9-203.1 - Regulations

Policy 9-203.1

REGULATIONS

WHEN AN APPROVED STUDENT GROUP/ORGANIZATION BECOMES THE SIGNER OF A CONTRACT, THE FOLLOWING PROCEDURES SHALL BE FOLLOWED:

1. THE STAFF ADVISOR AND GROUP SHALL DO THE FOLLOWING:
A. REVIEW AND SELECT VENDORS IN COMPLIANCE WITH BOARD OF EDUCATION POLICIES
B. DETERMINE PRICE TO BE CHARGED
C. IF THIS PROJECT IS A FUND RAISER, THIS FACT SHOULD BE ACKNOWLEDGED IN WRITTEN COMMUNICATIONS.
 
2. IF THE STUDENT GROUP RECEIVES A PROFIT, THE ORGANIZATION IS TO MAINTAIN CONTROL OVER THE MONEY WITHIN THE STUDENT
ACTIVITY ACCOUNT. CURRENT STUDENT ACTIVITY ACCOUNT PROCEDURES MUST BE USED FOR RECEIVING AND DISBURSING
THESE FUNDS.

3. WHEN THE GROUP DECIDES IT WANTS TO ALLOCATE MONEY FOR THE SCHOOL TO SPEND, IT MUST MAINTAIN ACTUAL CONTROL
OVER THE FUNDS, USING CHECKS FOR ALL PURCHASES.

When the PTA is the agent, the following procedures shall be followed:

1. The PTA, as the agent, shall do the following:
A. Review and select vendors
B. Determine price to be charged
C. If the PTA uses this project as a fund raiser, this fact should be acknowledged in communications  with parents.
 
2. If the PTA receives a profit, the organization is to maintain control over the money.

3. When the PTA disburses money to a principal of a school, it must transmit these funds by issuing checks. The PTA should follow their regular procedures regarding the control and management of funds under their control.

4. FUNDS OR GIFTS TRANSMITTED TO A SCHOOL MUST COMPLY WITH THE BOARD OF EDUCATION POLICY ON GIFTS.

Adopted 2/22/77
Amended 6/13/89