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Burbank USD |  BP  3452  Business and Noninstructional Operations

Student Activity Funds   

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The Board of Education recognizes that student organizations can provide students with an opportunity to conduct worthwhile cocurricular 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 students body.

(cf. 3260 - Fees and Charges)

(cf. 5000 - Concepts and Roles)

(cf. 6145 - Extracurricular and Cocurricular Activities)

(cf. 6145.5 - Student Organizations and Equal Access)

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 school's 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 administrative regulation.

(cf. 1321 - Solicitation of Funds from and by Students)

(cf. 3530 - Risk Management/Insurance)

(cf. 3554 - Other Food Sales)

(cf. 5030 - Student Wellness)

(cf. 5142 - Safety)

(cf. 5143 - Insurance)

Management of Funds

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

The Superintendent or designee shall develop internal control procedures to safeguard the organization's 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.

(cf. 3400 - Management of District Assets/Accounts)

The principal or designee shall be responsible for the proper conduct of all student organizations' financial activities. The budget adopted by the student body organization should serve as the financial plan for the school year and shall be submitted to the Superintendent or designee at the beginning of each school year. The Superintendent or designee shall periodically review the organizations' general financial structures and accounting procedures.

Funds derived from the student body 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. (Education Code 48933)

The Board shall provide an annual audit of student accounts by a certified public accountant or licensed public accountant. The cost of the audit shall be paid from district funds. (Education Code 41020)

(cf. 3460 - Financial Reports and Accountability)

Accounts of Auxiliary Organizations and Foundations

Because demands on the educational system exceed the available public funding, the Board recognizes that members of the community are often willing to make voluntary contributions through independent auxiliary organizations and foundations that actively raise funds that will enhance educational opportunities for students. These include district recognized organizations whose purposes include, but are not limited to, providing additional resources; sustaining arts; supporting athletics/sports; choral and/or instrumental music programs; enhancing technology; providing graduating students with scholarships and/or loans; supporting outdoor education and science camps; and developing programs that meet new educational needs.

The Board encourages such voluntary support by the community. To ensure the proper relationship between these organizations and school staff:

1. No district employee shall be a signatory on any account maintained by an auxiliary organization or foundation.

2. As a condition of allowing such organizations to communicate with parents/guardians through students or at school facilities, or otherwise to use the resources of the district, the bylaws of each organization must allow for any member of the public to inspect the financial records of the organization upon request, the organization must attest in writing to the Superintendent annually that the bylaws of the organization so provide, and the organization must in fact be in compliance with this provision of its bylaws.

3. Any involvement of district employees in meetings and activities related to such organizations shall be outside the employee's regular work hours with the exception of those whose specific job responsibilities provide for such involvement.

4. This policy does not apply to Associate Student Body (ASB), or Parent Teacher Association (PTA) and Parent Teacher Student Association (PTSA) accounts.

5. Faculty and other employee only social accounts that do not solicit or accept funds from students, parents/guardians and/or community members are exempt from this policy.

Legal Reference:

EDUCATION CODE

35182.5 Non-nutritious foods and beverages, vending machines

35564 Funds, obligation of the student body

41020 Requirement for annual audit

48930-48938 Student body organization

49431 Sale of food and beverages, elementary school

49431.5 Sale of food and beverages, middle and high schools

51520 School premise, prohibited solicitations

51521 Fund-raising projects

CODE OF REGULATIONS, TITLE 5

15500 Food sales, elementary schools

15501 Food sales, middle and junior high schools

COURT DECISIONS

Prince v. Jacoby, (2002) 303 F.3d 1074

Management Resources:

FISCAL CRISIS MANAGEMENT & ASSISTANCE TEAM PUBLICATIONS

Associated Student Body Accounting Manual & Desk Reference, 2005

WEB SITES

California Department of Education: http://www.cde.ca.gov

Fiscal Crisis Management & Assistance Team: http://www.fcmat.org

Policy BURBANK UNIFIED SCHOOL DISTRICT

adopted: January 18, 2007 Burbank, California

revised: December 20, 2007