Policy 3452 - Student Activity Funds

Student Activity Funds

The Board of Education recognizes that student organizations can provide students with an opportunity to conduct worthwhile co‐curricular activities beyond those provided by the district and can also help students learn about effective financial practices. To that end, student organizations may raise and spend funds to support activities that promote the general welfare, morale, and educational experiences of the student body. The activities and expenditures must be in compliance with law, Board policy and rule.

Fund‐Raising

Events At the beginning of each school year, each principal or designee shall submit to the superintendent or designee a list of the fund‐raising events that each student organization proposes to hold that year. The Superintendent or designee shall review the proposed events and determine whether the events contribute to the educational experience and are not in conflict with or detract from the schoolʹs educational program. When reviewing proposed events, the superintendent or designee shall consider the effects of the activities on student health and safety, evaluate the risk of liability to the district, and ensure that the proposed activities are in compliance with law, Board policy, and Rule.

Management of Funds

Student funds shall be managed in accordance with sound business procedures designed to encourage the largest possible educational return to students without sacrificing the security of funds.

The superintendent or designee shall develop internal control procedures to safeguard the organizationʹs assets, promote the success of fund‐raising ventures, provide reliable financial information, and reduce the risk of fraud and abuse. These procedures shall detail the oversight of activities and funds including, but not limited to, the appropriate role and provision of training for staff and students, parameters for events on campus, appropriate and prohibited uses of funds, and accounting and record‐keeping processes, including procedures for handling questionable expenditures.                                                                                                                                                                                                                                                                                          The principal or designee shall be responsible for the proper conduct of all student organization financial activities. The superintendent or designee shall periodically review the organizationsʹ general financial structures and accounting procedures.

Student funds shall be disbursed according to procedures established by the student organization. All disbursements must be approved by a Board‐designated official, the certificated employee who is the student organization advisor, and a student organization representative.

The Board shall provide an annual audit of student accounts by a certified public accountant. Auditing cost shall be paid from district funds.