiple dates (e.g. club meetings that meet regularly), simply put the time your
club meets and under “Additional Comments” simply list the dates your club is meeting. You do NOT have to fill out a new form for each individual meeting if the times and location are the same.
o In most cases, you will have an hour before and after your event to setup and take down. If you require additional time, please note it on your form and the Activities Coordinator will do their best to accommodate that request.
o If your event is properly scheduled with no conflicts, you will receive an automated email from “SchoolDude.” This is the LCPS building scheduling system. Please note that the setup and breakdown time may vary from what you initially requested, this is due to how the Activities Coordinator must input the times. They have noted your request separately and will do their best to accommodate.
o Please review your confirmation email to ensure: 1) the date for your event is accurate; 2) the location requested is accurate; 3) the start time of your event is accurate.
o Please email the Activities Coordinator ASAP with any changes or edits, this includes cancellations.
o Please allow 24-48 hours for your event to show up on the school calendar.o In the event you decide to cancel your event AFTER a building use has been submitted, please
notify the Activities Coordinator ASAP.
● Equipment for your evento On your building use form, you will list equipment needed. For some requests, you may need to
see another faculty member for proper training/signing out equipmento Any damage to equipment while in possession of a club is the responsibility of that organization.
The club is liable for any lost or damaged equipment.o Equipment needs
▪Microphones: The Activities Coordinator or librarian will sign out the microphone to you. Please note: the club is responsible for operating the microphone. If you need training, please plan accordingly.
▪ Laptops or Computer Use: Molly Rippa, Instructional Facilitator, Technology
▪ AV/Media Equipment (LCD projector, screen, etc): Andy Hawk, Librarian
▪ Tables, Chairs, and other large furniture items: Activities Coordinator & Custodial Staff (Mr. Shah)
● The Activities Coordinator will often refer the Head Custodian, Mr. Shah, to the club sponsor so they can arrange their specific needs.
● NOTE: If you need furniture arranged in a particular way please see the Activities Coordinator so that she can pass on directions to the Head Custodian for your event. (Diagrams are always helpful!)
● If you do not require any custodial staff, please include this in the “Additional Comments” section of your building use request.
● Heating & Air Conditioningo Based on the information in your building use form, HVAC will be activated. o NOTE: Failure to complete a building use form not only runs the risk of the space not being
available, it could also mean your event does NOT have heating or air. This is a countywide policy. In the event of an emergency, we must have accurate documentation of who is using the building and when they are in certain spaces.
5. Instructions for Operating Microphone in Auditorium1. Turn on soundboard in back of stage where grand piano is normally housed. This requires flipping up
the black switch on the left and then holding down the push button until all the lights turn green on the panel. (see picture A)
2. Go to sound box on stage near the light screen. It is a large black box to the left if you are facing the stage. Flip that switch on. (see picture B)
3. Depending on where you have plugged in the wireless mic receiver box or wired mic (all switches and ports are labeled), turn up the volume as needed. Do not turn it to the highest. (see picture C)
4. When done, turn off the equipment in REVERSE order (turn sound box on stage off first, then turn on soundboard in back room of stage. To turn off the soundboard, hold the push switch down until all lights go from green to turned off. Then turn switch off.)
5. Please return microphone to Michaela Ottenberg’s mailbox in the main office. Include cords and receivers as well. Do not leave any microphone, receiver box, or auxiliary cord in the auditorium. If any equipment is lost, your group is responsible for the cost of a replacement.
(Picture A)
Picture (B)
(Pic. C)
Instructions for Operating Lights in Auditorium1. To turn on the large overhead lights, find the white switch panel in the auditorium on the wall as you
walk in immediately to your right. Press the lit up green button to turn on all the lights.2. To change/adjust stage and audience lights, find the rectangular screen the left of the stage as you face
the stage. Press the touch screen to turn on the program (Picture D).a. For stage lights: Press the touch screen to turn on the program and click “stage controls” to see
the options for stage lighting. Adjust as needed. DO NOT CHANGE THE PRESETS OR SET ANY NEW PRESETS. (see picture E & F)
b. For audience lights: Press the touch screen to turn on the program. Click “house controls” (see picture G). Do NOT set custom settings.
Pic D
Pic E
Pic F
Pic G
6. Instructions for Operating Projector Screen in Auditorium1. Find the white matte switch next to the touch screen to operate the lights. 2. Follow the instructions on the switch (up to bring screen back up, down to bring screen down. Press the
stop button to stop the screen where you need).3. When you are done, please bring screen back up.
