CLUB
GoVERNANCE
GUIDE

Last Updated: March 2025

 

I. Governing bodies

The Spartan Robotics Club operates under three governing bodies:

 

1. The Associated Student Body and the Site Administration of Mountain View High School

2. FIRST Robotics Organization

3. Student Leadership of the MV Robotics Team

 

1. The Associated Student Body and the Site Administration of Mountain View High School

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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).

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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, recruiting and training all t mentors and volunteers to run the operations of the club including training, supervision, travel, a technical direction.

  • supervising and supporting students in collaboration with the Club Advisors and under the supervision of the site Administration

  • arbitrating when there are disagreements within the club. 

  • ratifying the budget.

  • liaising with parents of club members.

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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.​

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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.

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• 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.

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II. Mentor and Volunteer Selection Process 

 

Selection shall be done by the Robotics Mentor and Volunteer Selection Committee. 

 

The Robotics Mentor and Volunteer Selection Committee is composed of the Club Lead Mentors, Principal, and Club Advisor(s).

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Club Leads, Mentor, and Volunteer 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 Mentor and Volunteer Selection Committee 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 Mentor and Volunteer Selection Committee.

 

III. Mentor and Volunteer Onboarding Process

 

All mentors and volunteers must be cleared by the Mountain View-Los Altos Union High School District annually.

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IV. 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.

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V. Guest Policy

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