Presented by: David Ostermann, Chief Business Official Tina Tuning, Fiscal Services Manager Dawn Postoskie, Senior Accountant 1

Purpose The purpose of this presentation is to review the laws and guidelines as it relates to student fees, deposits, donations and fundraising as well as what is and is not allowable. With the recent out-of-court settlement, new legislation and new upcoming audit guidelines, it is more important than ever to make sure you are in compliance. 2

Introduction to Current Issues Charging students for fees and course materials, and requiring donations & fundraising for activities is once again at the forefront of public attention. Began with a Grand Jury investigation at San Diego Unified School District Grand Jury report grabbed the attention of the ACLU who launched their own investigation Requested public documents from Districts throughout the State Investigation prompted a lawsuit against the Governor and the State of California December 9, 2010, settled out of court 3

Basis of Lawsuit ACLU lawsuit alleged that the State was failing to monitor and prevent school districts from charging fees to students in violation of the “free school guarantee” The “free school guarantee” is a provision in the California Constitution that has been upheld throughout the years in documented court cases Add fees prohibition to the uniform complaint process in EC and to classroom posters Must “fully reimburse all affected pupils, parents, or guardians with interest.” Withhold 1% of District administrative costs funding for Districts that won’t comply 4

ASB & Booster Support Where would we be without the support? Our clubs would be a lot smaller We may not have football, tennis, baseball We need to support each other…for the kids 5

What is Associated Student Body? Group of CA School Students Who: Raise Money For Student Activities Make Decisions On How Money Is Spent Participate in Co- and Extra- Curricular Activities Learn Good Business Practices Authorized by Education Code and School Board Oversight By School Employees and District Office 6

Who is Involved in ASB? State of California Governing Board Superintendent Business Office Staff Principal Bookkeeper/Secretary Student Body/Club Advisors Student Council Students Auditors Food Service Director 7

Who is NOT Involved in ASB? Boosters Club and Other Parent-Teacher Associations Not Legally Part of School or District Not Included with Annual Audit Separate Tax-Payer I.D. number Funds are Not Controlled by Students or Principal May NOT Use ASB Accounts Board Approval Required to Fundraise on Campus 8

Boosters Boosters are support organizations Clubs and sports belong to the school Must adhere to the “free school guarantee” Cannot mandate fees or membership in order to play Equipment and uniforms should be purchased by school or ASB and Booster reimburse No question of ownership Safety precautions District standards 9

Permissible Fees Fees specifically authorized by law; Charges for optional attendance as a spectator at a school or district sponsored activity Insurance for field trips Charges for parking of vehicles on school grounds (Vehicle Code Charges for the rental or lease of personal property needed for District purposes, such as caps and gowns for graduation ceremonies Deposits for band instruments, music, uniforms taken on excursions to foreign countries 10

Permissible Fees Cont. Fees specifically authorized by law; Fees for field trips and excursions in connection with courses of instruction or school-related social, educational, cultural, athletic, or school band activities No student can be denied the opportunity to participate due to a lack of sufficient funds Fund raise for group as a whole Fund raise assuming no one will have sufficient funds Coordinate efforts of community service groups to supply funds for pupils in need Waiver process not allowed 11

Permissible Fees Cont. Fees specifically authorized by law; Charges for medical and accident insurance for athletic team members as long as there is a waiver for financial hardship (EC § 32221) Fees CANNOT be tracked by individual accounts 12

Permissible Fees Cont. Education Codes outline permissible fees as follows; Physical Education Clothes Charges for standardized physical education attire of a particular color and design School may not mandate that the attire be purchased from the school “No grade of a pupil participating in a physical education class may be adversely affected due to the fact that the pupil does not wear standardized physical education apparel where the failure…arises from circumstances beyond the control of the pupil.” (EC § 49066) 13

Permissible Actions Fundraising As long as it is not required for participation ASB Cards Entertainment/Dances Publications Advertising Student Stores Cultural Events Limited Food Sales Car Washes Book Fairs Spirit Packs* Jog-a-Thons Lift-a-Thons Scrip Team/Group Sponsorships Discount Cards to Local Businesses Silent Auctions * Must state any tax deductible portion of purchase. Should not include required uniform pieces. 14

