Administrative Procedure 520 - Appendix
FUNDRAISING DISCUSSION CHECKLIST Update October 12, 2007 Background The complexity of the issues and the significance of potential consequences of fundraising make ongoing dialogue on this topic imperative. Local school decisions regarding fundraising must be formed and informed by careful consideration of the following discussion items on a regular basis. Fundraising initiatives are always to be undertaken following extensive dialogue among members of the school community, including School Council members (all parents) and school staff. Background and Recommendations Regarding Fundraising It is highly recommended that schools have an annual overview plan for fundraising when the school year begins, with flexibility to allow for some additions or changes. If schools choose to fundraise in order to enhance the curriculum - that is, to provide activities and resources beyond what the District provides - the issues of equity and constantly rising expectations need to be addressed and managed with sensitivity at the local school level. The term "equity" means taking into consideration and being sensitive to the capacity of any particular student(s) and/or family(ies) in your school community to fundraise. Fundraising: is to be undertaken in a manner which does not exclude certain students or affect the self-esteem of any student. For example, awarding prizes to the highest fundraisers may create a competitive environment and may appear to discount the efforts of other students. In addition to fundraising to enhance the curriculum, the .District recognizes that schools may choose to fundraise in support of community projects (including local, regional, national, and international) which meets the District's Social Justice Service Criteria. The District is a registered charity under the Income Tax Act, and must adhere to strict guidelines for the accounting and control of funds donated to the District (including its schools), as well as for funds raised for the purpose of a donation being made to another charity or organization. Schools are always to be sensitive to the number of times fundraisers are held each year.·There are also times when financial constraints for families are greater, such as September and before and after Christmas. Obviously, these are not optimal times to conduct a fundraiser. Is Fundraising Necessary?
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
April 2016 Page 1 of 5
It is important to bear in mind that fundraising is always optional. The School Council and school administration must frequently ask themselves the question, "Just because we can fundraise, should we?" In discussions regarding fundraising, School Council and administration members are to take care to focus on needs rather than wants. Needs and wants differ from school to school; these terms have to be defined and redefined in each school during fundraising discussions. Purpose and Use of Checklist: The following checklist is intended to: ●
Generate appropriate reflection and dialogue prior to making final decisions about fundraising initiatives;
●
Guide decision making at the local school level regarding fundraising.
●
Balance local school flexibility on fundraising with alignment to the District's mission statement and pillars, Catholic philosophies and existing guidelines and regulations regarding fundraising.
The purpose of this list is to provide a context that will allow local school communities to sensitize themselves to the issues related to fundraising, and that will encourage a complete discussion on fundraising that enables the group to come to a consensus on t heir fundraising purpose and goals. It is the expectation of the District that the following guiding statements on the checklist - which are neither policies nor procedures - be discussed in-depth by the School Council and staff before undertaking any fundraising initiative. Can your group affirm that these points have been discussed, and that you have made an informed decision? In other words, schools are not expected to check off "yes" to each point; however, they are expected to ensure that their group has discussed the points and has come to a consensus either to proceed or not to proceed with the fundraiser for reasons the group and its school community can feel comfortable with and can justify. This discussion checklist can be used for every school fundraiser being considered (excluding small class, grade or District fundraisers that may arise from time t o time, which are approved and monitored by the Principal). These guidelines apply, no matter how big or small the fundraiser. After Completing the Checklist: ' After these statements have been discussed in -depth, the fundraising checklist is to be completed, signed, and kept on file at the school by the Principal. If after completion of the fundraising checklist, the decision is made to undertake the initiative, the next step would be to refer to the District procedures on fundraising. [See Administrative Procedure 520 - School Community Fundraising Activities.] School:_________________________________________________________________
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
April 2016 Page 2 of 5
Proposed Fundraiser:______________________________________________________________ Purpose of Fundraiser:______________________________________________________________ Suggested Date of Fundraiser:________________________________________________________ ______________________Supported I ____________________Not supported by School Council Check off
□ □
Does this fundraising initiative comply with the Mission Statement of the Calgary Catholic School District? Does this fundraising initiative comply with each of the following District Vision statements of the Calgary Catholic Learning Organization? ●
Faith
●
Contributors to Society
● ● ● ●
□ □ □ □ □ □ □ □
to indicate discussion has occurred on each of the following items:
Family
Excellence in Teaching and Learning Stewardship
Treatment of Persons
Is this fundraising initiative morally problematic? Does this fundraising initiative enhance school program and support the School Plan? Does this fundraising initiative distract staff and students from the school's primary focus on teaching and learning? (i.e., Is this initiative sensitive to the demands of time and effort on students and staff; does it take away from instructional time?) Does this fundraising initiative support activities above and beyond basic funding provided by the District? Does this fundraising initiative reflect an understanding of Administrative Procedure 520 School Community Fundraising Activities? Does this fundraising initiative have reasonable goals and balance or satisfy the sometimes conflicting expectations of your school community? Does this fundraising initiative marginalize any student? (i.e., exclude any student, or create an unhealthy competitive environment that will negatively impact students' self-worth or self-esteem) . Is this fundraising initiative sensitive to the demands of time and finances that are placed on parents?
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
April 2016 Page 3 of 5
□ □
Does this fundraising initiative meet the District's expectations regarding student safety and liability, as outlined in District procedures Does this fundraising initiative help build a positive school community?
The following items are to be discussed only if they apply to the fundraiser being considered:
□ □ □ □ □ □ □ □
Does this fundraising initiative have a charitable dimension? (If so, clarify for your school's future reference. Does this fundraising initiative include donations to charities within Canada? If the charity does not have a Charities' Registration Number issued by Canada Revenue Agency (CRA), obtain approval from the Manager, Business Services before proceeding with the fundraising. (This is to ensure requirements of CRA are being met.) Does this fundraising initiative include donations to charities or organizations outside Canada? Written approval of Superintendent, Instructional Services and Manager, Business Services is required before proceeding with the fundraising activity. Have you explored alternate sources of funding? (i.e., partnering programs, etc.) Have you reviewed the nature of the product or service being considered as a fundraising initiative to ensure that the dignity and privacy of students and parents is protected? Have you reviewed the status of the fundraising proposer, that is the individual proposing the fundraising initiative as a sole proprietor or under a trade or firm name, partnership, or corporation, to ensure that the proposer is a viable operator or entity? Have you reviewed the feasibility of the product or service being put forward by the fundraising proposer to ensure that the fundraising initiative is not at a concept stage; subject to obtaining prior approvals from other authorities; or subject to conditions precedent in the implementation of the fundraising initiative? Have you reviewed the capabilities of the fundraising proposer to determine the relative product or service historical performance, or track record, by way of contacting character references or prior customers to verify the sustainability of the proposed fundraising initiative?
The guiding statements on this fundraising checklist were discussed in detail with the school staff and School Council. Principal: ____________________________ School Council Chair: ___________________________ Signature: ___________________________ Signature: ____________________________________ Date: _______________________________ Date: ________________________________________ NOTE: This checklist was compiled and revised following a review of the feedback reports
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
April 2016 Page 4 of 5
received from sessions with Principals and School Council chairs; and the Task Force Report on Alternative Methods of Fundraising dated February 28, 2007. Approval Date:
April 12, 2016
Reference:
Section 20, 22, 27, 60, 61, 113, 116 School Act Charitable Fund-Raising Act Gaming and Liquor Act Income Tax Act Public Contributions Act School Administrators’ Handbook School Council Handbook
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
April 2016 Page 5 of 5
