BP 3452 — STUDENT ACTIVITY FUNDS
Business and Noninstructional Operations BP 3452(a)
STUDENT ACTIVITY FUNDS
Student organizations may raise and spend money in order to promote the general welfare,
morale and educational experiences of the students. Student funds shall finance worthwhile
activities which go beyond those provided by the district. Minutes shall be kept of student
organization meetings and shall properly reflect all financial activities.
(cf. 1321 - Solicitation of Funds from and by Students)
(cf. 3554 - Other Food Sales)
Student funds shall be managed in accordance with sound business procedures designed to
encourage the largest possible educational return to students without sacrificing the safety of
funds or exposing students to undue responsibility or unnecessary routine.
With Board of Education approval, student funds shall be held or invested in one of the ways
allowed by law. (Education Codes 48933, 48936)
Student funds shall be disbursed according to procedures established by the student
organization. All disbursements must be approved by the school principal or designee, the
certificated employee who is the student organization advisor, and a student organization
representative. (Education Code 48933)
The principal or designee shall be responsible for the proper conduct of all student
organization financial activities. The Superintendent or designee shall periodically review the
organizations' general financial structures and accounting procedures.
The Board shall provide an annual audit of student accounts by a certified public accountant
or licensed public accountant. (Education Code 41020)
General Principles
1. Students funds are to be used to finance a program of co-curricular school activities
provided by the district.
2. Projects for the raising of student funds shall contribute to the educational experience of
students and shall not conflict but shall complement the instructional program.
3. Monies derived from the student funds as a whole shall be expended in a manner
approved by and to the benefit of the student body as a whole.
BP 3452(b)
STUDENT ACTIVITY FUNDS (continued)
4. Student funds shall be expended in such a way as to benefit those students currently in
school who have contributed to the accumulation of such funds, insofar as possible.
5. Student participation in the decision making process is a requirement through
representation on matters concerning the raising of funds, management and expenditure
of funds for the benefit of the student body.
6. The management of student funds shall be in accordance with sound business practices
including budgetary and accounting procedures.
7. Student fund business shall be conducted in such a manner as to offer minimum
competition to commercial concerns while still benefiting the student body as a whole.
8. Student fund business shall be conducted in accordance with all state and federal laws
and regulations and may not conflict with county or municipal ordinances.
Administration of Student Activity Funds
Student organizations in the schools are governed by the Education Code and the rules and
regulations of the district. The Education Code charges the Board of Education with
responsibility for and authority in student organization financial matters.
Delegation of Authority
1. The Superintendent shall have responsibility to implement all policies and rules pertaining
to the supervision and administration of student funds in accordance with established
policies of the Board of Education.
2. The Chief Business Official shall serve in an advisory capacity in the general supervision
of student funds and in the preparation of policies, rules and schedules.
3. The Principal, shall be directly responsible for the conduct of the student body financial
activities, the safeguarding of the student funds, and the supervision of their expenditures
in accordance with Board adopted policies and procedures.
The Principal shall be responsible for appointing a qualified certificated staff member to
serve as an advisor for each secondary organization or club.
Each Principal or designee shall meet with each Club Advisor and the student officers of
each group at least once a month to review the financial condition of each group.
The Principal shall have the power to veto any action regarding student funds which, in
his/her judgement, is contrary to the best interests of the school or to the policies and
procedures which govern student funds.
BP 3452(c)
STUDENT ACTIVITY FUNDS (continued)
Any action vetoed may be appealed by the Student Council to the Superintendent. Such
appeal shall be in writing and recorded in the official minutes of the organization.
The Superintendent shall within fifteen days of receipt the written appeal, act upon said
appeal. His/Her decision shall be final.
On or before the first day of the beginning of the fourth quarter of the each school year, the
secondary school Principals shall provide the Chief Business Official with a proposed list
of fund-raising activities to be conducted at his/her school for the succeeding year.
4. All contracts are required to have the recommendation of the school principal or designee
and the approval of the Chief Business Official or designee. Contracts extending beyond
the fiscal year must generally be limited.
5. The student organization shall keep accurate minutes for each meeting, manage funds,
keep records of its transactions and establish procedures which shall be available for
reference and audit by the Chief Business Official and auditors approved by the District.
6. The student organization of each school shall prepare a tentative budget for the ensuing
school year by May 1 and the final adopted budget by October 1 of the following year.
Each budget shall be submitted first to the student council, the principal, and then to the
Chief Business Official, who shall be responsible for their review and approval. The final
adopted budget shall be presented to the Board of Education for its approval during its
first meeting in November.
