Roane County Schools

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    Policy AG 823.i - Approval of Fundraisers and Board-Supported Efforts

    Adopted on August 11, 2022

    Effective August 11, 2022

    1. All efforts to raise funds and / or gather donated items for school purposes, by school organizations, and / or by school-affiliated groups shall be approved in advance following the procedure designated by the principal of the school involved and the Superintendent. No activities other than planning and organization may commence until such approval is obtained.
    2. Fundraising efforts shall not interrupt the usual operations of the school in any way, including instructional time. 
    3. No fundraising activities shall be undertaken which place students in an unsafe situation, such as soliciting donations from passing vehicles.
    4. Any direct solicitation of students and / or Board employees shall be done through mass media or passive contact only and shall not be a requirement of any required course of study or condition of employment, though such efforts may be undertaken and required as part of extracurricular activities.
    5. Per state laws and policies regarding sales tax, so that sales tax is not required to be collected as part of a fundraiser, no group may conduct more than six fundraising events in any twelve-month period and no event may last for more than 84 consecutive hours. Under the same rules, the sales of food by school and school-related groups for fundraising purposes should always be permissible so long as the sales are direct to consumers and not for resale.
    6. Recognizing that fundraising may not cover the full costs of an organization’s activities, the Board may choose to enter into partnerships with groups to support their activities. Such partnerships shall be approved by Board action in advance of any related activities other than planning and organization. These partnerships shall be proposed and considered under the following process:
    7. A school or school-related organization shall first provide to the Superintendent a detailed purpose and budget for the proposed activity(ies) or item(s) to be funded by the fundraising activities.
    8. After determining whether the activity(ies) or item(s) are permissible under applicable Federal, state, and local laws and policies, the Superintendent or designee shall study the current financial standing of the school or organization, including any school-level accounts or any county-level budget items. This may also include feedback to the school or school-related organization and revision of the proposal as a result.
    9. The Superintendent shall then recommend to the Board that a proposed partnership either be undertaken at a particular funding level, returned to school or school-related organization for revision, or denied. The Board shall then have the authority to accept the recommendation of the Superintendent or modify it to reflect one of these three decision choices.
    10. If approved by the Board, fundraising and other activities may immediately commence as proposed. All funds raised must be properly accounted for according to state and local policies at the responsible school, however, any purchases to be made with the support of county-level funds must be processed at the county level according to the appropriate purchasing policies and procedures.
    11. Upon completion of the activity(ies) or purchase and receipt of the item(s) related to the proposal, a summary report detailing the amount of fundraising completed by the school or school-related organization, the amount of Board funds applied to the proposal, and any other relevant information shall be presented to the Board for its review.

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