CLUB
GoVERNANCE
GUIDE

Last Updated: December 2024

The Spartan Robotics Club operates under three governing bodies:

1. The School Club

2. FIRST Teams

3. Student Leadership

 

1. The School Club Governance

​​

Role of the School and Club Advisor

• The school club is ultimately governed by the Mountain View High School Principal, with student safety as the top priority.

• The school assigns one or more employees to act on behalf of the principal. These employees provide regular engagement as Club Advisors, who:

  • Spend time with the club to monitor activities.

  • Act as a liaison between:

    • The school (facilities, teacher relations, and administrative interactions).

    • The students (monitoring feedback on interactions with mentors and parents).

​

The Role of the Club Co-Leads

• The Club Co-Leads are responsible for day to day oversight of the Robotics club.

• Responsibilities include:

  • identifying the right mentors, volunteers and students to run the operations of the club including training, supervision, travel, a technical direction.

  • arbitrating when there are disagreements within the club. 

  • ratifying the budget.

  • liaising with parents of club members.

​

Robotics School/Mentor Committee

• The committee is composed of the Club Lead Mentors, Principal, and Club Advisor(s).

​

Mentor and Leadership Selection

• Club Co-Leads Selection Process:

  • The current club co-leads are responsible for putting forward names for new co-leads.

  • These choices must be ratified by the Robotics School/Mentor Committee.

  • The Principal retains the right to remove any lead at any time if student safety is a concern.

• Mentor and Supervisor Selection Process:

  • A mentor or supervisor position must be open before recruitment begins.

  • The club co-leads recruit candidates for open positions and put forth names for approval. These choices must be ratified by the Robotics School/Mentor Committee.

​

2. FIRST Team Governance

Each FIRST team is led by two co-leads, who oversee all aspects of their respective teams. So long as the FIRST teams remain a MVHS club, the leads and mentors for the teams should mirror the club leads and mentors.​

​

3. Student Leadership

Student leadership consists of two sets of roles:

 

• ASB-Required Leadership Roles

  • These roles follow standard Associated Student Body (ASB) club requirements:

    • Club President

    • Secretary

    • Treasurer

  • Selection Process:

    • Determined by club co-leads, with consultation from students and mentors.

    • The principal retains the right to reject any student leadership choice.

​

• Functional Leadership Roles

  • These roles focus on club operations, such as:

    • Mechanical Lead

    • Entrepreneurship Lead

    • Other specialized roles based on club needs.

  • Selection Process:

    • Determined by the club co-leads, with consultation from students and mentors.

    • The principal retains the right to reject any student leadership choice.

  • Responsibilities:

    • Goal setting for their respective areas.

    • Organizing students for efficiency.

    • Collaborating with school and mentor leadership teams.

​​

4. Mentor & Volunteer Exit Process

• When a mentor or volunteer leaves the club:

  • They are removed from all club access, including:

    • Data systems

    • Communication platforms

    • On-premises participation

  • Club leadership periodically reviews rosters to keep participant data up to date

• Mentors must always act in the best interest of students. The club leaders or principal may remove a mentor or volunteer if their participation is not in the best interests of the students.

​

5. Guest Policy

Any guest (excluding parents of current students) must obtain approval from club leadership before attending club meetings or student-involved events.