Understanding the Associated Student Body (ASB)

The Associated Student Body (ASB) is a crucial component of student life in many schools, offering opportunities for leadership, involvement, and contribution to the school community. This article aims to provide a comprehensive overview of ASBs, their functions, legal considerations, and operational aspects.

What is an Associated Student Body?

In California, the law specifies that every public school has an Associated Student Body that resembles the idea of a student council. It is a formal organization of students within a school, designed to represent the student body's interests and manage student activities. Washington law calls for school districts to establish ASB organizations whenever students engage in money-raising activities under the approval, direction, or supervision of the school district. See generally, RCW 28A.325 and WAC 392‑138. The funds raised and spent by student organizations are called associated student body funds or ASB funds. ASB organizations and the management of ASB funds present students with opportunities not only to raise and spend money, but also to learn the principles of operating a small business and acquire leadership skills while making a contribution to their school and fellow students and improving their own educational experience.

ASB Governing Bodies

Each ASB has a governing body of students. The exact composition of the ASB governing body can vary from school to school. Some take the form of a student senate or student council with elected members and officers elected by the student body as a whole or through homerooms. Other ASB governing bodies have elected representatives plus representatives from student clubs that become affiliated with the ASB.

Functions and Activities of ASBs

ASBs undertake a variety of activities to enhance the student experience and foster a sense of community.

Event Planning and Organization

ASB students plan and set up dances, spirit weeks, and charity events. The Council is responsible for many activities and events during the school year, such as rallies, dances, holiday celebrations, charity drives, and more.

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Fundraising

California law allows students in California’s public schools to raise money and make decisions about how they will spend this money. To fund ASB activities, school boards may require fees for attendance at optional noncredit extracurricular events such as concerts, dances, or sporting events. These student activity fees, plus other moneys raised by or donated to the ASB, may be spent by the ASB on lawful activities of its choosing, within the bounds set by the school board.

Budgeting and Financial Management

The ASB may create a budget that is subject to approval by the school board. ASB students approve budgets and checks of committees.

Representation and Advocacy

ASBs act as a voice for the student body, conveying student concerns and suggestions to the school administration. Decisions made by the Council must adhere to the PHS Constitution and be approved by the Council Advisor and the PHS Administration.

ASB Structure and Organization

The structure of an ASB can vary depending on the school level and local regulations.

Elementary Schools

In elementary schools the ASB organization is called unorganized because, as a rule, the students do not govern the ASB organization. Usually there is only the primary student body organization and no additional clubs with a more focused agenda. Although students in unorganized ASBs raise funds, they usually have more limited involvement in making decisions about the fundraising events and how the funds are to be spent. The governing board delegates the authority to oversee the raising and spending of funds to the principal/school administrator or another school employee, who is able to make all of the decisions related to the ASB operations and funds.

Middle, Junior, and High Schools

Student organizations in middle, junior and high schools are called organized because the students organize their activities around student clubs and a student council. For secondary schools, oversight is by district administration and advisors.

Constitutions and Bylaws

The student council and each club should prepare and adopt an official constitution that is written in general terms and can be clearly understood. The constitution is a written document that defines how a council or club is organized and sets forth the fundamental laws and principles under which it will operate. It should include an organization’s name and purpose, and explain who members can be, how officers are elected, how often meetings will be held, what types of committees will exist, and other related information. Any student who wishes to meet with the Council can schedule a meeting by contacting the Faculty Advisor.

Club Affiliation

To become a recognized part of the student body organization, a club (like the student council) must be composed entirely of currently enrolled students. If a group does not meet the club requirements it is not a club and should not be accounted for or included in the ASB account. Oftentimes, students will form their own independent clubs outside of the ASB. Depending on the wishes of the club members, the independent club may seek to become affiliated with the ASB. Affiliation usually requires a vote of the existing ASB members, in addition to meeting any affiliation criteria established by the district.

Legal and Policy Considerations

Several legal and policy considerations govern the operation of ASBs, ensuring fairness, transparency, and compliance with federal and state laws.

