Immaculate Conception School
Home and School Association
HSA MISSION STATEMENT
The Immaculate Conception School Home School Association (H.S.A.) is a supportive arm of the school, striving to foster spiritual growth, academic excellence and moral integrity. Under the auspices of the Diocese of Metuchen, the H.S.A. supports the established policy and curriculum of the school. The H.S.A. nurtures spiritual growth by working with parents and teachers to convey the messages of the Gospel through community-building events and classroom activities. Helping to promote a faith-filled environment, the H.S.A. provides organization in assisting the school and parish with meeting their financial responsibilities, publicizing newsworthy happenings and voicing concerns to our local and state representatives.
HSA VISION STATEMENT
The Immaculate Conception School Home School Association supports the school, it’s students, teachers and administrators in an effort to help foster spiritual growth, academic excellence and moral integrity.
RESPECT FOR SCHOOL POLICIES
The H.S.A. respects the established school policies and practices as set forth by the Diocesan Schools Office, the pastor and the school principal. In all instances, the Association shall be aware that it functions as a support to the duly constituted school administrator. It provides support by promoting the mission statement, goals and objectives of the school.
The goals of this association are defined as conditions in which:
- Parents and teachers collaborate with school administrators and Diocesan leaders to achieve the mission of the Catholic Church as it relates to Catholic schools.
- Parents and teachers collaborate in conveying the message of the Gospel, in building up the community of the church and in providing opportunities of service to those suffering and in need.
- Parents and teachers collaborate to promote, among students, an awareness of the specialized ministries in the church represented by religious life.
- Parents and teachers provide, at home and in school, a learning environment that promotes personal and spiritual growth with a sensitivity to social issues and global awareness.
- Parents and teachers promote the cause of Catholic education in public, church and political arenas as directed by the bishops of the State of New Jersey and their representatives.
- Parents and teachers jointly work together to carry out their specific teaching responsibilities under the direction of the school administrators.
- Parents unite to promote activities that enable school and parish administrators to meet their financial responsibilities implied in the modern day operation of Catholic schools.
- Parents actively nurture their sacred vocation as the architects of Christian Family Life and the primary education of their children.
Roles & Responsibilities of H.S.A. Members
In addition to the roles and responsibilities stated in the By-Laws of the Diocese of Metuchen, the following shall be part of Immaculate Conception School’s Unit By-Laws and applies to all members:
- Assume any additional responsibilities requested by the Pastor, Principal and/or President.
- Always serve with the interest of the students of ICS at heart.
- Any decisions about complimentary tickets/admission to ANY event shall be presented to the Executive Board for approval including those of the Coordinator for the individual Event/Program.
- Enjoy the role you have taken on! We look forward to a year filled with wonderful and exciting things.
- Attend monthly H.S.A. meetings, H.S.A. sponsored events and Diocesan workshops.
Responsibilities of the Unit Officers
- Preside at all General meetings.
- Preside at the Unit Executive Board meetings.
- Encourage a spirit of cooperation among all Board members.
- Serve ex-officio on all Unit Committees.
- Act as a communicator between the Regent and the Unit members.
- Oversee the Unit Activity Committees.
- Co-Sign checks with the Unit Treasury and Principal or Pastor.
- Collate the Activity Committees and Executive Board Report.
- Prepare and submit to your Regent by no later than July 1 the Annual Report THIS REPORT MUST BE FILED TO THE Diocesan Executive Advisory Board.
- Plan a schedule of meetings for the Executive Board and Activity Committees
- Prepare the Annual Calendar for the coming year. (General Membership meetings and Activity dates.) These should be approved by the Principal and/or Pastor.
- Prepare an agenda to be sent to the Principal and Pastor two days prior to each Executive Board Meeting.
- Respond promptly to any and all correspondence requested by the Diocesan President and/or Regent.
- Be responsible for all raffle applications, reporting and licensing as well as correspondence with school.
- Attend all Diocesan Workshops
- Attend all H.S.A. Functions.
- Serve the President in whatever capacity he/she requests.
- Represent the President when requested in his/her absence.
- Attend Diocesan Workshops.
- Attend all H.S.A. Functions
- Keep an accurate account of all dues and monies that are received into and expended out of the ICS Home School Association bank account.
- Record all activity on checkbook stubs, ledger and Quicken, indicating the source of the deposit or the reason for the disbursement.
- Obtain receipts for all expenses, record them and reimburse appropriate parties.
- Receive bills, draft checks to cover the invoice and file them in the appropriate category.
- Prepare a Financial Report on a monthly basis. Attend monthly Executive Board Meetings prepared to present the report to the Executive Committee.
- Attend events with cash box to collect money OR hand over cash box and instructions to someone who has been approved by the President.
- Remain in contact with the President concerning any spending.
- Submit an exact accounting of finances to the President at the end of the school year and at the end of term of office. This information is needed to complete the President’s End-of-Year Report submitted to the Diocesan Regent.
- Provide bank drafts (checks) when requested by the President.
- Co-sign bank drafts with the President, Principal and/or Pastor.
- Prepare meeting agendas with the President.
- Record the Executive Board Meeting minutes in an exact and professional manner.
- Prepare and send minutes to the Executive Board, Principal, Pastor, Activity Committees, and if requested, to school parents.
- Take attendance at Executive Board Meetings.
- Prepare questionnaires to be distributed to families at Back to School Night requesting volunteers for H.S.A. fundraisers.
- Create a list of volunteers from the Back to School Night questionnaires for each of the H.S.A. events and provide a copy to the H.S.A. President as well as the appropriate fundraiser chairperson.
- Be available to assist the Corresponding Secretary with the School Directory, if needed.
