GIFT OF SPECIAL FEATURES IN THE ADMINISTRATION OF THE BERKELEY HIGH SCHOOL BERKELEY, CALIFORNIA 1914 SPECIAL FEATURES IN THE ADMINISTRATION OF THE C^JL, BERKELEY HIGH SCHOOL BERKELEY, CALIFORNIA 1914 B Printed by the students in the Printing Department Washington Intermediate School Berkeley, California 1914 INDEX The Advisory System 5 Public Speaking 7 School Assemblies 9 The Dramatic Club 1 2 Journalism 13 Music 16 Athletics 17 The Method of Handling School Money 19 General Statement 1 9 The Official Authorization 20 Collection of Student Dues 20 The Budget 23 Authorization System 24 Class Finances 27 Class Expenditures 28 The Weekly News 28 The Class Play ...29 The Olla Podrida 29 School Fees 31 The Cafeteria 31 The Bookkeeping Records 31 Exhibit A Membership Card 34 Exhibit B Authorization (3 parts) 35, 36, 37 Exhibit C Voucher Check 38 Exhibit D Receipt for Student Dues 39 Exhibit E Authorization to use credit of B. H. S 40 Exhibit F Demand for Check 41 Exhibit G Advertising Contract 42 Exhibit H Advertising Receipt 43 Exhibit I Ticket for Final Pod 44 Exhibit J Deposit Slip ....44 298614 In response to frequent requests for an explanation of the method of handling various activities in the administration of the Berkeley High School, this account has been prepared with the assistance of the teach- ers directly responsible for their success, Miss F. W. McLean, Miss G. L. Henley, Miss Vera M. Percival, Miss O. A. Abendroth, Mr. E. W. Barnhart, and Mr. G. B. Moody. We have tried to explain with sufficient fullness to be helpful and still keep within the reasonable limits of a brief pamphlet. The report has been prepared with the hope that it may be useful in saving others time and needless effort in working out anew some problems that are common to all high schools. C. L. Biedenbach, November, 1914. Principal Berkeley High School. of the Berkeley High School The Advisory System The advisory system aims to bring about in the large high school that close connection between the faculty and the students which occurs naturally in the small high school, but which is not found in the larger schools unless a definite effort is made to secure it. As conducted in the Berkeley High School the system is briefly this. The entire student body is divided into sections, of the same grade, of approximately twenty-five members each, with boys and girls in sepa- rate sections. These sections are formed when a class first enters the high school and, except for occasional and unavoidable changes, remain the same through the entire three years. This arrangement affords the ad- viser opportunity to become thoroughly acquainted with the members of his section and is an important factor in the success of the system. The duties of the adviser are varied. In the first place he helps his students plan their high school course. This is extremely important work and demands that the adviser have thorough knowledge of the application of the various high school courses to the future that each in- dividual student is planning. In Berkeley, where a very large proportion of the high school graduates enter the University, it means that the ad- viser must be familiar with the courses offered by the University and with the group of subjects required in the high school for entrance to these courses. In any community the adviser should know the require- ments for entering the higher educational institutions and the various fields of work open to high school graduates in that community. The advisory system thus becomes a simple and practical form of vocational guidance. The adviser must at all times be aware of the quality of work that is being done by his students. To accomplish this, the report cards which are issued three times each semester, are sent first to the adviser, who enters the grades upon his private record (a special blank is provided for this purpose). They are then distributed to the students. In this way the adviser is informed of the record his advisory students are making and can at once take up any case where a student seems to be failing and special action is necessary. Between the dates when the report cards i- , is I 6 Special Features in the jQdministration are issued, if a student is in danger of failing in a particular subject, the teacher sends to his adviser a deficiency notice, stating that fact. The adviser at once takes up the matter with the student and with the home, if necessary, and is frequently able to stimulate the student so that he finally passes in the work where he would otherwise have failed. Each student is responsible to his adviser for his absences from school. At the end of every day the office notifies the adviser of the absences of his advisory students and on the following day the student must satisfy his adviser as to the reason for such absence. In every case where the explanation is not entirely satisfactory, the adviser is expected to consult with the student's home either by note or by telephone. This immediate communication with the parents has been most effective in cor- recting irregular attendance. The small number of absences which each adviser has to investigate makes it possible for him to do it thoroughly. There is a fifteen minute advisory period every day, this period coming in the middle of the morning. Twice a week there is a general assembly during this period, once for assembly singing and once for a student program, and at these times the students are seated in the aud- itorium according to advisory sections, with their advisers. The remaining three days the advisers meet their students in their class rooms and devote this time to settling questions of attendance, course of study, schedule, etc. All general school notices are read at this time thus saving the interrupting of recitations for this purpose, and making it possible for the principal, through the advisers, to direct student opinion and student action in a most effective way. The senior class, the only class organized, holds its meetings at this period, a most satisfactory plan, resulting in a full attendance of the class and thus making any class action fully representative. of the Berkeley High School Public Speaking Public Speaking is an optional course for seniors. Its purpose is to train the boys and girls so they may be able to take an active part later in discussions at clubs, at political meetings, at conferences, at chamber of commerce sessions, and on all those occasions today when men and women are expected to express their opinions. To think logically upon questions of common interest, and to set forth one's point of view honestly and clearly to others, is the ideal of the class. No text is used, except a manual of debate. The course is outlined by the teacher, and follows three lines of work. First. There are exercises in the proper use of the voice, espec- ially with reference to correct breathing and clear enunciation. Along with this, posture is considered, the firmly balanced body and well poised head being the only requirements. Second. Various recent speeches of living statesmen are studied in class as suggestive standards. These are either cut from the newspaper, or typed from a magazine copy by the Commercial Department of the school. Roosevelt's and Wilson's campaign speeches, Wilson's Jackson Day speech, Taft's speech before the Daughters of the Confederacy, Governor Johnson's speech upon The Municipal Ownership of Street Railways, are a few of the addresses used for classroom study. The pupils are encouraged to attend public meetings in Berkeley, and to re- port upon the addresses they hear. A number of these pupils form a little band of critics at nearly every public meeting in the High School auditorium. Third. Since the accent of this course is upon expression, rather than upon interpretation or criticism, the greater part of the time is spent in actual practice in speech making. Extemporaneous debates on ques- tions of local or school interest, prepared debates upon educational and professional questions, after dinner speeches, rally speeches these are some of the types used, while the class resolves itself, for the time being, into some kind of parliamentary body, such as the subject requires. 