Board Policies, Administrative Regulations, CA Ed Code
- BP & AR 1230 - School - Connected Organizations
- BP & AR 1321 - Solicitation of Funds from and by Students
- BP & AR 6153 - Field Trip Fundraising
- CA Ed Code 35335 - School Camps
The Board of Education recognizes that parents/guardians and community members may wish to organize parent organizations, including PTO or PTA, educational foundations, and booster clubs for the purpose of supporting district and extracurricular programs, such as athletic teams, drama programs, and musical groups. The Board appreciates the contributions made by such organizations and encourages their interest and participation in supporting school activities and helping to achieve the district's vision for student learning.
The Board recognizes that school-affiliated organizations are separate legal entities, independent of the district. However, in order to help the Board's legal and fiduciary responsibility to manage district operations, any school-affiliated organization that desires to raise money to benefit district students must receive authorization from the Board, in accordance with Board policy and administrative regulation. In addition, the Superintendent or designee shall establish written guidelines and procedures for fundraising by school-affiliated organizations.
The Board encourages school-affiliated organizations to consider the impact of fundraising activities on the overall school and district program. School-affiliated organizations may consult with the principal to determine school needs and priorities. Activities by school-affiliated organizations shall not conflict with law, Board policies, administrative regulations, or any rules of the sponsoring school.
Parent groups and community organizations established to raise money to benefit a school and/or students must receive authorization from the Board of Education and must agree to follow district guidelines and procedures. The request for authorization shall contain the following information:
1. The name and purpose of the organization
2. Bylaws, rules, and procedures under which the organization will operate, including procedures for maintaining the organization's finances, membership qualifications, if any, and an agreement that the group will not engage in unlawful discrimination
3. The names, email addresses, and telephone numbers of all officers
4. Tax ID number and verification of 501(c)(3) tax-exempt status
5. Fundraising plans for the current year, including fundraising activities and proposed use of funds
6. An agreement to grant the district the right to audit the group's financial records at any time, either by district personnel or a certified public accountant
7. The name of the bank where the organization's account will be located and the names of those authorized to withdraw funds
8. Planned use for any money remaining at the end of the year if the organization is not continued or authorized to continue in the future
9. Evidence of liability insurance for any organization-sponsored school function for at least one million dollars combined single limit liability for bodily injury and property damage with a minimum two million dollar aggregate for each occurrence and the Oceanside Unified School District be named as an additional insured on a separate endorsement.
10. The signature of the principal of the school supporting the authorization
11. Treasurer's report summarizing income, expenditures, and ending balance from prior year (not applicable to newly formed groups)
Requests for reauthorization shall be presented to the Superintendent or designee annually, with a financial statement from the prior year showing income and expenditures from fundraisers.
Upon consent of the Superintendent or designee, school-affiliated organizations may use the school's name, school team's name, or other logo attributable to the school or district.
School-affiliated organizations are prohibited from hiring or directly paying district employees. Organizations may make donations to the district to cover the costs of additional employees, but only if such positions are approved in advance by the Board.
The Board of Education recognizes that student participation in fund-raising activities for the schools and nonprofit, nonpartisan charitable organizations can help develop a sense of social responsibility in students, enhance the relationship between the school and community, and contribute to the improvement of the school program.
Whether solicitations are made on behalf of the school or on behalf of a charitable organization, students shall not be barred from an event or activity because they did not participate in fund-raising. Potential donors, including parents/guardians and members of the community, should not be unduly pressured to contribute to the school system or charitable organizations. Staff is expected to emphasize the fact that donations are always voluntary.
The Superintendent or designee shall ensure that parents/guardians are informed of the purpose of fund-raisers.
Solicitations on Behalf of the School:
With the prior written approval of the Superintendent or designee, official school-related organizations may organize fund-raising events involving students.
After the fund-raiser has been held, parents/guardians shall be informed how much money was raised and how it was spent.