Equal Access Act (EAA)

§ 4071, requires any school that receives federal funds to guarantee equal access to school facilities for all noncurriculum-related student groups, regardless of the religious, political, philosophical, or other content of the speech that occurs at the group's meetings. While Washington law distinguishes between ASB student clubs and non-ASB student clubs, the federal Equal Access Act distinguishes between curriculum-related student clubs and non-curriculum-related student clubs. The US Supreme Court explained in Westside Community Board of Education v. 226 (1990), that the federal distinction depends on whether the club is connected to a course offered for credit. For example, where a school offers a French language class or an orchestra class, an optional student French club or student orchestra that meets after school would be curriculum-related. If there were no class offered on those topics, the club would be noncurriculum-related.

Prince v. Jacoby

A recent federal court decision affects how Washington schools must operate their Associated Student Body (“ASB”) organizations in light of this federal law. Prince v. Jacoby, 303 F.3d 1074 (9th Cir. 2002). The Court of Appeals ruled that non-ASB religious clubs (and by extension, all non-ASB clubs) were entitled under the EAA to "access equal to that given ASB groups." In Prince, equal access required, among other things, that non-ASB groups must be allowed to: petition for funding from the ASB budget; participate in the ASB's annual craft fair without paying fees not charged to ASB clubs; appear in the school yearbook without paying fees not charged to ASB clubs; and to announce their meetings using the school's PA system and bulletin boards to the same extent as ASB clubs.

Financial Regulations

Because there is a formal process of student governance for organized student bodies, the student council and each club must prepare and maintain a record of each meeting. A budget is a financial plan for a specific period of time that estimates annual expenses and income and allows an ASB organization to estimate at the beginning of the school year what its financial position will be at the end of the year. When preparing a budget, clubs should be reminded that neither large surpluses nor deficits are allowed when budgeting. FCMAT recommends that a club be prohibited from spending any funds until the club has an approved budget for the year. This is a way to ensure that all clubs have established budgets. The ASB Bookkeeper will verify deposit amounts and enter the deposit into the accounting system. A receipt will be provided to the club making the deposit for their records. Anything purchased by a district must be in compliance with the law and local board policy, and cannot be considered a gift of public funds. Because ASBs are part of the district, ASB organizations must follow the same laws and local policies, as well as ensure that the funds are spent appropriately. The principal/school administrator and ASB advisors are responsible for ensuring that ASB funds are used to purchase goods and services that promote the students’ general welfare, morale and educational experiences. In general, ASB expenses that meet these criteria are allowable if they are directly linked to the students’ benefit. Submit a complete requisition and submit to ASB Bookkeeper. The principal/school administrator needs to ensure that all club members, teachers and advisors understand that they cannot obligate ASB funds until a purchase order is prepared and approved by the student club representative, advisor, and principal/school administrator or other board designee prior to the purchase.

ASB Elections

ASB elections are held each May. The ASB President and Vice President visit English classes in April to explain how students can participate in the election/selection process.

Operational Guidelines and Best Practices

Effective management of ASBs requires adherence to operational guidelines and the implementation of best practices to ensure smooth functioning and maximum benefit for students.

Establishing Neutral Criteria for ASB Membership

One method to avoid putting the rights of student clubs to a popular vote would be to establish neutral criteria for ASB membership. A club that met those criteria would become affiliated with the ASB, with no voting required.

Documentation and Record-Keeping

Because there is a formal process of student governance for organized student bodies, the student council and each club must prepare and maintain a record of each meeting.

Advisor Oversight

For secondary schools, oversight is by district administration and advisors.

Promoting Student Leadership

Student body organization exist for students. It’s all about the students fundraising, participating, doing, learning, experiencing, and making decisions.

The ASB Experience

Benefits of Participation

ASB organizations and the management of ASB funds present students with opportunities not only to raise and spend money, but also to learn the principles of operating a small business and acquire leadership skills while making a contribution to their school and fellow students and improving their own educational experience.

Leadership and Role Models

We expect students to be leaders and role models for the school. This means their academic integrity and behavior outside of the ASB classroom can and will affect their ability to serve. Student leaders who do not uphold our core values of kindness, respect, empathy, and integrity will be asked to leave ASB.

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