8 Special Features in the Administration The first talk of the course is on the topic, "Why I am Studying Public Speaking," and the last talk is on the topic, "What I Have Gained from Studying Public Speaking."- Promise and fulfillment usually tally, and although the class, as representing an optional course, is not a very large one, its members are earnest, industrious and enthusiastic. The High School library subscribes to a considerable list of maga- zines for this course (The Atlantic, Century, Scribner's, Current Opinion, The Survey, The Outlook, and several Eastern dailies), and a weekly reference list of articles on current topics is posted by the teacher on the library bulletin board. The closing event of the course is a supper in the school cafeteria on the last Monday evening of the term. The principal of the school and the officials of the student association are guests, and every member of the public speaking class responds to a proper toast and gives evidence of how far he is mastei of his thoughts and words. of the Berkeley High School 9 School Assemblies One of the most effective ways of keeping the school unified, in spite of its large numbers, is the Tuesday and Friday Assembly. Ev- ery Tuesday morning the whole school gathers in the auditorium for a twenty minute period of singing. Faculty and pupils, under the direc- tion of the music teacher and accompanied by the High School orchestra, join in singing familiar songs, which have been bound in a little book called "Berkeley High School Songs." Among these are two original songs by High School pupils. Some three or four new songs are learned each semester, but the purpose of this assembly singing is not so much musical instruction as social fellowship and good feeling. The Friday Assembly is a means of keeping pupils and teachers acquainted with the varied interests and pursuits of one another. A fifteen minute program is presented by some department or organization of the school, and for this biief but significant period of time the school feels and thinks as one organic whole, and that intangible thing we call school spirit finds its expression. At first it was somewhat difficult to find pupils willing to take part in these programs and face an audience of a thousand schoolmates, but today various groups of pupils, such as the Forum (the debating club), the Camera Club, and the staff of the school paper, are asking to be scheduled for certain Fridays, that they may present matters of importance to their interests to the other pupils. Last year all the school holidays Lincoln Day, Admission Day, Discovery Day, Luther Burbank Day, etc., were celebrated by a fit- ting program given at these assemblies; the various school events the Dramatic Club Play, the Senior Show, the School Vaudeville, etc., were given an advertising program; the various departments presented phases of their work the pupils in the Commercial Department gave a program illustrating advertising methods, the Chemistry pupils gave some experiments on combustion; and there were several outside speakers, among them Mr. Archibald Flower of Stratford-on-Avon, who spoke of the Shakespeare revival. 10 Special Features in the Administration Some typical programs were as follows: Luther Burbank Program By the Botany Class Addresses. 1 . Burbank Fruits and Vegetables. 2. Burbank Flowers. 3. Protection of Our Shade Trees. 4. Spring's Opening Day. Admission Day Program By the History Department Addresses. 1 . The California State Flag. 2. The First Constitutional Convention. 3. The State Seal. Portola Program By the Spanish Classes 1 . Address on the Discovery of San Francisco Bay. 2. Dialogue in Spanish between Junipero Serra and Don Gas- par de Portola. By two pupils dressed in character. School Decoration Program By the Art Department Addresses. 1 . The Selection of Pictures. 2. The Arrangement of Pictures. Washington Memorial Program By the Music and Modern Languages Departments National Hymns 1. Address: Washington, the Man of Peace. 2. Die Wacht am Rhein, the German Classes. 3. Hymno Nacional Mejicano, Spanish Classes. 4. La Marseillaise, French Classes. 5. Address: The Story of Our National Song. 6. The Star Spangled Banner, Whole School. of the Berkeley High School 11 Program for the Close of School Review of the Term's Activities 1 . Music. Hail, Berkeley High! 2. The School Papers. 3. Boys' Athletics. 4. Girls' Athletics. 5. The Science Clubs. 6. The French Club. 7. Music. Welcome, Sweet Spring. 8. The Dramatic Club. 9. Commercial Activities. 1 0. The Greek Club. 1 1 . Debating. 12. Mu'sical Activities. 1 3. Vacation Wishes. 14. Violin Solo. 1 5 . Introduction of the new President of the Student Association. 1 6. Awarding of "B's." 1 7. Introduction of new Yell Leader. 1 8. Music. Here's to Our Berkeley High School. These semi-weekly assemblies have become a strong power for knitting together the different parts of a large school in bonds of mutual interest and respect. Bashful, retiring pupils have been brought to ' the front; and desire to share experiences and joys with one another has been cultivated; breadth of sympathy has been established; and loyalty and camaraderie have been created. 12 Special Features in the Administration The Dramatic Club The Dramatic Club is the outcome of the young people's natural fondness for taking part in plays and the teachers' wish to encourage f for educational and social reasons, an instinct so natural and beautiful and so conducive to a rich artistic life in the school. Membership in the club is open to the whole school, and tryouts are not limited to the membership but are open to the whole school also. There are no dues, for all the expenses of staging a play are easily met, with a small balance over, by the proceeds from the twenty-five cent admission price to the performance. The object of the club is to present a Shakespeare play every spring in a sincere and lovely manner that shall give pleasure of a fine type to the participants and to the audience. This play represents the work and interests of many departments of the school, and is, therefore, an evidence of the spirit of co-operation. The Art Department designs the costumes and assists in the stage setting; the Household Arts De- partment makes the costumes; the Mechanical Arts Department assists in building stage properties; the Commercial Department manages the finan- cial end; the Science Department assists in any electric lighting effects; the Physical Education Department has charge of the dancing; the Music Department furnishes the orchestra and trains for any music necessary upon the stage; the English Department does the coaching and has gen- eral supervision of the staging of the play; and the Class in Journalism and the school paper see that the play is properly advertised, not for lead- ing characters, but as a school production, in the local papers. The club has thus far presented The Winter's Tale, Act IV, at the Greek Theater, by invitation of the English Club of the University; and A Midsummer Night's Dream, and As You Like It, in the High School auditorium. The uniting of so many varied groups of teachers and pupils in the production of a beautiful and noble drama, which creates a magnetic center of interest, does much for the harmonizing and uplifting of the school life. of the Berkeley High School 13 Journalism The story of journalism in Berkeley High School has been the fam- iliar story of that activity in the majority of secondary schools. Occas- ional good numbers of monthly magazines and "finals" have been out- weighed by the large proportion of poor issues, unrepresentative of the school life, with poorly printed pages of poorly written articles, question- able jokes and cartoons. The misuse of funds and trade advertisements has been serious, yet common. Faculty aid has