Solicitations on Behalf of Charities:
When approved in advance by the Superintendent or designee, nonprofit, nonpartisan organizations that are properly chartered or licensed by state or federal law may solicit students on school grounds during school hours and within one hour before school has opened and one hour after school has closed. (Education Code 51520)
The Superintendent or designee shall approve all fund-raising activities at least 15 days before the activity. If the event involves a contract with a commercial vendor, the Superintendent or designee shall review the contract.
In order to minimize interruptions to the educational program, staff shall limit fund-raising activities to appropriate time periods designated by the principal.
No student shall be required to raise a specified amount of money in order to participate in an activity sponsored by a school-related organization.
Students engaged in fund-raising activities on behalf of the school or for school-related projects are expected to be courteous and respectful towards all individuals and businesses.
Students under 16 years old may engage in door-to-door sales of newspaper or magazine subscriptions, candy, cookies, flowers or other merchandise only under the following conditions:
1. The students shall work in pairs, as a team, on the same or opposite side of the street. (8 CCR 11706)
2. The students shall be supervised by an adult, with one adult for every crew of 10 or fewer students. (8 CCR 11706)
3. The students must be within the sight or sound of their adult supervisor at least once every 15 minutes. (8 CCR 11706)
4. The students shall be returned to their respective homes or meeting places after each day's work. (8 CCR 11706)
The Board recognizes that school-sponsored trips may require fundraising.
Prior to any fundraising, principal approval must be obtained for all school-sponsored trips and off-campus activities. Superintendent/designee advanced approval will be required for all out-of state, overnight or international school-sponsored trips. Board pre-approval will be required for all out-of-state and/or international school-sponsored trips.
Fundraising by school-affiliated organizations shall not conflict with law, Board policies, administrative regulations, or any rules of the sponsoring school.
Requests for school-sponsored trips involving out-of-state, international, or overnight travel shall be submitted to the Superintendent or designee. The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All out-of-state or international travel requires prior approval of the Board. All other field trips and off-campus activities shall be approved in advance by the principal.
The principal shall establish a process for approving a staff member's request to conduct a school-sponsored trip. When planning trips, staff shall consider student safety, objectives of instruction, the most effective use of instructional time, the distance from school, district and student expense, and transportation and supervision requirements. Students are under the jurisdiction of the Board during field trips and are subject to district and school rules and regulations. Principals/designees may exclude from the trip any student whose presence on the trip could possibly pose a safety or disciplinary risk.
No required field trip shall be authorized if any student would be excluded from participation because of a lack of sufficient funds. Required field trips include: 1) all trips that are mandatory for the fulfillment of the course objectives and for which credit is earned and 2) all trips that are essential for participation in school-sponsored social, educational, cultural, athletic, school band, orchestra or choral group activities. The Superintendent or designee shall coordinate with community groups to supply funds for students in need. (Education Code 35330)
District funds shall not be used to pay student expenses for out-of-state or international field trips or excursions. However, expenses of instructors, chaperones, and other personnel participating in such trips, as well as incidental expenses for the use of district equipment during the trip, may be paid from district funds. (Education Code 35330)
No student shall be excluded from a required field trip because of inability to pay fees related to the trip. Required field trips include: 1) all trips that are mandatory for the fulfillment of the course objectives and for which credit is earned and 2) all trips that are essential for participation in school-sponsored social, educational, cultural, athletic, school band, orchestra or choral group activities.
The Board of Education recognizes that school-sponsored trips may require fundraising.
Prior to any fundraising, principal approval must be obtained for all school-sponsored trips and off-campus activities. Superintendent/designee advanced approval will be required for all out-of state, overnight or international school-sponsored trips. Board pre-approval will be required for all out-of-state and/or international school-sponsored trips. Pre-approval process will be completed on OUSD School-Sponsored Trip Request Form.
Fundraising by school-affiliated organizations shall not conflict with law, Board policies 1230 and 1321, administrative regulations, or any rules of the sponsoring school.
