I. PURPOSE
The purpose of this policy is to address student fundraising efforts.
II. GENERAL STATEMENT
The Moorhead School Board recognizes a desire and a need for fundraising by student organizations. The School Board also recognizes a need for some constraint to prevent fundraising activities from becoming too numerous and overly demanding on employees, students, and the general public. The term "fundraising" encompasses activities which are designed to raise funds to support an educational program and which meet one of the following criteria:
1. involves a student group.
2. involves a community group and is characterized by one of the following:
a. takes place during school time,
b. utilizes school facilities or equipment, and
c. involves school personnel.
3. involves a school affiliation.
III. DEFINITIONS
A. Student Group or Student Organization is a group or organization comprised of one or more current district students, the members of which are limited to current district students and any district-assigned advisor(s).
B. District Sponsored is a student group or student organization that receives funding directly from the district, has a teacher or other district employee assigned to and overseeing its activities; is directly related to a class offered by the district (e.g. music, drama, art, choir, speech, etc.).
C. Student Activity is a program, presentation, or other events, other than a fundraising activity, conducted or sponsored by a district-sponsored student group or organization.
D. Fundraising Activity is any program or event conducted by or on behalf of a student group or student organization that has the primary purpose of raising money for the use of a student group, a student organization to pay for any part of student activity, or for approved donations.
IV. RESPONSIBILITY
A. All fundraising must be approved in advance by the administration of the school and Activities Director, if applicable, and will not start until approved by the Assistant Superintendent of Business and Administrative Services utilizing the Fundraiser Approval Form (Administrative Procedure 511.3). Holding nonapproved activities shall be considered a violation of school district policy. It is the responsibility of the Assistant Superintendent of Business and Administrative Services; to provide coordination of student fundraising throughout the school district as deemed appropriate.
B. Prior to conducting any fundraising for an activity which involves community solicitation, the student members of the fundraising organization and their parents/guardians must be notified of the educational purpose of the activity, the total cost of the activity, the total amount to be raised, and the anticipated profit. If the organization contemplates more than one fundraising activity, all such activities must be listed. If a ticket is sold or announcements posted, the printed message must state the purpose of the fundraising.
C. Fundraising activities during the school day should be limited in number and should not conflict with the regulations relating to food service programs as prescribed by the state and school district.
D. Activities should be avoided where the consumer feels compelled to purchase or the student feels compelled to sell the product or services. Door-to-door fundraising activities should be limited and discouraged. If door-to-door sales are conducted, students are expected to do so in a group of two or more students or be accompanied by a parent/guardian.
E. The school district expects all students who participate in approved fundraising activities to represent the school, the student organization, and the community in a responsible manner. All rules pertaining to student conduct and student discipline extend to student fundraising activities.
F. The school district expects all employees who plan, supervise, coordinate, or participate in student fundraising activities to act in the best interests of the students and to represent the school, the student organization, and the community in a responsible manner.
G. Funds raised by student groups shall be accounted for by each student organization in accordance with school district accounting procedures and Uniform Financial Accounting and Reporting System (UFARS) Manual, Chapter 14. The fundraising completion form (Administrative Procedure 511.3) shall be sent to the Assistant Superintendent of Business and Administrative Services; at the end of the fundraising activity.
H. All fundraising will be conducted in accordance with applicable laws and/or policies. Licenses must be obtained when necessary.
Money or other resources raised by the fundraising activity:
1. Must be used for the student group or students.
2. May purchase supplies, materials, or equipment which will become the property of the district;
3. Must follow UFARS and accounting procedures.
IV. ANNUAL REPORT
The Superintendent or designee shall report to the School Board, at least annually, on the nature and scope of student fundraising activities approved pursuant to this policy.
Legal References:
Minn. Stat. 123B.36 (Authorized Fees)
UFARS Manual, Chapter 14 (Student Activity Accounting)
Minn. Stat. 120A.20, Subd. 1 (Age Limitations; Pupils)
Minn. Stat. 123B.09, Subd. 8 (Duties)
Cross References:
Moorhead School Board Policy 506: Student Discipline
Moorhead School Board Policy 904: Community Use of School Facilities and Equipment