been intermittent and gen- erally resented by the Staffs. Today, however, the journalism of this school is in a sound and healthy state. Since the spring of 1 9 1 2, the Berkeley High School has published The Weekly News every Monday morning. This newspaper aims to present concise accounts of recent school events and through its news and editorial columns to unify and uplift the students' various interests. The dollar fee collected annually from every pupil includes a subscription to the paper. Eight local advertisements furnish its weekly income. Before the beginning of each semester, the contract for the printing is awarded to the local printer offering the lowest bid. The careful, sys- tematic auditing of the finances is described under the management of school funds. Assisting the editor and manager are a staff of eight students, a fac- ulty adviser, and the auditor. The associates are selected by the editor and manager and approved by the faculty representative and the prin- cipal. As far as possible they are drawn from students who have taken the course in high school journalism. Only those who have successfully completed this course are eligible to become candidates for the offices of editor and manager. Popular ballot names the winners who are elected to edit and manage not only The Weekly News, but also The Olla Podrida, the illustrated semi-annual record of school life. Staff meetings are held every Monday afternoon when, special news and editorial assignments are made, and policies are discussed. All the articles possible are handed in Tuesday and Wednesday. On Friday afternoons the staff meets for the last work on the copy, which, accord- 14 Special Features in the Administration ing to the contract, must be in the printer's hands not later than eight o'clock Saturday morning. No article may be printed without the ap- proval of the faculty adviser. Today the staff voluntarily taboos slang, gossip, adverse criticism of the faculty and other schools. Hie Olla Podrida, the illustrated review of the school life spoken of previously, makes its appearance every December and May and is dedicated to each high senior class. It reserves a large number of pages for senior photographs, student records, class history, and other interests of the graduating class. It is published without advertisements. No lit- erary section is included in the book at present. It is hoped, however, that the school will ultimately have a small magazine which will put into school circulation and preserve the best essays, stories, and poems of the students. The Olla Podrida printing and engraving contracts are let early in the semester to lowest bidders with the understanding that all art and written work must bear the signature of the faculty art representative and the special journalism adviser. All copy for the "Final" now goes to the printer in typewritten form with accurate duplicates kept by the editor. One typewriting machine is reserved in the typing room for Weekly News and Olla Podrida work. The editor and manager are aided by a group of associate literary editors, drawn as far as possible from the high school journalism class and entirely independent of the News staff, an art, and a camera staff, the last two groups being determined by competition. The fine graflex camera now owned by the school is used for all the photographic work except the snapshots of student life and the professionally taken pictures of the seniors. A faculty member of the chemistry department is cus- todian of the camera and a member of the enthusiastic Camera Club which has grown out of the competitions held for The Olla Podrida. The course in high school journalism is an elective course, which may be substituted for High Eleven English, and is open to pupils who receive first or second grade in the English work of the preceding term. No text book is used in this course, the class making its own man- ual. The work begins with the history of the newspaper and a study of modern newspapers, such as the Chicago Daily Tribune, the New York Sun, and the New York Times, with practice in writing leads, complete news stories, and the use of a style book. The history of the magazine of the Berkeley High School 15 follows with the writing of editorials, play reviews, and other forms of the essay. Following this is the last six weeks study of the short story. Stu- dents taking this course keep in constant touch with literary models, the study of them, however, being carried on as collateral reading. Palmer's Self-Cultivation in English, Franklin's Autobiography, essays of Addison and Steele from the Tatler and Spectator, Goldsmith's Vicar of Wakefield, three months of the current numbers of The Atlantic Monthly, and many of the best short stories are studied or read with oral and written reports and discussions. Five or six issues of The Weekly News are published by the jour- nalism, class, the members electing their editor and appointing themselves competing assistants to their leader. Practice in writing, preparing copy, proof-reading, and distributing the paper are thus given. The class also acts as publicity committee, preparing press notices for the local and city papers, posters, and programs for all the school activities (such as the Shakespearian festival) which require them. With their gradual building up, the school papers should serve more and more, not only as a strong force in amalgamating the stu- dent interests, but also as an important bridge across the chasm, already too wide, between the home and high school. Nor is it impossible to foresee possible service the school paper may accomplish in time along certain business and civic problems of the community. The frequent page or columns in the town or city newspapers written by students in the English classes, (independent of the journalism course these may be) are valuable initial steps along these lines. One of the greatest and most delicate problems of all in connection with this high school activity is that the faculty adviser shall not rob the students of their initiative or originality, nor blight the natural spontaneity of youth. There is no doubt, however, that there should always be a teaching representative working with school staffs on journalistic activities. The following books are helpful in the journalism course: Newspaper Reporting and Correspondence. Hyde. Appleton &Co. Essentials in Journalism. Harrington and Frankenburg. Ginn &Co. The Writing of News. Ross. Henry Holt & Co. Newspaper Writing and Editing. Bleyer. Houghton, Mifflin. Writing the Short Story. Essenwein. 16 Special Features in the Administration Music The music department teaches all branches of music to its regular pupils and also has charge of all music connected with the student activ- ities. This controls the type of music for all occasions and sets a proper standard for popular music. By this method the best results are obtained without friction. In fact, a low type of music is no longer a question for discussion either by the student body or by those who furnish the music. The high school band, composed of twenty-five members, furnishes music for student rallies and games, and occasionally plays concerts in the auditorium and in the courtyard. The band music consists chiefly of good marches and school songs, although standard selections and over- tures are worked up for concerts. The result of placing the music teacher of the school at the head of the band and orchestra has been to raise the standard of music played by both organizations. The music department believes in the best music for students, suited, of course, to the musical comprehension of the high school student age. In the choral work, special attention is paid to tone quality. No harsh, forced singing is permitted, and careful attention to the details of phrasing, expression, and enunciation has resulted in chorus singing of considerable polish in these classes. All students in ensemble singing or playing are trained to watch and obey the director's baton