Policy 5135 - Management of Funds

Management of Funds

All student organizations and clubs of each school must deposit with the student body banker all of their funds originating from any activity on the school campus or any activity which is generally recognized as an activity of a student body or a student organization, including activities which may have been sponsored or promoted on the campus.

It shall be the duty of the Chief Business Officer, to supervise and audit receipts and expenditures of the student body organizations in order to assure the proper handling of these funds in accordance with Board of Education rules and regulations and Education Code of California. When mutually agreed upon by the student body organizations and the Chief Business Officer, the Accounting Department will assume full responsibility for the keeping of the accounts and auditing for the student organizations and will submit to them adequate records and financial statements for the proper control of the funds.

Rule 5135

Rule Approved 02/08/1988
Last Revised 06/01/2015 (technical revision)

1. It is the responsibility of the school principal to monitor fundraising activities and to follow district policies for accounting of funds.

2. Principals working with the parent group or student groups should develop plans for fundraising activities for the school year whenever possible. The number of fundraisers should be coordinated between groups by the principal.

3. Principals are responsible to see that parents and students are informed of the purpose and amount of funds being raised. Students should be told what amount, if any, they may earn individually.

4. Principals should restrict the amount of class and teacher time that is devoted to fundraising and encourage use of parent volunteers. Food sales must comply with regulations set forth by the district Food Service Department and State guidelines.

5. The district strongly discourages door-to-door selling at the elementary grades. If students do sell door-to-door, it is suggested they go with a partner.

6. Principals are responsible for ensuring that no child is denied the opportunity to participate in an activity. (See #10 below)

7. Principals are responsible to see that no student shall be made to feel uncomfortable or pressured to provide funds. Teachers should provide alternative activities for students when going through book fairs or any activity where they are viewing any material to be sold.

8. A committee will be established to develop a list of successful fundraisers that do not require going door-to-door. The committee will also be charged with developing a list of how to apply through foundations for grants available to schools, and keep a current list of available grants. 

9. Principals are responsible to monitor sales peoples’ talks to students so that questionable skill approaches are not suggested to the students by outside salesmen.

10. Science Camp, while not a mandatory school function, is offered to sixth graders. Fundraising projects are organized at most sites to assist students in raising the cost of Science Camp not borne by the district.