Students on school-sponsored trips are under the jurisdiction of the district and shall be subject to district and school rules and regulations. Should a student violate school rules, regulations, or state/federal/international laws, the school administrator/designee in charge of the trip may immediately remove the student and return them to the student's school or home, at the parent/guardian expense. The principals/designees may exclude from the trip any student whose presence on the trip could possibly pose a safety or disciplinary risk.
The Superintendent or designee shall ensure that adequate adult (age 21 or older) supervision is provided on all school-sponsored trips and that there is an appropriate ratio of adults to students present on the trip.
Optimal supervision ratios of adults to students are as follows:
Grades K - 3: not less than 1 adult for every 8 students
Grades 4 - 8: not less than 1 adult for every 10 students
Grades 9 - 12: not less than 1 adult for every 15 students
Grades K - 4: not authorized
Grades 5 - 12: not less than 1 adult for every 10 students
District-approved personnel will accompany students on all field trips and will assume responsibility for their proper conduct and safety. District employees will provide chaperones with clear information regarding their duties and responsibilities, prior to embarking on field trips. Chaperones will sign the district's "Chaperone Guidelines and Responsibilities" form.
District employees and chaperones on duty will not gamble, use tobacco products, consume alcoholic beverages, or use controlled substances during field trips.
Annually, principal/designee will explain this policy to new employees who will supervise field trips.
Before a student can participate in a school-sponsored trip, the teacher shall obtain parent/guardian permission for the trip. Whenever a trip involves water activities, the parent/guardian shall provide specific permission for his/her child to participate in the water activities. The district shall provide an alternative educational experience for students whose parents/guardians do not wish them to participate in a trip.
All persons making the field trip or excursion shall be deemed to have waived all claims against the district or the State of California for injury, accident, illness, or death occurring during or by reason of the field trip or excursion. (Education Code 35330)
All adults taking out-of-state/international field trips or excursions and all parents/guardians of students taking out-of-state/international field trips or excursions shall sign a statement waiving such claims. (Education Code 35330)
1. While conducting a trip, the teacher, employee, or agent of the school shall have a first aid kit in his/her possession or immediately available. (Education Code 32041)
Whenever trips are conducted in areas known to be infested with poisonous snakes, the first aid kit taken on the trip shall contain medically accepted snakebite remedies. In addition, a teacher, employee, or agent of the school who has completed a first aid course which is certified by the American Red Cross and which emphasizes the treatment of snakebites shall participate in the trip. (Education Code 32043)
2. The district shall provide or make available medical and/or hospital insurance for students injured while participating in any excursion or field trip. (Education Code 35331)
3. Students needing medications which require trained staff to administer should be chaperoned by a CPR/first aid person trained in administering medication(s), i.e., Epipen/Glucagon. Teachers are responsible to ensure that students who carry/self-administer their own medication(s) have their medication(s) with them prior to leaving the school.
4. If the Superintendent or designee receives threat level warnings from the Homeland Security Advisory System pertaining to the destination of a school-sponsored trip, he/she shall implement precautions necessary to protect the safety of students and staff.
5. Certified lifeguards are required for all swimming activities. No school-sponsored activities at residential pools will be authorized. Staff shall determine supervisory responsibilities for all chaperones.
6. Before trips requiring more than one day, including those requiring an overnight stay, the principal or designee may hold a meeting for staff, chaperones, parents/guardians, and students to discuss safety and the importance of safety-related rules for the trip.
The governing board of any elementary, high, or unified school district may charge a fee for school camp programs, provided that payment of such fee is not mandatory. No pupil shall be denied the opportunity to participate in a school camp program because of nonpayment of the fee.
The amount of the fee may not exceed the difference between any state, local, or federal funds generated by such a program and the cost of the services actually provided.
For purposes of this section a school camp program is one which is operated pursuant to Article 5 (commencing with Section 8760) of Chapter 4 of Part 6.