1. PURPOSE OF TRAINING Implement policies regarding the management and use of public funds

3. MAKE THE CALL School Sponsored or Private

4. Making the Call If it walks like a duck... and quacks like a duck... IT’S A DUCK!! Who is supervising? Who is invited? Where is it held? Is rent being paid? How is money collected and handled? Who receives payment for helping? Who receives financial profit from the activity? How are supplies purchased?

5. Making the Call Supervision and control by employee Money though school accounts Purchases through District accounts Fee waivers apply No rental fees Employees paid through District payroll District liable for injury or loss Supervision and control by non-employee Money handled by private individual No purchases through District accounts Fee waivers do not apply Must pay rental for school facilities Employee not paid by District District not liable for injury or loss

8. SCHOOL SPONSORED ACTIVITIES

9. School Sponsored Activities Check List Get approval of principal – Request for Building Administrator Approval Form

10. Reserve School Facilities – Having a key does not grant permission to use school facilities School Sponsored Activities Check List

11. Check the School Fee Schedule Total fees charged may not exceed amount approve by Board School Sponsored Activities Check List

12. Extended Travel

13. School Sponsored Activities Check List Let your school secretaries know

14. School Sponsored Activities Check List Advertise

15. School Sponsored Activities Check List Conduct Fundraisers

16. School Sponsored Activities Check List Register Participants – Activity Disclosure

17. School Sponsored Activities Check List Keep Student Roster

18. School Sponsored Activities Check List Order Supplies & Equipment, Make Reservations

19. School Sponsored Activities Check List Manage Employees and/or Volunteers – Personnel Management Form

20. School Sponsored Activities Check List Supervise Activity

21. School Sponsored Activities Check List Submit Receipts and Payroll

22. School Sponsored Activities Check List Conduct a Self Audit – Financial Summary

23. PRIVATE—BUT PUBLIC EDUCATION RELATED Strict requirements apply to avoid confusion about who is responsible and to prevent conflicts of interest

24. Private-But Public Education Related

25. Keep in the private realm Discuss outside of school day Use resources available to general public Purchase advertising Use personal contact information Provide copy of Sponsor Agreement

26. PURCHASING

27. Primary Intent of Purchasing Rules Ensure that public’s dollars are spent efficiently Create an environment where all qualified vendors have an opportunity to be considered

28. Purchasing Bid Requirements Less than $1,000 | No bidding requirement Between $1,000 and $4,999 | Two verbal quotes Between $5,000 and $9,999 | Three written quotes Over $10,000 | Must be bid by Purchasing

29. Specific Purchasing Guidance Create open specifications Plan in advance Send invoices to Accounts Payable Use contracts in place Pre-approve single/sole source purchases

30. Specific Purchasing Guidance

31. AVOIDING CONFLICTS OF INTEREST

32. Private Business Connected to Employee

33. Disclosure Pursuant to the Public Officers and Employee Ethics Act –

34. Accepting Gifts from Parents or Students It is a criminal offense for employee to accept, any gift if: It would tend to influence It is a reward for doing employee’s job If employee is making decisions about donor or donor’s child

35. Accepting Gifts from Vendors Employees shall not ask for or accept any gratuities from a vendor Employee may accept hospitality gifts from a vendor

36. STUDENT TRAVEL

37. School Sponsored Activities Check List Extended Student Travel Conduct parent survey Complete Extended Travel Request Form WAIT for District approval After approval, parent to complete Extended Travel Student Registration and Informed Consent Form

38. Out of State Travel Insurance All students and adults traveling out of state for a school activity. Covers traveling to, from, and during such activity. $1.15 per person per day Jane Wilson (Moreton & Company) WHO WHO | WHAT WHAT | COST COST | HOW HOW |

39. Student Travel School buses or insured commercial transportation are preferred choices ANY must ANY transportation of students more than 100 miles from Farmington must be done by school bus or commercial carrier Rental and private vehicles with seating capacity of more than 8 passengers including drive may not be used to transport students

40. Students Providing Own Transportation Parents must be informed well in advance Under no circumstances shall students be encouraged to drive other students Under no circumstances should employees attempt to organize or mandate car pools

41. Student Travel Transporting students in a private vehicle for a school activity is discouraged. Pass defensive drive test Have automobile liability insurance coverage Have no conviction in past 10 years of alcohol/drug violation or more than 2 moving violations in last year Complete Automobile Transportation Record for Student Activities Additionally, volunteers must pass criminal background check and be approved by school administrator

42. STUDENT INSURANCE Travel outside the State

43. Parents may elect to purchase student accident insurance Not required for participation in student activities Student Insurance

44. STUDENT INJURY

45. Student Injury

47. FUNDRAISING & DONATIONS

48. Fundraising & Donations Policies in place to protect students, parents, teachers, and school administrators

49. Donations Donations to a specific student are not allowed Donations should be made through the District Foundation Donors giving over $250 must be issued a receipt must Donations over $2,500 must be made through Foundation Title IX—Booster Clubs

50. Fundraising Written fund raising plan prepared and approved by school administration. Specific school project must be identified and funds raised must be spent for identified purpose. Contributions to and participation in fund raisers are voluntary. Funds must be receipted and expended through District or school accounts.

51. Fundraising All funds raised shall be used for the mutual benefit of the program. All funds in excess of identified project remain in program account for the program’s benefit. Funds raised by individual student will be held by the school under the student’s name. Funds that excess student’s identified school project costs will remain in the programs account for the program’s benefit. Funds raised cannot be used to exceed School Board Fee limits