- Contact all members regarding meeting notices and cancellations taking particular care to see that the Principal and Pastor are invited to Unit and Diocesan events.
- Compose, print and distribute the Student Directory to all H.S.A. families.
- Keep an organized account of all communication to the H.S.A. Unit.
- Assist the Spirituality team with telephone calls to activate the Prayer Chain.
- Handle correspondence of any nature at the request of the President.
- Assist the President with the annual membership drive.
- Responsible for distributing and collecting Event Reports from Committee Chairpeople.
- Record the Executive Board Meeting minutes when the Unit Recording Secretary is not in attendance.
- Create an awareness of Church issues, social issues and Catholic Charities to the local membership through publicity and with Executive Board approval.
- Develop a grade-level appropriate activity for each class that creates an awareness of those who are less fortunate.
- Manage H.S.A. Community Outreach.
- Attend Diocesan Workshops.
- Establish a core group of approximately ten parents to respond to Alliance action alerts. Obtain phone numbers, street and e-mail addresses for this group.
- Respond to Alliance action alerts within 24 hours by contacting parent core group members. Provide the parent core group members with an adequate explanation of the legislation, phone numbers and e-mail addresses for the legislators in the district.
- Sponsor voter registration at Back to School Night. Obtain blank voter registration forms and return completed forms.
- Obtain Alliance quarterly newsletter via e-mail. Print letter and distribute copies of newsletter to all families in the school.
- Coordinate general meetings with the President.
- Provide refreshments at meetings and events when required.
- Draft and send press releases to local media (newspapers, radio, cable TV) for major activities after approval of President, Principal and/or Pastor.
- Advertise as needed through the media on school activities. Advertising expenses must be pre-approved with the H.S.A. President and the Principal.
- Attend all Diocesan Workshops.
- Meet regularly with Principal to review calendar and upcoming events and activities.
- Be a Positive representative of Immaculate Conception School. Exercise discretion when communicating information to the “outside world.” While our goal is to create an awareness of all the wonderful things we do at ICS, we must be mindful of what we reveal to the media/press.
- Establish a means of communication between teachers and PR staff to provide coverage for classroom and school-wide activities, events and fund-raisers.
- Be sure signs are obtained (made or purchased) and posted for events, fund-raisers and activities throughout the local community as well as on Parish Grounds.
- Be the liaison between the School and the Church by communicating newsworthy happenings to the Parish. This may be done through Bulletin inserts and/or articles.
- Designing flyers and displaying signs when necessary.
Based on the events that are planned for the annual calendar, the chairperson of each fundraiser is responsible for coordinating all aspects of the event. This includes, but is not limited to:
- Planning with the event company (when applicable)
- Obtaining volunteers
- Shopping for the event
- Supervising set-up and clean-up
- Managing all event monies with Unit Treasurer
- Reconciling all reimbursements and profits with the Treasurer
- Informing the Public Relations chairperson about the event
- Advising the office of the event for the Friday packets (sent home with students)
- This position works very closely with the President by advising of the progress and status of all events.
Ways and Means
- Maintain order and inventory of H.S.A. storage closet on second floor of school.
- Provide H.S.A. Purchase Order form to H.S.A. members as needed for purchasing supplies for H.S.A. events.
- Check H.S.A. storage closet inventory to prevent duplicate purchases of supplies.
- Sign H.S.A. Purchase Order form to verify inventory was checked and pass form to H.S.A. President for signature.
- Assist H.S.A. members in accessing closet as needed.
- Present an Opening Prayer and reflection for all H.S.A. meetings.
- Prepare school-wide activities that are based on the liturgical season.
- Meet regularly with Principal/President to discuss planned activities to ensure approval.
- Administrative Duties:
- Monthly H.S.A. Meeting Chaplain
- H.S.A. Prayer Chain
- Classroom Projects:
- Letters to teachers
- Collect Supplies/Make up Project Kits
- Instruction Sheets
- Visit Classroom/Explain projects to Students
- School Assemblies/Events:
- Letter to teachers
- Collect Supplies
- Write Prayers, responses, choose scripture readings, etc.
- Select students to participate/rehearsal
- Arrange for adult helpers for event
- Review prior year’s projects.
- Upcoming Projects/Events.
Class Parent Coordinators
- Provide teachers with a list of candidates for selection of Class Parents and Angels. Two Class Parents are needed to share the responsibilities with an unspecified number of Angels.
- After the selection process is complete, Coordinators arrange to meet with all the Class Parents, Principal, and H.S.A. President to discuss the duties of ICS Class Parents.
- Provide Class Parents with a general list of school activities, their responsibilities and suggested guidelines to follow so that they have a clear understanding of their role.
- Oversee school celebrations, collection of the Party Fund and donations for class gifts in an effort to ensure uniformity.
- Devise and implement a comprehensive Emergency School Snow Chain plan that is uniform for all grades. Coordinators provide a complete copy for the School Office and keep a copy for themselves.
- Assign classes to volunteer for various fundraisers and school events. Class Parents will provide lists of volunteer names directly to Event Coordinators (i.e. Pancake Breakfasts, Art Auction Baskets, etc.).
- Send monthly updates to Principal and President first, then to Class Parents AND teachers in an attempt to keep everyone informed.
Pancake Breakfast Coordinator/Co-Sponsored Dinner Events
- Facilitate monthly pancake breakfasts with the Knights of Columbus (KOC).
- Provide memos and schedules to the room parent coordinators.
- Schedule confirmation students.
- Shop for breakfast supplies.
- Advertise in the church bulletin and place signs.
- Assist in running the breakfast with KOC.
- Maintain details of the breakfast activities for future events. Ensure details are documented