IBS Rules & Procedures for CAS Students

Once you have devised an activity/ project, and decided on your group members, you will
need to take a few steps in order for it to be approved.

STEP 1: Creation and Approval

You must fill out a CAS Project Planner and Approval Form
This form will ensure that you have clearly thought out your activity and can move forward
in an organized manner. Once you have completed the form, you will get signatures of
approval.

All projects must be FIRST approved by your CAS advisor:

! ! Mrs. Robin Castaillac
All projects taking place at IBS must be approved by:
! ! Mrs. Robin Castaillac
! ! Mr. Tricker
IMPORTANT: If an activity requires that you miss class, you must fill out a CAS Absence
Permission Form
This form ensures that you have communicated to your teachers that you will miss their
class. It also ensures that make-up work will be completed as you will be signing off to
that effect.

STEP 2: Marketing and Communication

Once your project has been approved, depending on your project, you may need to begin
with your marketing strategy in order to make your activity a success. It is essential that
you follow these guidelines.

COMMUNICATION
The school offers 3 forms of communications to the parents and students.
The MESSAGE BOARD is a very useful tool that can be used to alert both parents and
students in the parking lot. You will need to write down your message and give it to Mr.
Trotebas at least 48 hours in advance, but preferably this will happen 1-2 weeks before
your activity.
PARENT EMAILʼs go out on a regular basis. If you would like to let them know about your
project, then you will need to compose an informative email. Afterwards, you will go to
WENDY CORETʼS office at the top of the stairs in the administration building. Once she
approves it, it will then be translated into French before it goes out to the parents.
The IBS NEWSLETTER goes out to parents once a month, and is a great place to
advertise your event as well. For this, you will write a short article about your project and
include a graphic or photo. Again, you will go to WENDY CORET, who will edit and
approve it and then place it in the Newsletter.

POSTERS
Must be hung during your lunch hour or after school, but never during class.
You may go around to classrooms and create awareness of your project during your lunch
break and during your CAS hour.
! Stipulations: If you get permission to speak to individual classes to create
awareness, then the speech must be no longer than 2 minutes and it MUST be approved
by your CAS advisor.
**All posters must be removed from Campus walls the day following your project date. **
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FLYERS/ HANDBILLS
Small Flyers or Handbills are a simple and easy way to put your information into the
pockets of students and parents. This should be done: BEFORE SCHOOL, DURING
LUNCH, BETWEEN CLASS AND AFTER SCHOOL, but never during class unless
specifically approved by your CAS Advisor.
The PARKING LOT should never be underestimated as a powerful place to hand out
flyers from 8:15 - 8:30 OR 4:50 - 5:15. You MUST use this method with the parents, so
they have something IN THEIR HAND that reminds them of what is happening here at
school. You will see your participation rate increase exponentially.

STEP 4: Project Execution

SCHEDULE - You must create a schedule, with meeting times, to ensure that your project
is on track for the day of the event. Use the following example to make your own time line
specific to your project. Without this, you are setting yourself up for a hectic, disorganized
day, that may end in failure.

EXAMPLE: Valentineʼs Day Cards, Bake Sale and Market

2 Weeks in advance - Create the 3 part plan for Valentineʼs day: cards, bake sale and
market; gain approval from CAS Advisor; decide on committee heads and what role they
will each play in the project; get a commitment as to which days helpers can meet during
lunch or after school; choose a logo for the project

1 Week before - Make Valentineʼs sign up sheets and distribute them to every class;
create a poster, have the teacher blow them up and make 20 copies and hang them in the
classrooms and around the main school building; place a message on the message board
outside of the school; send an email to the parents asking the parents to buy cards and
bring cakes for the bake sale.

Week of - Collect messages and money by going around to the classrooms; get art
supplies from the art room; stay after school during the 3 days before to cut out, paint and
write the messages on the cards; organize a time to use the kitchen to bake cakes the day
before

Day before - bake cakes; organize the cards into class groups for distribution

Day of - hand out the cards; set up tables for the sale and market; retrieve sweatshirts
from storage with Mr. Trotebasʼ help; retrieve market items from the storage closet with
Mrs. Castaillacʼs help; collect and prepare the baked goods for the sale; Move forward with
the plan despite the weather

Step 5: REFLECTION: Write down your hours in your journal/log book & Reflect on
your experience
You should IMMEDIATELY write down your hours for your work. You WILL, WILL, WILL
forget what you did and how long it took. Put it in your JOURNAL along with some notes
about what you did, what you accomplished and how you felt about it. If you are really on
top of it, then you will write out the answers to the 8 questions on the IB Reflection Form.

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 CAS Project Planner and Approval Form
Project Title: _______________________________________________________

Location:_____________________________________

Proposed Date(s): ________________!! _____________! ______________

! ! ________________!! _____________! ______________

Time(s): __________________! ! _________________! ___________________

Charity Sponsored: _________________________________

Project Execution Plan:

____________________________________________________________
____________________________________________________________
____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________

Materials Needed:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Budget Needed: ________________________

# of Volunteers Needed: _____________

Volunteer Positions: _______________________________________________________
________________________________________________________________________
________________________________________________________________________
Advertising Plan:
________________________________________________________________________
________________________________________________________________________

Group Members: ________________________! _____________________________

! ________________________! _____________________________

Approval: _______________________!! __________________________________

! ! CAS Advisor!! ! ! ! IB Director
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 CAS ABSENCE PERMISSION FORM
This form is for the express use of IBS IB students who wish to be excused from class to
conduct an approved CAS project. While it is discouraged to miss any instruction for the
purpose of a CAS project, it is sometimes necessary to execute certain IBS school wide
activities.

I______________________________________am requesting permission to be absent

from ____________________________(time) during module_____________________on

____________________(date). I recognize your giving me permission to miss class is a

privilege which I will not take for granted. I take responsibility to make up any and all
missed assignments within 48 hours of my absence. Thank you for your continuing
support of our CAS activities.

_____________________________! ! ! ! ________________________
Student Signature! ! ! ! ! ! ! CAS Advisor

_____________________________! ! ! ! ________________________
Teacher ! ! ! ! ! ! ! ! Teacher

_____________________________! ! ! ! ________________________
Teacher! ! ! ! ! ! ! ! Teacher

_____________________________
IB Director (if necessary)

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 Homework & Assignment Sheet

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 Activity Declaration
Name:!! ! ! ! ! ! ! ! ! ! Class:

Date Activity Crea Act Svc HRS

10 nov. 2009 EXAMPLE: Bake Sale for Haiti Relief 2 1 3

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