The following guidelines apply to all efforts of all non-student organizations whose objective it is to raise funds for the educational extra-curricular and athletic experiences of the District’s students.
| | A. | All non-student fundraising organizations (hereinafter "organizations") may utilize District facilities in fundraising activities subject to the policies and guidelines established for the use of District grounds and facilities.
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| | B. | Any organization desiring to use the name or logo of the District must first obtain the approval of the Superintendent as a prerequisite to use the same, and must execute the appropriate licensing agreement.
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| | C. | Each organization shall provide to the Superintendent a list of current officers and contact information.
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| | D. | Any funds accumulated as a result of the organization’s fundraising efforts shall be kept in a non-school account. Under no circumstances will such funds be placed into an account maintained by the District. Athletic coaches and faculty advisors are not permitted to be signatories on any account.
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| | E. | At least thirty (30) days prior to the District event for which the organization will be raising funds commences (e.g. softball season, band trip, etc.) the organization shall provide the Superintendent with a description of the fundraiser planned by the organization accompanied by its targeted goal.
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| | F. | Every organization shall:
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| | | 1. | make it clear in their fundraising activities that they do not represent the District, but are supporting a District activity;
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| | | 2. | ensure that every student invited to participate in fundraising activities is made aware that participation on athletic teams or extra-curricular activities are completely independent of fundraising activities;
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| | | 3. | under no circumstances inform a student that participation in fundraising is mandatory in order to try out for an athletic team or other extra-curricular activity;
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| | | 4. | ensure that purchases made by the organization are not represented as District expenditures and are not made with identification numbers of the District, such as tax ID numbers, purchase order numbers, sales tax exemption forms, or other District tax status designations.
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Ohio law provides that a school district may purchase liability insurance for a "school support entity." Such entity is defined as a nonprofit organization formed for the support of school district programs, including but not limited to educational extra-curricular and athletic experiences.
The following additional guidelines apply to organizations that have requested liability insurance coverage under the District’s liability insurance policy to protect the organization against legal claims resulting from damage or injury.
| | A. | Each organization will be permitted one (1) major fundraising drive or activity annually. School sponsored teams and/or groups may be given consideration for additional fundraising activities.
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| | B. | Each organization shall ensure compliance with the District’s stated educational goals and objectives.
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| | C. | Prior to any fundraising, the organization must appoint an individual to be a liaison between the organization and the Superintendent. The liaison may be a District administrator or faculty member. Such liaison shall be responsible for providing the Superintendent with written information about the organization’s fundraising activities in order to ensure compliance with the District’s stated educational goals and objectives.
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| | D. | Each organization shall maintain precise and accurate records on the Fundraising Final Report Form (provided by the District) and submit such form to the liaison so that s/he can submit such form to the athletic department or other appropriate person at the conclusion of the fundraising campaign.
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| | E. | Each organization shall provide to the Superintendent a copy of the employee dishonesty bond purchased for the officers of the organization to replace funds in the event that funds are misallocated.
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| | F. | Each organization shall follow the minimum good accounting and internal control practices:
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| | | 1. | all monies collected by or remitted by the organization’s treasurer shall be deposited no later than bi-monthly;
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| | | 2. | the organization will have a written guideline indicating which officers are authorized to draw checks and a monthly accounting to the organization’s treasurer is required for any officer drawing checks for the organization; and
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| | | 3. | all payments made by the organization shall require two (2) signatures, or in the alternative, a copy of a reconciled on a monthly basis.
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| | G. | At the completion of the fundraising activity, the liaison will submit to the athletic director or other extra-curricular advisor/director a summary of the organization’s financial activity. This will include the beginning balance of the account, income, expenditures, and the remaining balance.
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