Background
The Board meets its obligations to fund the basic costs of the educational needs through accessing government grants; however, schools may wish to supplement their educational offerings through fund raising activities compatible with the best interests of both students and the community.
Procedures
A. Schools
- The approval of the principal, and in instances where the activity is estimated to result in more than $3,000 net proceeds, the approval of the Associate Superintendent of Business Services, is required for all fund raising activities which are initiated by a school or associated directly or indirectly with the school. The site team is accountable for the way in which the revenues gained from them are used.
- In giving approval to fund raising activities, the principal is expected to:
- Give judicious consideration to the educational need for which the funds will be raised and to the impact of each fundraising activity upon students, parents, and the community at large (particularly when there is more than one school in the community.)
- Consult with staff and, when appropriate, students and parents. Consultation with a parent advisory agency is deemed appropriate and is strongly urged when a fund raising activity will extend beyond the school's premises to involve the community-at-large.
- Abide by the regulations governing fund raising established by the Province of Alberta (Charitable Fund-raising Act.)
- Fund raising activities are subject to the review and advice of the Superintendent or designate.
- Consideration must be given to the safety of students and to good public relations when organizing any projects involving activities beyond the school.
- Revenue from fund raising must be used in direct support of the school's approved program and for the purpose for which the activity was undertaken.
- Book clubs or other voluntary schemes for student purchase of leisure reading materials may take place only if they are based on educational benefits to students and are initiated by the school staff with the approval of the principal.
- The following are not permitted:
- Activities which bring personal financial gain to students or staff.
- Any activity on Board property which results in financial gain from pupils or parents to any outside individual or commercial enterprise (such as the sale or distribution of foods or tickets and the taking of collections.) This does not prohibit activities promoted by the school or a parent group (such as sale of candy, food, etc.) in connection with a pupil function.
- Any fund raising or promotion by outside organizations or individuals involving projects in which pupils are compelled to participate.
- Projects involving solicitation of public cash donations.
- Lotteries, bingos, or other games of chance.
- Prizes for student participation which the principal judges to be inappropriate or excessive. (The intent of this restriction is that pupil rewards should be of an intrinsic nature.)
- Door-to-door canvassing is discouraged. If the principal, staff and parent council feel that an activity of this kind is necessary, it will be expected that:
- door-to-door canvassing will not occur unless arrangements have been made to have students accompanied by an adult.
- the activity will be carefully organized and supervised;
- due regard will be paid to maintaining good public relations by making the community aware of the purpose of the activity by instructing students in the skills of making courteous contacts;
- every effort will be made to restrict contacts to the neighbourhood(s) served by the school; and
- careful planning will be undertaken to safeguard students.
- Principals will give parents and the community as much advance notice as possible of fund raising activities which will extend beyond school premises.
B. Parent or Community Groups
Parent or community groups may conduct lotteries, raffles, or other fund raising activities on behalf of the schools with the approval of the principal and, instances where the activity is estimated to result in more than $3 000 net proceeds, the approval of the Associate Superintendent of Business Services, subject to the regulations of the Public Contributions Act and the Alberta Gaming Commission.
The Board expects groups affiliated with the school to operate in accordance with the spirit of the Board's policies and regulations and to consult carefully with the principal in planning and conducting activities associated with the school. Principals are expected to make such groups familiar with the appropriate policies and regulations.
Procedures for those fund raising activities which require approval beyond the principal:
An application form must be completed, signed by the principal or designate, and forwarded to the Associate Superintendent of Business Services for approval at least one month before the beginning of the activity.
Schools will be notified of the decision within 14 days of receipt of the application when approval has been granted.
A financial report must be submitted by the school to the Associate Superintendent of Business Services within 60 days following the completion of the fund raising campaign. All financial records relating to the fundraising must be retained at the school for one year.
Any groups wishing to conduct bingos, lotteries, and/or raffles to raise funds on behalf of a school are required to comply with the requirements of the Alberta Gaming Commission. An application for a licence must be obtained from the Gaming Control Branch of the Attorney General's Department.
Schools shall provide parents and students (where appropriate) with a statement of the amount of money raised and its final disposition within three months of the end of the campaign.
Appendix — Fund Raising Proposal
FUND RAISING PROPOSAL
Date:
School: Sponsoring Group: Contact Person: Phone: (b) (h)
What is the nature of the fund raising project? (Who, what, where, when, why & how)
What is the projected revenue and the projected net profit?
What contingency plans are in place if the project encounters financial problems (lower revenue, higher expenses)?
************************************************************
APPROVED / NOT APPROVED
ASSOCIATE SUPERINTENDENT of BUSINESS SERVICES (or Designate)