7. Current List of Club Sponsors & Contact Info (please see Activities website for most up-to-date list)Club Name 2019-2020 Sponsor Sponsor Email Address
Academic Challenge Nick Harding [email protected] African-American Student Union Brandon Jackson [email protected] Sign Language Club Sponsor TBDAnnouncement Crew/Feature Friday Jeannie Jens, Michaela Ottenberg,
Emily Everett [email protected] [email protected] [email protected]
Apple Federal Credit Union Ryan Khatcheressian [email protected] Art & Literary Showcase Emily Everett [email protected] Art Club Deb Cooper [email protected] National Honor Society Elizabeth Chodrow [email protected] Band Tim Niebergall [email protected] of the Books Amy Richards, Donna Russell, Emma
[email protected]@lcps.org
Best Buddies Peg Nielson, Meghan Seed [email protected]@lcps.org
CAMPUS Rich Bader, Trey Flynn, & Rachel Taton
[email protected]@[email protected]
Catholic Student Association Chris Pelczar [email protected] Chess Club Jason White [email protected] Debate/Forensics Sponsor TBDDECA Cody Smallwood [email protected] Educators Rising Shirell Ashwell [email protected] Engineering Club Sailaja Krovvidy [email protected] Family, Career, and Community Leaders of America (FCCLA)
Shirell Ashwell [email protected]
Fellowship of Christian Athletes Stephane Longchamp [email protected] Film Club Jameson Zoller [email protected] Foreign Language National Honor Society
See individual language honor societies for sponsor
French Club Schuyler Stephens [email protected] French Honor Society Laurence Bertholet [email protected] Class Ashley Williams [email protected] Future Business Leaders of America Stephen Latter & Stephane
Future Healthcare Professionals Misty Keller & Sal Moschera [email protected]
Gay Straight Alliance Trey Flynn [email protected] German Club Radhika Lothe [email protected] Ginger Club Andrea Bird
Joshua [email protected] [email protected]
Girl Up Sponsor TBDGirls Go CyberStart Cody Smallwood [email protected] Glee Club Ashley Williams [email protected] Global Ambassadors Helen Chang [email protected] Green Team Nick Puszert [email protected] Guard Carlina Haden [email protected] Guitar Club Hart Wells [email protected] Guitar Quartet Hart Wells [email protected] Homeless Pet Rescue Giselle Schneider [email protected] Homework Club Cecil Daniel, Pamela Davis, Melanie
Reed, Greg [email protected] [email protected] [email protected] [email protected]
Ice Hockey Club Nick Puszert [email protected] Junior Class Kathy Bales & Misty Keller [email protected]
[email protected] Key Club Rachel Taton [email protected] Korean Culture Club Erin Lim [email protected] La Sociedad Honoraria Hispanica Sally Nathan [email protected] Latin Club TBDLights, Camera, Action! Amy Trickett [email protected] LINK Crew Victoria Russell & Rachel Taton [email protected]
[email protected] Make-A-Wish Club Lynn Sedlak [email protected] Meditate to Regenerate Kristin Bird [email protected] Model United Nations Jameson Zoller [email protected]
Mu Alpha Theta Brandon Kerr & Lindsay Topper [email protected]@Lcps.org
Muslim Student Association Ryan Khatcheressian [email protected] English Honor Society Sponsor TBDNational Honor Society Chris Pelczar [email protected] Newspaper- The Roar Emily Everett [email protected] Panther Panel Erin Lim & Peg Nielsen [email protected]
[email protected] Panther Productions Corinne Fox [email protected] PEER Mike Daniel & Lauren Gibson [email protected]
[email protected] PFHS Choirs Fawn Phillips [email protected] Ping Pong Club Jenny Blair [email protected] Plastic Symphony Jon Ackerman [email protected] Rho Kappa (Social Science National Honor Society)
Jon Ackerman & Eric LeHew [email protected] [email protected]
Rise to Run Lynn Ewald [email protected] Ru Paul’s Drag Race Fan Club/Sociology Club
Kira Hoilman [email protected]
Science National Honor Society Sponsor TBDScience Olympiad Randy Shangraw [email protected] Senior Class Eric LeHew & Joshua Nation [email protected]
[email protected] Ultimate Smash Club Rachel Taton [email protected] So Positive Initiative Sponsor TBDSOFA Improv Comedy Troup Corinne Fox [email protected] Sophomore Class Rachel Taton & Angela Marchi [email protected]
[email protected] Spanish Club Fred Reed & Giselle Schneider [email protected]
[email protected] Sports Analysis Club Ryan Khatcheressian [email protected] Team (RUCKUS) Shonnie Dorsey [email protected] Strategy Club Cecil Daniel & Greg Zawistowski [email protected]
Grego ry [email protected] Student Council Association Jon Breslow & Giselle Schneider [email protected]
[email protected] Tech Team Molly Rippa [email protected] Thespian Society Corinne Fox [email protected] Tri-M Music Honor Society Tim Niebergall [email protected] UNICEF/Another World Club Kristin Bird [email protected] Yearbook Emily Everett [email protected]
Young Americans for Freedom Sponsor TBDYoung Democratic Socialists of America
Jason Walker [email protected]