and free hand. This training shows to .excellent advantage in the orchestra where each instrument must fit ex- actly into its own place in the music. No careless playing is permit- ted among the violins where the tendency towards carelessness is us- ually strongest, and the bowing is carefully watched by the director. Each student-player is held to his highest efficiency in execution by the director who insists on true intonation, and works for correct and artistic in- terpretation. This has produced an orchestra said by conservative critics to be excelled by no other of its kind in the country. The high school orchestra furnishes music for all of the school exercises and entertainments. By having all of the musical organizations which exert an influence upon the pupils act in harmony and quietly uphold the best standards, the taste of the whole school has been elevated and the demand for the low- er types of music, which is so strong in high schools generally, has prac- tically ceased. of the Berkeley High School 17 Athletics Athletics in the Berkeley High School are a part of the work of the department of physical education. Football, baseball, basketball, etc., are considered as developmental exercises, and as such are under the control of the physical director, just as much as the drills on the gymnas- ium floor are under his control. The physical director is head "coach" of all branches of athletics. This does not mean that he does all of the coaching, for that would be impossible. But he picks the men who shall do the coaching and outlines the policy to be followed out in the coaching. The captains of the teams are the real coaches. They are in charge of the boys on the field and are responsible for their conduct to the physical director. Graduate students of the high school may be al- lowed to come back and help the boys in the different sports. The managing of all teams is in the hands of the physical dire:tor. He fixes the time of games, appoints the officials, and selects all athletic materials to be bought by the school. He is responsible to the principal for the conduct of the boys on the field or on a trip. This system of athletic control brings about many improvemenstr firstly, more boys have an opportunity to take part in athletics; secondly, a more gentlemanly set of boys are likely to represent the school on the various teams, thereby reducing the opportunity for misconduct; thirdly, leakage from school funds by misappropriation of gate receipts and ath- letic goods and the acceptance of gifts by students for favors done in plac- ing orders is eliminated; and lastly, there appears in the school a much finer spirit, a unity of purpose and idea that was lacking under the old system. The five high schools of Oakland, Alameda, and Berkeley have an athletic league for the purpose of regulating interschool athletics. By re- cent enactments of the Boards of Education concerned the control of this league has been put into the hands of the five physical directors of the schools. This committee arranges for interschool games, selects officials, chooses the field, fixes the time, etc. In addition to the managerial end of their 18 Special Features in the Administration work, this committee determines the policy in regard to athletics in these schools. The members of this committee consider athletics from a devel- opmental standpoint; they fix the number of games in which a boy may play during a season, the length of time of the games, the number of prac- tises a week, and the length of these practises. Thus the committee takes care of not only the managerial work connected with athletic rela- tions between schools, but also the relation between the boy and athlet- ics, making the different branches of sport factors in the proper develop- ment of the boy, and not laying the boy open to permanent injury, phy- sical or mental or moral, or all of these, which has so often heretofore been the result of participation in athletics. of the Berkeley High School 19 The Method of Handling School Money For the purpose of simplifying the explanation of a rather large task this report has been divided into the following parts. 1 . A general statement. 2. The official authorization. 3. The collection of Associated Student dues. 4. The budget. 5. The authorization system. 6. The Olla Podrida. 7. Class finances. 8. The class play. 9. The Weekly News. 10. School fees. 1 1 . The cafeteria. 1 2. The bookkeeping system. General Statement The general principles underlying the handling of school money are in keeping with the principles of the administration of the entire school. Every activity has a teacher in charge, who is responsible for its proper administration. In the handling of school money, the auditor, who is a member of the faculty, has a corps of students in advanced bookkeeping who do the actual entering and handling of money under his supervision. All the work that can be done by the student cashiers, tel- lers, bookkeepers, and clerks is put in their charge and they are respon- sible for the correctness of what they do. _. This method of supervision and guidance is not an end in itself. The result sought is democracy in school life and the training of those who participate by those whose experience and skill fit them to handle the activity. The strict supervision of all student dues, payments, and accounting has this equality and training for Us object. Collections arg, handled so that all contribute, not merely the few. The sum each 20 Special Features in the jldministration pupil has to pay in the course of a semester, or of a year, is easily within the means of all. Once the student dues for the year are paid, the other demands upon the purses of the pupils are small. There are no admis- sions to games and no assessments. Class dues are allowed in the Senior class only. Beyond his student dues the pupil is liable to an occasional 25 or 50 cent expenditure for a school entertainment or the school magazine. A senior may add from one to two dollars for special expenses such as the class pictures, the class party and the senior show. To do as much in the way of carrying on school activities as the Berkeley High school does on such small charges to the students, strict economy and careful management are necessary. This is as it should be. In a democracy no educational institution supported by the public should countenance anything but a practise of those principles which make a democracy a reality. A commercial department can teach business prin- ciples with but indifferent success if it cannot practise them or train pupils in their observance. In addition to acting as cashier and bookkeeper for the school, the auditor is charged with enforcing the rules governing the finances. He is not only a bookkeeper; he is also an administrative officer who is re- sponsible for the financial system of the school, whether it be Associated Student, class or other organization whose money is involved. The Official Authorization The official authorization for the methods followed is found in the following resolutions of the Board of Education: All collections and expenditures of money by classes or other organ- izations in the High School are forbidden unless under the direct control of the principal or some teacher delegated by him. Pupils shall not solicit advertisements for school papers, programs, handbooks, etc., without the permission of the principal of the school. There are also certain standing rules of the school, the most important one being that no charge is to be incurred against the school or any organ- ization or activity in it, unless a written authorization has been issued in advance. The Constitution of the Associated Students of Berkeley High School creates a Board of Control which is the governing body of the Asso- ciation. This Board elects from the faculty the Association treasurer, of the Berkeley High School 21 purchasing agent, and auditor. The following sections from the Con- stitution are fundamental to an