CTC Guidelines

Guidelines for Parent Support Groups in the co-curricular program.

Carey Baptist Grammar School welcomes the involvement of parents in sharing the educational partnership. There are a number of opportunities for parents to have a direct involvement in giving of their time and energies to help facilitate a more worthwhile program. This has been prominent in the co-curricular domain.

This includes

• Drama
• Music
• Outdoor Education
• Sport
  

There are many parent support groups currently complementing the operation of specific programs.
While the organisation of these groups can vary in regard to numbers, frequency of meeting times, and budgets, there are essential objectives of each group which remain consistent.

1. The Director of Activities is responsible for all co-curricular programs. The Director of Activities will attend Parent Support Group meetings to clarify policy if proposals are deemed to impact a number of different co-curricular areas.
2. The Head of Sport, Director of Music, Head of Drama and Head of Outdoor Education lead the individual areas in the co-curricular program. They will attend meetings to clarify policy if proposals are deemed to impact a number of different activities within their specific area. 
3. Each activity in the School has a Teacher In Charge(TIC) responsible for the operation of the whole program across that specific activity. The parent support group should liaise with the TIC when seeking clarification on School policy. The TIC should have a standing invitation to attend the Parent Support Group meeting. It is not an expectation of the TIC to attend these meetings unless invited to address a specific point.
4. Individual Parent Support Groups are responsible for drawing up their constitution. This includes rules governing the election of office bearers, time of service, meeting times and proposed direction of the group. The Director of Activities can assist if required. 
5. All flyers handed out to the Carey community should first gain the approval of the TIC.
6. Any newsletter items or publication of notices should first gain the approval of the TIC. 
7. All fundraisers should first gain the approval of the TIC. 
8. Each School activity has a separate budget managed by the TIC. Where Parent Support Group fundraising takes place, the TIC can assist in ascertaining the most effective way to direct the money raised. 
9. A Parent Support Group can maintain a separate bank account. Some groups choose to use the School’s accounting department. 
10. Any proposed overnight camp/extended trip should be part of the annual budget figure in a particular activity. A separate budget should be drawn up and submitted by the TIC in August of the preceding year.
11. All uniform must be approved by the Director of Activities. This includes items worn at training sessions, during matches, and casual items proposed as fundraising opportunities. 
12. The booking of any School venue should first be raised with the TIC. This includes; the library for Parent Support Group meetings, outdoor spaces for games, the Senior quad for presentation nights, the MGH for larger gatherings/performance.
13. Spotless is responsible for School catering. Recent experience suggests that Spotless is convenient, flexible in menu offerings, reliable and able to discuss price. Most groups are now turning to Spotless for catering needs. If an outside group is used, you must gain the approval of the TIC in regard to food handling regulations. 
14. If at any activity liquor is served/sold, it should be approved by the Director of Activities.