The student organization shall also prepare a list of fundraisers to be held on or off campus
for the ensuing school year and submit it to the Chief Business Official by May 1.
7. The Club Advisor shall present, in writing to the secondary school Principals and the
Student Council, a request to sponsor or promote any type of fund-raising activity. The
written request shall include: a) the activity, and b) exactly how the monies raised will be
utilized. The Club Advisor shall assume responsibility for instructing students in
procedures that have been adopted by the Board of Education.
8. Secondary Student Fund Clubs shall be composed entirely of students enrolled at any
secondary school located within Chino Valley Unified School District. Students who wish
to organize a club must: a) secure an interested qualified certificated staff member as a
Club Advisor, and b) submit an application, proposed charter or constitution and an
estimated budget to the Student Organization for approval. The proposed charter or
constitution shall include: a) the title, powers, and duties of the officers and the manner of
their election, b) the scope of proposed activities, and c) the name of the organization.
The charter or constitution shall be approved by the Student Organization and the Principal
and shall be kept on file with the Student Organization.
BP 3452(d)
STUDENT ACTIVITY FUNDS (continued)
Student clubs may use the school premises and properties without charge, subject to such
regulations as may be established by the Board of Education of the Chino Valley Unified
School District.
9. A financial statement for each school shall be submitted through the business office for the
information of the Board of Education for each month that school is in session.
Approved Activities
Students enrolled in the secondary schools usually acquire income for the student organization
of their clubs by conducting fundraisers which involve sales to the community these
fundraisers must originate within the school organization and are directly under the control of
the principal. The student council at each school shall determine the number of fundraisers
which may be conducted and shall submit a list of those fund raisers for the ensuing school
year to the business office by May 1.
Student Organization Bank Accounts
The funds of student organizations shall be deposited in a financial institution approved by the
Board of Education. All checks and withdrawals must have two authorized signatures.
Expenditures shall be subject to procedures, as established by the student organization and
the Chief Business Official. (Education Code 48933)
Alteration of School Property or Equipment by the Student Organization
In the event it becomes necessary, either by any student organization or a contracting
concessionaire, to change, alter, or attach anything to school property, the written approval of
the Superintendent or designee must be obtained prior to such change, alteration or
attachment.
Violation of Rules and Regulations
In the event of violation of any of the laws and regulations and/or policies established by the
Board of Education governing student financial activities, the Principal shall be responsible
for taking such disciplinary action as he/she may deem necessary, provided such action is not
contrary to law or the adopted policy and regulations of the Board of Education. The Principal
shall report such violations, together with substantiating evidence and disciplinary action
taken, to the Superintendent.
The Superintendent or designee may suspend the capability of the student organization or any
club therein to raise or expend funds for due cause for reasonable periods pending correction
of illegal or nonconforming activities or conditions.
BP 3452 (e)
STUDENT ACTIVITY FUNDS (continued)
UNORGANIZED STUDENT ACTIVITY
Funds for Kindergarten through Grade Six
The funds of a student organization established in the public school for kindergarten and
grades one to six, may be used to finance activities for non-instructional periods to augment
or to enrich the educational programs provided by the district.
Trustees for Funds of an Unorganized Student Activity
In schools or classes for adults, regional centers or programs, continuation high schools, or
in elementary schools in which the student activity is not organized, the Board of Education
may appoint an employee or official to act as trustee for student funds and to receive said
funds in accordance with procedures established by the Board of Education. These funds
shall be deposited in a bank or savings and loan association, or both, approved by the Board
of Education and shall be expended subject to approval of said appointed employee or official
and also subject to such procedures as may be established by the Board of Education.
Finance Procedures for Unorganized Student Activity
Except where references are made to mandatory student participation, all rules, regulations
and directives set forth by the Board of Education and/or District Administration shall be
adhered to by the unorganized student activity.
Financial Responsibility for Non-Compliance
1. Any student officer, certificated staff member serving as club advisor, or administrator
responsible for student body funds, who conducts a financial transaction that does not
comply with board adopted policies and regulations shall be held personally financially
liable for actual loss of funds collected if the loss results from gross negligence or
intentional wrongdoing.
2. By way of example, financial transactions of student bodies and organizations include fund
raising, purchasing, responsibility for equipment, cash handling and payments.
3. The Superintendent shall develop such administrative regulations as are necessary for
implementation of this policy.
Policy Chino Valley Unified School District
adopted: November 16, 1995 Chino, California
Revised: June 3, 1999