Permissible Actions Donations As long as it is not required for participation Donations must be completely voluntary Donation or “begging” letters Do not include “set” donation amount State total cost to run program each year Do not include cost per individual – implies a cost for the student to participate Request for team sponsors Donation letter example 15

Non-Permissible Fees California public and charter schools cannot charge students a fee to participate in any curricular or extracurricular activity This includes; Security deposits for locks, lockers, uniforms, and instruments Participation fees for classes, athletic programs, and clubs Instructional supplies – “No school official shall require any pupil, except pupils in classes for adults, to purchase instructional material for the pupils’ use in the school.” EC defines instructional supplies and basic instructional materials 16

Non-Permissible Actions Mandating fees, donations, or requiring students to fundraise as a condition for participation Cannot set fundraising quota Must be voluntary Excluding, “punishing,” or singling out students due to lack of funds or fundraising participation Stating a required “donation” amount Indicating set donation is “not required” does not make inclusion allowable Tracking individual fundraising activity in individual accounts Fundraising must be done for the group as a whole 17

Non-Permissible Actions Cont. Stay away from “individual” references in letters/flyers CANNOT have “opportunity” drawings or raffles Only 501(c)(3) Must be registered to do so with State CANNOT require uniform purchase Uniforms must be supplied Cheer & Band included 18

FAQ #1 Question: Why must I complete all the required paperwork prior to a fund-raiser? Answer: All fund-raisers must be properly documented to ensure internal controls, which are designed to protect all the people involved in the fund-raiser and the assets (money and goods); another reason is to provide an adequate audit trail. 19

FAQ #2 Question: Are schools allowed to fundraise? Answer: YES. School districts, schools, and programs are allowed to participate in fundraising activities. However, participation in the activity must be strictly voluntary and in no way may a student be excluded from participation on a team or club or punished for not participating in the fundraising activity. Also, no quotas may be established for the fundraising activity (e.g. you must sell 50 coupon books). 20

FAQ #3 Question: May a school charge fees for uniforms for team sports? Answer: NO. The uniform is a required item and must be provided free of charge to the student member. Students are allowed to purchase their own uniforms if they wish to keep them, but purchasing a uniform cannot be a requirement for participation on the team. This must be made very clear. 21

FAQ #4 Question: Can we charge for cleaning uniforms? Answer: No, that is considered reconditioning and must be the responsibility of whomever supplies the uniform. 22

FAQ #5 Question: Are schools allowed to sell Spirit Packs? Answer: Yes, Spirit Packs may be sold. However, students cannot be required to purchase one in order to participate in a sport. Any required items must be provided free of charge to the student member. Furthermore, if the Spirit Packs are being used as a fundraiser, the tax deductible portion of the purchase must be stated (e.g. Cost of goods with average mark-up equals $50.00 and Spirit Pack is sold for $ The tax deductible amount would be $50.00). 23

FAQ #6 Question: Can we charge students athletes for insurance if they do not have their own? Answer: Yes, you can charge for insurance, but there must be a waiver process in place to provide the insurance if the student cannot afford it. 24

FAQ #7 Question: May students be required to pay dues for student clubs that are part of national organizations? Answer: No, not as a condition of membership in a student club at the school level. If the school is part of a national organization that collects dues, the students should be advised to pay the national organization directly. However, membership in the national organization cannot be a requirement for membership in the school club. 25

FAQ #8 Question: May a school accept donations from parents and guardians? Answer: Yes, as long as the donation is strictly voluntary and is not a requirement for participation in the program or activity. Any statement or explanation that would lead a reasonable person to believe that the donation is required or is really not voluntary must be avoided. Also avoid individual cost per student references. This implies there is a cost per student to participate. 26

FAQ #9 Question: Why do I have to get approval for every purchase in advance? Answer: State law requires that all student body expenses (purchases) be pre-approved by (student representative, Principal and ASB Advisor. Good business practices also require this pre-approval to ensure that the purchase is allowable and that sufficient funds are available. 27

The ASB Manual – Available on FCMAT Web Page Comprehensive Guide Based on Laws/Regs Good Business Practices Sound Internal Controls Practical Information Sample Forms & Procedures Basis for Board Policy Guide to School District Staff Basis for Oversight Guide for Annual Training 28

Questions? 29