Guidelines for leading a SOLAR sponsored class/activity

1. Sponsored classes/activities are for members only. The instructor/leader must assure that all participants are paid members by checking membership cards or asking the Membership Chairperson.
2. Determine the total cost of the class/activity. Activity Leaders do not have to pay the per-person rate, be sure to figure this in when calculating that rate.
3. The goal when planning a class/activity is to cover all costs. SOLAR is a non-profit organization. If a class/activity makes a profit, the money is used to purchase equipment, support other club functions, ect.
4. Sponsored classes/activities must be approved by the steering committee. Complete the attached form and submit it to the Education Chairperson (for classes) or Activities Chairperson (for activities) He/she will present this plan to the Steering Committee at their monthly meeting (meetings are held the Tuesday prior to the club meeting)
5. If possible, class/trips/activity should be presented to the Steering Committee (at least) the month prior to the date of the class/trip/activity. For example, if you wish to run a trip in July (after the monthly meeting), you should present it to the steering committee at their meeting the Tuesday before the June club meeting. This is so the class/trip/activity can be announced at two meetings (June and July) and announced in the SOLAR RAY (in the July issue).
6. Once a class/activity has been approved, the Activities Chairperson will add it to the calendar.
7. Contact the Treasurer to write checks and mail payments for authorized expenses (including deposits). If you need to purchase supplies, ect. for the activity, have the Treasurer write you a check.
8. Purchase books, copy materials (instructions, maps, itinerary, ect.) to give to participants.
9. Write a short description of the class/activity for the SOLAR RAY or contact the RAY editor.
10. At the club meeting, obtain a sign-up sheet, money envelope an d deposit slip from the Activities Chairperson. You will be asked to announce your class/trip/activity during the meeting.
11. Collect money (deposits or full payments) from participants. Payments can be by cash or check. Checks must be payable to SOLAR keep track of payments and expenses by using the Class/Trip/Activity Expense Report.
12. NO REFUNDS WILL BE MADE AT ANY TIME. If paid participants cannot attend a class/activity, they must "sell their spots". You can assist them by identifying people who wish to sign-up.
13. If you have paid for a class but are unable to complete it, you can repeat it the next time it is offered. Alumni of classes can repeat any class with out payment, but must pay for additional materials, textbook or trip expenses.
14. At the end of each meeting, complete deposit slip and give collected money to the Treasurer.
15. Following the activity, complete the Expense Report Form, attach receipts, and submit to the Treasurer within 30 days after the activity.
16. Give the Education Chairperson or Activities Chairperson the sign-up sheet, a copy of handouts, and any other information used for class/activity planning to be kept on file for repeat offerings.
17. Write a brief review of the class/activity for the SOLAR RAY and contact the Ray Editor.
18. You may be asked to give a brief summary of the class/activity at the club meeting.