5830 - STUDENT FUND-RAISING

Wayne Trace Local School District

Administrative Guidelines

5830 - STUDENT FUND-RAISING

The following guidelines are to be followed for any activity that involves fund-raising by students and from students.

No advisor for an approved school organization is to accept any form of compensation from vendors that will provide a fund-raising activity, including, but not limited to, cash, gifts, travel vouchers, tickets, passes, and other things of such value. In the event that such compensation is received, albeit unsolicited, the advisor shall notify the Treasurer, in writing, that s/he received such compensation and shall turn in such compensation to the Treasurer at his/her earliest convenience.

In any fund-raising activity involving students, the following conditions must be met:

	A.	In accordance with Board policy, each fund-raising activity must be approved by the principal if occurring on District premises and by the Superintendent if occurring off District property. (See Form 5830 F1 and possibly Form 5330 F2). In order to be approved, the group leader or advisor is to submit a proposal in advance of the event so that all fund-raising efforts may be coordinated so as not to burden or be a nuisance to students, faculty, parents, or the community.
	B.	Contracts with outside suppliers for merchandise to be sold in a fund-raising activity are to be reviewed by the principal and signed by the staff member in charge who shall be personally responsible for the merchandise and monies collected. The contract must specify that any merchandise which is unsold and is resaleable can be returned for full credit. The District will not be responsible for any unsold merchandise that cannot be returned to a supplier for credit for any reason.
	C.	The staff member in charge should establish procedures to ensure that all merchandise is properly stored, distributed, and accounted for. (see Form 5830 F4)
	D.	Upon completion of a fund-raiser, a final report is to be submitted to the principal. (See Form 5830 F3) The report should state:

		1.	cost of items or merchandise;
		2.	amount of money projected and amount of money raised;
		3.	any differences between the actual activity and the planned activity;
		4.	any problems that occurred and how resolved;
		5.	when and where funds were deposited;
		6.	if merchandise was involved, how many items were offered for sale, how many sold, the amount of money collected, and the disposition of any unsold items.

	E.	If an activity involves the students providing a service in return for money, such as a car wash, a member of the professional staff shall supervise the activity at all times. His/Her responsibility is to ensure the service is provided in a proper manner and also ensure the safety and well-being of the students and the property of both the purchaser and the owner of the site.
	F.	Any fund-raisers that require students to exert themselves physically beyond their normal pattern of activity, such as "runs for .....," must be monitored by a staff member who has the necessary knowledge and training to recognize and deal appropriately with a situation in which one or more students may be over-extending themselves to the point of potential harm.