understanding of the school finances: Article VII. Section 3. The Finance Committee shall consist of the president of the Associated Student Body, and the auditor. a. It shall pass on the merits of all contemplated contracts and ex- penditures. No contract can be accepted and no expenditure authorized that has not first been submitted to the Finance Committee and passed upon by it. b. It shall have the power to authorize the expenditure of any and all sums of money not to exceed the sum of ten dollars ($ 1 0), and shall report all expenditures so authorized by it at the next meeting of the Board. c. Contemplated expenditures on all contracts calling for more than the aforesaid amount will receive the Finance Committee's recommend- ation of approval or disapproval with its reasons therefor fully expressed in writing, and be then submitted to the Board of Control for final dis- position. d. The Board of Control shall recognize the recommendation of the Finance Committee as expert advice but may reject it by five votes contra, and accept it by a majority. e. The printing and issuance of all tickets, including Associated S'udent tickets, and tickets to all games, conzerts, shows, plays given under the auspices of the Associated Students shall be in the hands of this Committee. Article XII. Section 6. Any officer or member of this Association who makes any purchase chargeable to this Association not authorized in the manner herein provided, shall forfeit his office at once. Should the Board of Control fail to act within three days, the principal shall de- clare the office vacant. The bill for the said purchase shall be satisfied by the person who incurred it, within five days, and if not so satisfied shall be sent from the principal's office to the parent or guardian of said person by registered mail. Collection of the Student Dues At the opening of each semester, each adviser is given by the auditor as many Associated Student Membership Cards as he has ad- visees who do not already hold cards in force foi the semester then be- 22 Special Features in the A ^ministration ginning. These cards are receipts for the yearly dues of one dollar. Only the holders of these cards are entitled to the special privileges of the Association; to vote, to hold office, to be a candidate, to participate in any contest as a representative of the school, to use the property of the Association, to receive the Weekly News, etc. They are good for a calendar year, and are not transferable, being forfeited if used by any other person. Each semester a new series of cards for the calendar year then be- ginning is issued. These differ from one another in color and serial num- ber; but the form and general wording is permanent. (See exhibit A.) Upon the payment of a dollar to the adviser, a card with the stub attached is given the pupil, who then signs both the card and the stub and returns the stub to the adviser. The adviser signs the stub as a receipt for the money. The adviser deposits with the school cashier all money collected. A regular bank deposit slip is used, being made out in duplicate by writing A.S.B.H.S. on the first line, the adviser's name upon the second line, and the numbers of the cards sold on the body of the deposit slip. The entry of the numbers upon the deposit slip is a check upon all con- cerned; it prevents the adviser from depositing for the sale of the same card twice; it gives him a definite receipt for his deposit; and it enables the auditor to check up the sale of the cards against the receipts reported by the cashier. After depositing, each adviser has as many dollars receipted for oh his duplicate slips, as he has stubs in his possession. These stubs, dupli- cates, and unsold tickets are retained by the adviser until collected by the auditor. The stubs are filed as a card index to the membership of the Association and the number of stubs so filed is checked against the dues deposited. The duplicate deposit slips received from the advisers furnish the treasurer with a record of the money received and its source, so that he has a check upon the auditor and the cashier. From time to time during the early part of the semester the advis- ers are requested to report upon the payments received, the number of their advisees who have not paid, and if there be any of their advisees who decline to pay for the benefits conferred upon each pupil in the school by the Students' Association. Those few pupils who through indifference to their obligations refuse to pay are interviewed by the prin- of the Berkeley High School 23 cipal in the hope that they may come to see what these benefits are, and to realize the necessity of each pupil paying his dues for the general good. The democracy of common burdens for the common good is preached and practised. We say few advisedly, for in the school year of 1913-14, 1186 pupils paid their dues, practically everyone. The exceptional number of year memberships makes the year's in- come rather definite, so that plans for the activities of the entire year can be made at the beginning of the term and carried out without fear of de- ficit due to a too lavish expenditure for the sports and activities which come earliest in the season. Football and baseball cannot monopolize the collections for the halfyear, for the amount each of these is to spend has been determined, and that determination has had due regard for the other activities. The Budget All the money received from dues, and all money received from any source whatever, from games, rebates, refunds, etc., goes to the gen- eral fund of the Association. The activities which produce a revenue do not spend that income; it is the propsrty of the Association and has become a part of the general fund. The purpose of this is to remove the money-making influence from our school athletics. To further this idea, the Berkeley High School charges no admission to any game or contest to which it is a party; it being always stipulated that the member- ship cards held by students are to be honored. If there are any expenses attached to the meet, our share is paid the same as any other bill. Where any outsiders attend and pay admission, it is stipulated that the contest expenses shall be taken from these admissions. In the course of a year the income from these sources is not large, so that the student dues furnish most of our available funds. Within a few days after the opening of a semester, the Board of Control with the principal and those teachers who are either officers of the Association or special advisers to some activities, hold an informal meeting and after hearing the plans and requests for money determine how much each activity may have for its use during that semester. After two or three weeks the amount available for the year is approximately seen. Then if the tentative budget proves to be too large, a budget com- mittee goes over the first estimates and with the figures from the expend- 24 Special Features in the Administration iture of the previous terms as a basis, trims down those requests that seem to be too large. Regard is always had for a good working margin of the general fund. This as the source of all unexpected expenditures, in support for the minor activities not needing an apportionment, of additional apportionments, and of the administrative expenses for the sem- ester is never depleted so as to cripple the organization. Then, too, about half the expected income for each year must be held until the next semester. After the budget is well within the income for the semester, an ap- portionment is made to each activity supported by the Association. This apportionment is not necessarily final; an additional sum may be granted, or that already made may be revoked if circumstances demand it. Nor does the apportionment mean that the activity is expected to spend that amount of money. Usually there is a balance at the end of the term, which is then turned into the General Fund, there being no carrying over of unexpended balances from one term to