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Santa Clara USD |  BP  3452  Business and Noninstructional Operations

Student Activity Funds   

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The Governing Board recognizes that student organizations can provide students with an opportunity to conduct worthwhile co-curricular activities beyond those provided by the district and can help students learn about effective financial practices. To that end, student organizations may raise and spend money to support activities that promote the general welfare, morale, and educational experiences of the students. Student funds shall finance worthwhile activities that go beyond those provided by the district.

Generally, there are two types of Associated Student Body (ASB) organizations. ASBs in high schools and middle schools are called "organized ASBs" since the students organizing their activities around student clubs and/or a student council, have primary responsibility for the ASB, with the assistance of an adviser. In elementary schools, the ASB is "unorganized" because there is no student council and the principal or designee usually oversees the fund-raising and spending decisions, with more limited involvement from the students.

Fundraising events

At the beginning of each school year, each principal or designee shall submit to the Assistant Superintendent of Business Services a list of the fund-raising events and activities that each student organization proposes to hold that year. The Assistant Superintendent of Business 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 and activities, the Assistant Superintendent 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. (Education Code 48932)

Deposits or Investments of Student funds

With Governing Board approval, student funds shall be held or invested in one of the following ways:

1. Deposited or invested in a federally insured bank or savings and loan; or in a state or federally insured credit union. (Education Code 48933)

2. Invested in U.S. savings bonds or obligations. (Education Code 489

3. Loaned to other district student organizations or invested in district property improvements pursuant to Education Code 48936.

Management of funds

The Education Code requires the district to provide for the supervision of all funds raised by any student body organization or student organization using the name of the school. Consequently, student body 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 security of funds or exposing students to undue responsibility or unnecessary routine.

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.

The principal or designee shall be responsible for the proper conduct of all student organization financial activities. The outgoing student body shall submit a preliminary budget and final financial statement to the Assistant Superintendent of Business or designee by June 1. An adopted budget prepared by the incoming student body organization should serve as the financial plan for the working school year and shall be submitted to the Assistant Superintendent of Business or designee by October 1. The Superintendent or designee shall periodically review the organizations' general financial structures, accounting procedures, and use of funds to ensure compliance with the district's internal control procedures.

Funds derived from the student body shall be disbursed according to procedures established by the Superintendent or designee. All disbursements must be properly approved: Elementary approved by a Board-designated official; Middle and high school, approved by a Board-designated official, the certificated employee who is the student organization advisor, and a student organization representative. The Elementary principal or designee shall keep adequate financial records to reflect all financial activities. Minutes shall be kept of all middle and high school student council and club meetings and shall properly reflect all financial activities. (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)

Legal Reference:


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


15500 Food sales, elementary schools

15501 Food sales, middle and junior high schools


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

Management Resources:


Associated Student Body Accounting Manual & Desk Reference, 2005


California Department of Education:

Fiscal Crisis Management & Assistance Team:


adopted: March 8, 2001 Santa Clara, California

revised: February 9, 2012

reviewed: April 25, 2013