1. PURPOSE
This policy establishes guidelines for fundraising activities within the district to ensure they are conducted legally, ethically, and equitably, supporting educational programs without placing undue burden on students or families.
2. SCOPE
This policy applies to all district administrators, educators, staff members, students, organizations, volunteers, and individuals participating in or approving fundraising events for school-sponsored activities.
3. DEFINITIONS
3.1. Fundraising Activities: Efforts to generate financial support for school-sponsored programs, events, or activities.
3.2. School-Sponsored Activities: Activities authorized by the district or individual schools, managed or supervised by district employees, using district resources or facilities, or supported by public funds.
3.3. Non-School-Sponsored Activities: Activities not managed or supervised by district employees and not using district facilities or resources without express approval.
3.4. Individual Fundraising: Fundraising in which the funds raised are directly attributed to individual students for specific purposes, such as offsetting fees or personal costs for participation.
3.5. Group Fundraising: Fundraising where proceeds are pooled and benefit the entire group, team, or organization collectively.
4. GENERAL GUIDELINES
4.1. Authorization and Supervision
4.1.1. All fundraising activities must receive prior written approval from the school principal or designated administrator.
4.2. Individual vs. Group Fundraising
4.2.1. Individual Fundraising:
4.2.1.1. Participation is voluntary and cannot be required as a condition for participation in any activity.
4.2.1.2. Funds raised are tracked and used only for the stated purpose.
4.2.1.3. Students cannot be penalized for opting out of individual fundraising efforts.
4.2.2. Group Fundraising:
4.2.2.1. Funds benefit the entire group equitably and are not attributed to specific individuals.
4.2.2.2. Distribution of funds must align with district policies to ensure fairness.
4.2.3. Parents or guardians must be notified in writing about all group fundraising activities. The notification must include:
4.2.3.1. The purpose of the fundraising activity.
4.2.3.2. How the funds will be used.
4.2.3.3. An explanation of the voluntary nature of participation.
4.2.3.4. Any expected costs or time commitments required for participation.
4.2.4. Parental notification must be sent prior to the commencement of the fundraising activity, allowing families adequate time to review and opt out if desired.
4.3. Participation and Eligibility:
4.3.1. Schools may establish required group fundraising as a condition for participation in a specific activity if:
4.3.2. The fundraising is essential to cover the costs of the activity, and failure to participate would create a financial imbalance or impact the group’s ability to fund the activity.
4.3.3. Parents and students are clearly informed about the fundraising requirements, including the consequences of non-participation, in advance of the activity.
4.3.4. Alternative arrangements are offered for families who may be unable to participate in fundraising due to financial hardship or other circumstances (e.g., a buyout option, alternative contributions).
4.3.5. Students who do not participate in required group fundraising and do not make alternative arrangements may be excluded from the activity if this policy is clearly communicated and consistently enforced.
4.4. Documentation and Oversight:
4.4.1. Schools must maintain detailed records of group fundraising activities, including participation rates, notifications sent to families, and funds raised.
4.4.2. The district will review these records periodically to ensure compliance with district and state policies.
4.5. Safety and Conduct
4.5.1. Door-to-door sales are prohibited for elementary and middle school students. High school students may participate with appropriate safeguards.
4.5.2. All fundraising activities must comply with district policies, emphasizing student safety, transparency, and ethical behavior.
4.5.3. Vendors and/or applications that collect personal contact information and/or solicit donations are not permitted.
5. FUNDRAISING PROCEDURES
5.1. Approval Process
5.1.1. A detailed fundraising plan must be submitted to the school principal or designated administrator, including objectives, methods, timelines, and intended fund use.
5.1.2. Principals must ensure proposed activities align with district policies and educational goals.
5.2. Financial Management
5.2.1. Funds collected must be promptly deposited into appropriate school or district accounts.
5.2.2. Individual and group funds must be tracked separately to maintain transparency.
5.2.3. Expenditures must comply with district financial policies.
5.3. Reporting Requirements
5.3.1. Schools must maintain records of fundraising activities, including financial reports and outcomes.
5.3.2. Reports must be submitted to the district upon request for auditing and compliance monitoring.
6. NON-SCHOOL-SPONSORED FUNDRAISING
6.1. Non-school-sponsored activities may not use the school’s name, facilities, or resources without express permission.
6.2. Groups must secure a facilities use agreement and provide proof of insurance when using school property.
6.3. Employees participating in non-school-sponsored fundraising must clearly communicate that such activities are independent of the district and refrain from using district time or resources to promote them.
7. DONATIONS AND GIFTS
7.1. Donations must comply with the district’s policy on gifts and contributions.
7.2. A school may not request or accept a donation in lieu of a fee from a student or parent unless the activity, class, or program for which the donation is solicited will otherwise be full funded by the LEA and receipt of the donation will not affect participation by an individual student (R277-407-7(1)(a)).
7.3. A school may solicit and accept a donation or contribution, but all such requests must clearly state that donations and contributions by a student or parent are voluntary
7.4. The district reserves the right to decline donations that do not align with its mission or that create inequities among schools.
8. COMPLIANCE AND ENFORCEMENT
8.1. The district will oversee fundraising activities to ensure compliance with this policy.
8.2. Violations may result in disciplinary action, revocation of fundraising privileges, or other consequences deemed appropriate.
9. ETHICAL CONSIDERATIONS
9.1. Fundraising activities must align with the district’s mission and values.
9.2. Students’ privacy and personal information must be safeguarded during all fundraising efforts.
9.3. Activities must not exploit or pressure students into participation.
10. REVIEW AND REVISION
10.1. This policy will be reviewed periodically to ensure it reflects current laws, regulations, and best practices.
Approved: 10/12/95
Revised 02/12/25