another. No activity receives any money except through a vote of the Board of Control. At the time the temporary budget is adopted partial apportionments are made to those activities which start work as soon as the semester begins. These partial apportionments are subtracted from the total finally granted. This method has been adopted to insure an early start for the earliest activities, and protection for those which begin at the lat- ter part of the semester. Authorization System The Finance Committee has the power to authorize the expenditure of any sum not exceeding $ 1 0. For expenditures exceeding this sum, the committee must report on their advisability to the Board. The Board may accept this recommendation by a majority vote, or may reject it by a vote of five against. All contracts calling for expenditures some time in the future must receive the approval of this committee, and then be passed by the Board. If the expenditures called for by a contract are greater than $ 1 for any one payment, a vote of the Board is needed to authorize the payment. Since most of the expenditures are sums less than $ 1 0, the Finance Committee spends most of the money of the Association. To do this in the most effective way, a system of written authorizations has been devised. When the manager needs anything for any team he makes a requisition of the Berkeley High School 25 for it upon the purchasing agent. If the purchasing agent approves the requisition, he recommends that the Finance Committee make the purchase. Then if the Finance Committee authorizes, the purchase is made. The steps are here given m detail and may seem to be compli- cated but when in actual use are exceedingly simple. The operations are as follows: The requisition, the recommendation and the authorization are bound in sets (see exhibit B), so that carbons can be used. The manager specifies on all three the articles he wants, to whom or how they should be delivered, and the team for which they are to be used. He then signs so that his signature appears upon both the requisition, and the recommen- dation. The set is then presented to the purchasing agent. If he chooses to make the recommendation he fills in the name of the firm from whom the goods are to be purchased and the price to be paid, and signs the recommendation, a carbon copy of his signature appearing upon the requisition also. The set is then presented to the Finance Committee. If it approves, the members sign so that carbon copies of their signatures appear upon all papers of a set. The authorization is then sent to the merchant as an order, the requisition is returned to the manager as a notice to him that his request has been granted, and that he should expect the goods, while the recom- mendation is retained by the auditor to be used in checking the bill when it is received. If the sum is greater than ten dollars, the authorization, if signed, is treated as being a recommendation to the Board of Control that the goods be purchased. If passed by the Board, the secretary fills in the notice at the bottom, so that the sanction of the Board appears upon all the papers in the set. If the Committee do as not sign, a written statement of its reasons is forwarded, and the Board either accepts or rejects the recommendation of the Committee. If the Board rejects the recommend- ation of the Committee, the authorization is signed by the president and the secretary, after the action of the Board has been entered upon all the papers. The authorization expects the vendor of the goods to obtain a receipt from the person to whom the goods are delivered, and to return the author- ization with the bill. When the bill is received by the auditor, he com- pares it with the recommendation in his hands and then forwards it to the 26 Special Features in the jUministralion manager to get his report upon the goods. Upon the back of the re- quisition the manager reports whether quantity, quality, condition, time of delivery, etc., are satisfactory. The requisition, accompanied by the bill is then sent back to the auditor. When the requisition again comes from the manager, the auditor holds the bill, the requisition, the recommendation, and the authorization. A check is prepared, but not signed, for the payment of the bill. Then the reports for the manager and the treasurer of the payment are prepared by using carbons. These reports are upon the back of the authorization and the recommendation respectively. They give the demand number and date, check number and date, name of the fund to be charged, and the nature of the item, a record of the entry, and the condition of the fund from which the bill was paid. When these reports are prepared, the requisition is presented to the treasurer, so that by his signature he can authorize the payment of the bill. When the treasurer signs the instruction to the auditor for the payment of the bill, the auditor leaves with the treasurer the recommendation with the auditor's report on the payment. Thus the treasurer has a record of every payment he has authorized. This record, with his record of the receipts, gives him a con- trolling record upon the finances of the Association. When the check is signed by the auditor he sends the authorization with the report of the payment to the manager. So that when the payment is made, the aud- itor, has a record of it in the requisition which he holds, the treasurer in the recommendation given to him, and the manager in the authorization sent to him. The checks (see exhibit C) used in making payments are voucher checks, so that the endorsement of the payee acts as a specific receipt for the items mentioned on the voucher. Checks are usually mailed to the creditor. They are never drawn payable to a student unless he is the party actually entitled to the money. All payments are by check; no cash payments are made, and checks are seldom given to a student to deliver. If the checks are not mailed, a receipt for the check is required from the person to whom the check was delivered. In addition to the record of the items in the bill, the checks have marked upon them the autho- rization number, the demand number and the date of each. This is done so that any one paper is an aid in locating all the other papers involved in that transaction. of the Berkeley High School 21 Class Finances Only Senior classes are permitted to form organizations. This / leaves only a June class and a December class for any year, though the method followed in handling the money of each class is in no way re- stricted because of this two-class basis. The functions given by each class are limited in number. The class about to graduate pays for a class ball, the class pictures in the school semi-annual, and guarantees a class play; the class immediately behind it pays only for a reception. After the class organization for the semester is completed a committee is appointed to ascertain the necessary expenses. These are almost stand- ardized; the place, the kind of music, programs, decoration, refreshments, vary little from year to year. By dividing the sum necessary by the number of students in the class the amount of the class assessment is reached; seldom more than one dollar when the class is very small; usually fifty or seventy-five cents. The plans of the committee and the amount of the assessment must be approved by the principal. When this approval is given, the auditor is notified of the amount of the assessment, and he then issues to the collectors appointed by the class the official receipt books. These books are furnished to the classes at cost. They contain numbered receipts (see exhibit D) each bearing a statement that "the collection is authorized by the principal in accord- ance with the rules of the Board of Education." Each class has receipts of a particular color, no two in any one calendar year being the same; so that the color of the receipt alone, shows whether the holder has a cur- rent receipt. Collectors are required to deposit all their collections each day with the school cashier. The deposit is made to the credit of the class by the depositor, and the numbers of the receipts issued for the money re- ceived are entered upon the slip. These slips are made in duplicate, the duplicate being given to the class treasurer by the collector when report- ing on his collections and held by the treasurer as charge-slips against the cashier and the auditor. The auditor keeps a record of the deposits by the number of receipts. When the collecting is finished, the stubs and unissued receipts are given to the auditor who makes from the stubs a list of the class members who have paid. He also checks the deposits against the stubs. The collectors are responsible for the value of the book; 28 Special Features in the Administration if a book is lost they must prove just how many receipts they issued, to whom, etc., a class meeting being called for this purpose if necessary. Class Expenditures The faculty adviser of the class is given an authorization book, (see exhibit E) containing blank authorizations in triplicate. As can be infer- red from reading one of these, no charge against the class or school can be made without one of these authorizations properly signed. When a proposed expenditure meets with the approval of the adviser, the author- ization is signed in triplicate; one copy being retained, another going to the auditor, and the third being given to the person authorized to incur the charge as evidence of his authority. The bills are sent to the aud- itor, are compared with the duplicate authorization and referred to the class adviser, or class treasurer. When the bill is to be paid the class treasurer writes out a demand for a check, (See Exhibit F), has this demand approved by the class adviser, who signs his name at the left corner and gives it to the auditor who issues the check, usually by mailing it with the bill to the creditor. The Weekly News The advertisements for the Weekly News are all obtained under contract (See exhibit G) so that there is no difficulty about rates, time of issue, withdrawals, etc. Upon the day of issue the manager files with the auditor a copy of the paper containing the advertisements marked with the contract number, price to be charged, etc., and the contracts themselves, if they are not already on file. From this data the receipts (See exhibit H) are made out and then given to the manager for collec- tion, the stub being retained. When the collections have been made, the money is deposited and a statement of the collections made is filed with the auditor. The auditor then makes his report to the faculty adviser for the paper. This report is a simple statement of the finances, informing the adviser about the resources of the paper. When this re- port has been received, the adviser approves the demands drawn by the manager for the payment of the bills. These demands entitle the man- ager to receive the checks called for, so that the creditors of the paper can be paid. The paper has always yielded a surplus. The expenses are print- of the Berkeley High School 29 ing and an allowance of $1 .50 a week to both the editor and manager. The surplus accumulated is used to meet any deficit incurred in the pub- lication of The Olla Podrida. After this has been met, the editor and manager are paid the difference between what they have received weekly and the sum of $50.00" each. If these payments do not exhaust the surplus, the editor and manager each receive 1 per cent of the remainder and the rest is turned into the General Fund of the student body. The Class Play Each semester a play is given by the graduating class. The senior class adviser has charge of the production, the auditor, of finances. The sale of tickets is conducted by the secretary of the high school and tickets are sold in the high school office only. This simplifies ac- counting and prevents the customary disputes over "lost" and "compli- mentary" tickets. There are no expenses for advertising, as this is man- aged by the class in journalism, which writes notices of the play not only for the Weekly News, the school paper, but also for the local papers. Through this co-operation expenses are reduced to a minimum. The box sales are handled by some member of the faculty who deposits with the auditor. The expenses attached to the play are handled by authorizations issued by the class adviser. School entertainments are handled in the same way, there being a faculty adviser in charge who issues the necessary authorizations. The Olla Podrida About 800 copies of The Olla Podrida are issued each time at a cost of $650 to $750. Since advertisements in The Olla Podrida have been discontinued, the funds must be obtained from places other than the merchants of the city. An apportionment given by the Board of Control, usually $300 a semester and the sale of the book, netting from $300 to $375, are the principal sources. If there is a deficit, the editor and manager must meet it out of the surplus accumulated by the Weekly News. The expenditures are handled just the same as those of any other activity supported by the Association, the two largest items being the engraving and the printing. The engraving contract has to be handled differently from the others. This contract is in effect a quotation of rates, 30 Special Features in the Administration the amount of engraving to be done depending upon the amount of copy submitted. If the submission of the copy were left to the unchecked wishes of the manager, the bill might be more than could be paid, for the manager naturally desires to issue the best paper yet published. So with every order for engraving is sent an authorization (see exhibit E) signed by the adviser for the paper. This gives the adviser and auditor who receives the duplicate, information as to just how the engraving bill is growing, for the authorization has specified the amount and price. In order to secure good pictures for the Olla Podrida, the school purchased a Graflex camera and photographic outfit of the finest kind. The photographic staff of the paper uses this camera to good advantage in taking the scenes that are most characteristic of our school life. From these are selected the pictures that are to appear in the final, while the others are put on sale at a price just large enough to cover the cost. After the final has been issued any pictures printed there can be pur- chased also. The income from this source is not very large; it is not in- tended as a revenue producer, but as a means of giving the pupils pictures that they otherwise would not have. The sale of these pictures is handled by the duplicate-deposit system. Pictures and prices are posted. Those who wish any, deposit the money with the cashier and use the dupli- cate deposit slip as a combined order and payment on the student print- ing the pictures. The sale of the Olla Podrida illustrates the method of handling ticket sales. These tickets are printed by the auditor upon ihe request of those who are to use them. They are numbered as are all tickets of this kind used in the school. (See exhibit I). The auditor issues these to those appointed to sell them, holding the receiver of each lot person- ally responsible for the tickets in his possession. Students who lose their tickets, report their loss to the auditor and a watch is kept for the number reported. If such a ticket is not presented, and the ownership fully proved, a duplicate is issued, or a paper given. The final distrib- ution of the Olla Podrida to the holders of the tickets or coupons is un- der the immediate supervision of the auditor. The papers are deliv- ered to him by the printer, their number is checked, and an accurate rec- ord kept of the coupon distribution. The complimentary list is suggested by the manager, and approved by the Finance Committee. of the Berkeley High School 31 School Fees In the Chemistry, Physics, Art, and Manual Training classes a fee to cover the cost of the materials and supplies used is charged. These fees are all paid to the auditor. The lumber used in the Manual Training classes in the manufacture of articles retained by the makers as their individual property must be paid for, and any purchases of articles finished in the classes, as well as any payments on account of loss, damage, or breakage of tools or equipment must be made through the office of the auditor. In all these cases, bills are made out by the teacher and held until the pupil charged turns in a duplicate deposit slip showing that the amount of the payment has been made to the cashier. The Chem- istry and Physics laboratory breakage fees are paid in the same way; and also key deposits. The various temporary organizations, such as social clubs, benefit collections, etc., are handled in this way. The Cafeteria The bookkeeping necessary for the school cafeteria is done under the supervision of the auditor. The cash register operators deposit the daily receipts and leave their duplicate along with their report of the day's business with the auditor. The cafeteria bookkeeper reads the dials and checks up on the reports made. He also receives the sales slips, and checks up the statements received from the creditors. The checks are made out by him and 'sent to the teacher in charge of the cafeteria, who approves them. They are then signed by the principal. The cash register slips are segregated so that figures as to the number of customers, the average purchase, etc., can be had. The Bookkeeping Records The bookkeeping records are as simple as possible. The method of handling receipts and payments helps make the work easy. There is a deposit slip for every cent received; there is a demand for every cent paid out; there is a check issued for every payment. The actual books of record comprise a cash book, a journal and a ledger. The cash book is of the simplest kind, and the entries represent only summaries of the day's business so far as receipts are involved. Every pay- ment is itemized and a record made of the demand number and the check 32 Special Features in the Administration issued in payment therefor. The method of handling the day's receipts explains the simplicity of the cash book entries. All of the deposit slips used have printed in the lower left hand comer, the words, Teller, Dup- licate, Cashier, Bookkeeper. (See Exhibit J) The teller receiving the deposit initials the slip and keeps the coin and the slip in his drawer. At the end of the period during which he serves as teller, he turns over to the cashier or the assistant cashier, his coin and the slips. The cashier initials every slip he accepts, thus giving the teller a receipt for the money. At the end of the day when the de- posit for the bank is prepared, all the deposit slips for the day are col- lected according to the accounts which are to be credited. An adding machine slip is made and this slip with the deposit slips are stapled to- gether. The deposit ticket on the bank is then made out in duplicate. On the back of the duplicate deposit slip is entered a summary of the ac- counts with the amounts received to the credit of each. These are then presented to the auditor, who, after checking the deposit slips, signs the deposit ticket which goes to the bank. The stapled bunches of slips are then filed according to dates and the entry made in the cash book, each account being credited with the total of the deposits for the day. From the cash book they are posted by a bookkeeper. When demands for checks are presented, an entry of the demand is made in the cash book as though the bill had been paid, and when the check is actually issued, usually within a very few minutes, the check number is added, if it has not been entered already. Because a balance-column ledger; i. e., one having a third column for the balance, could not be obtained, an ordinary ledger ruling was used. Deposits are entered on the credit side of the account; withdraw- als on the debit side. When an authorization is presented an entry is made direct from the authorization into the ledger as though the authori- zation represented a payment already made, except that in the column used for the check numbers no entry is made. The explanation column is always used to show what was purchased. None can be made at that time for the check has not yet been issued. This kind of entry is necessary where the amount that can be authorized is kept within the amount to the credit of the account. When the payment has been made by means of the check issued, the posting entry is made by writing the checked number in the column used only. If a ledger with a three col- of the Berkeley High School 33 umn were used, one column could contain the debits, the next the auth- orizations, and the third, payments; then the two balances could be obtained at once. As the adapted ledger is now, one must always look over the debit side to see whether all the authorizations have been paid before he can select those items that represent payments, from those which represent authorizations pending, so that a calculation is always neces- sary before one can find the exact cash balance, though the working bal- ance is readily found as being the difference between the debit and the credit sides. As this working balance is the one most often referred to, the occasional calculation of the cash balance is not troublesome. The journal is used when transfers are made from one account to another without demand or checks being written. Closing entries, cor- rections, etc., are also handled through the journal. The demands are filed according to the account involved. Each account has its place in our filing system, and each has its key number which appears all the way through. For example, football has the number 2000. All authorizations on this fund are numbered in the 2000 series, as 2001, 2002, etc. As far as possible all papers connected with each account carries this key number, so that filing is thereby facilitated, and errors in posting are prevented, for the entry of the number shows at once whether the entry was right. No statements are prepared, though summaries of expenditures, cash reserved for authorizations pending, etc., are issued from time to time. 34 Special Features in the A dministration JJ S 1 1 1- S 1 . if n^ Q - o: 2 < CJ Oj S 2 [DAR YEAR, 1914 TED STUDENTS Y HIGH SCHOOL iident Associated Students Berkeley expires December 31,1 r T 1 z <, LL\ C ^^ OQ UJ * < < o ^ ^ i ^>! 5 8 x ^ UJ C/) Q ^ f T 1 CQ S C/5 f-4 j i s- i IS 1 s j 5 E c J "5 J c 1 ^ ^ li .8 8. CQ ^ 1 c c J -= 1-s .00 C (U S Q d u "5 1 ^ 0) J n j 13 O a 1 w 0) T3 Jf] 5 OQ JS^.u-" a 8 s : ^ rf So H-ocn c 00 -s s 8 S S J 36 Special Features in the Administration in o s. : s. i <* CX3 sr f- 5- c ? 5' 1 H E. : r& |r 5 P S 3 - en . I & rpopopo^ ^ ff^ 3 8 > CL I S ff 9r &- 5 5* 1 Balance P cr n Balance New Ap no rward onment Check IT ^ BL o o a- a a p p 3 Uj p s- H- w> r a 1S.S. I O i n> > P* P 2 o/ //?e r/i 5c/ioo/ 37 oE 1 > f P ^ > TFT PAN c o _c 6 -c c "ct C -a i R C c. 1 g -a J . cc 's! c D O -Z3 a C jj if Q. ^ OP "c B 3 M C eC "? 5 Statement on Reverse of Check of the Berkeley High School 39 8 3 4 "S - -ncra jo 'NOI1VD 3HX jo SHIHH 3Hi NI IVdIDNWd 3HX AH Q3ZIHOHXnV SI NOI1D3T1OD SIHX 40 I ii J3 v oo s fr 1 'S & ] ^s iU ll w -S '1 I s ll o CO II 31 C Special Features in the j4dministration '* il o IT o J -Q jr s 2 I "52 s *S e fc S ^ _ 'I OQ * - S "o $ S ^ -o 2 -* ^ - .?t - 1 qj B S-I ^ s 111 1 41 r^ ^ -i 5 cS 5 DC o J J ."ti o fe '3 ** > < =3 -s H 6- Q. 1 punj- UO UMBJp SB M ^ nyns> /TIM T 9U T 7 a aJL "JL -Q y T 0) ng *> O d 1 O Q EXHIBIT F 42 Special Features in the ^Administration <3\ a i "8 S *> .3 "5 >. ? s .= -^ 3 a & I 8 & .s 1 OQ ^ c <: c JVdpUUCf 91J} fO fijUOlffTlD 3Cfl JdpUl -junoz puD psnssf tfpzdj v Rq fijuo suoijvSij -qo jDctpuuct zyi fo jDaojiddD dijj of puD JOOH3S MIH A373 A1 SllfJ /O IJVCl D A373XU3Q 9 V? HDIH EXHIBIT G * *.* * * *. f ! * ** of the {Berkeley High School 43 5 o o o 1 .-| d - J f - J 8 O 5 J i 1 o X > CD *-" UJ ^ IS Z S g ^ 1 RKELEY T fl) PQ ^ UJ tJ . c2 1 fi 8 'o g it OQ 1 * 1 ^ i