KBC-AP Engaging with External Entities
Definitions
External Entities
Within West Fargo Public Schools, the term external entities is applied to all groups that are not consistently financially supported by the district. This includes but is not limited to private businesses, nonprofits, colleges and universities, childcare and preschool centers, private families and/or individuals, club athletic teams, community agencies, and government agencies.
Fundraising
Within West Fargo Public Schools, the term fundraising is used to identify opportunities and attempts by district groups (schools, departments, teams, organizations, classrooms, etc.) to raise funds from sources (learners, staff, community members, businesses, etc.) for internal use. The funds raised through such avenues are then deposited into an appropriate district fund to further support the wants and needs of the district group.
Simply put, fundraising is an act by a district group to increase its own fund balance within a district-approved financial account.
All fundraising efforts must abide by the procedures and policies set forth by the Accounting Department, including administrative policy HBCC-AP: Advertising & Fundraising.
Charitable Giving
Within West Fargo Public Schools, the term charitable giving is used to identify opportunities and attempts by district groups (schools, departments, teams, organizations, classrooms, etc.) to raise funds or collect goods from sources (learners, staff, community members, businesses, etc.) on behalf of an external entity. The funds or goods raised through such avenues are then provided directly to the identified external entity without being run through a district account.
Simply put, charitable giving is an act by a district group to increase awareness, collect goods, or raise funds for an external entity. Some charitable giving efforts may have service-learning components.
Service Learning
Within West Fargo Public Schools, the term service learning is used to reference action-oriented opportunities for district group (schools, departments, teams, organizations, classrooms, etc.) to contribute to the broader community. Through such opportunities, there is no collection, distribution, or exchange of funds or goods; rather, it is participants’ time and physical service provided to an organization. Service learning is also known as community service.
Service learning is an expectation of the district’s strategic plan and is measured and reported in the district’s annual monitoring report(s). Some service-learning efforts may have charitable giving components.
Personal Accomplishment
Within West Fargo Public Schools, the term personal accomplishment is used to identify when a learner is recognized by an external entity for efforts completed on their personal time and not associated with on their role as a West Fargo Public Schools learner.
School-Based Accomplishment
Within West Fargo Public Schools, the term school-based accomplishment is used to identify when a learner is recognized by an external entity for efforts completed and associated with their role as a West Fargo Public Schools learner. Such efforts may be required for graduation, course credit, as a participant in a school-affiliated activity or club, or in recognition of academic or athletic achievement with a district school.
Learner Recognition & Award Ceremonies
Recognition of Personal Accomplishment
When a learner is recognized for a personal accomplishment, neither the school nor the district can help facilitate a presentation or promotion of the effort, including allowing the use of classroom time to present/acknowledge an award, or generally use any district or school resources. Acknowledgement is allowable, at the discretion of the building administrator, through existing school communication methods like the newsletter. If use of district space is desired to recognize the learner, administrative policy ABBB-AP: Use of District Facilities for Other than School Purposes applies.
Recognition of School-Based Accomplishment
In the event the learner’s effort(s) are considered a school-based accomplishment, the school and/or district may facilitate recognition (press release, award presentation, social media coverage, media coverage, etc.) in conjunction with the benefiting or sponsoring external entity. In doing so, best efforts are to be made to present the award or conduct recognition during a learner’s lunch period, study hall, or other non-instructional time in an administrative space (office, conference room, etc.). Participation in such events should be limited to the receiving learner(s), their immediate family, teacher/advisor/administrator/coach, and external entity representatives. In very rare instances would a larger event be appropriate. The goal is to diminish the interruption of instructional time for the learner and staff, as well as eliminate unnecessary disruptions for other learners and to general building operations, while acknowledging the learner’s contributions.
Charitable Giving to External Entities
District groups (schools, departments, teams, organizations, classrooms, etc.) are encouraged to support the community as our community provides substantial support to the district. When choosing to participate in charitable giving, district groups are to select external entities whose mission resonates with their stakeholders; such research should be completed by learners, staff, administrators, or event hosts prior to making a final selection.
A district facility or school is limited to no more than three charitable giving events per academic year at the building level. Additional charitable giving requests at the grade, academic team, or academy level must be approved by the building principal. Such events can solicit charitable donations from learners, staff, families, and/or the community on behalf of the external entity.
An external entity may be the recipient of a charitable giving event only once per academic year, per school.
Activities Department & Learner Organizations
In conjunction with administrative regulation ABCAA-AR1: District Brand Style Guide, a team (athletic, organization, club, and/or cocurricular) is allowed one charitable event (Dig for the Cure, Cancer Awareness, etc.) per season.
In the event a team wishes to hold a charitable event, any additional competitive gear (uniforms, warm-ups, etc.) must be provided through a full product donation. No district funds (inclusive of fundraising dollars associated with the team or organization) can be used to purchase such gear.
Any such gear cannot be a color from the school’s color palette and must be branded according to the cause (ex: pink for breast cancer awareness, purple for Alzheimer’s, etc.).
PTAs, PTOs, & Booster Clubs
Schools may have one PTO, PTA, and/or booster club officially recognized by the district. At the secondary level, each middle school and each high school has one official booster club: West Fargo Packer Backers, Sheyenne Mustang Boosters, and Horace Hawk Boosters. Legally, these are external entities and not a direct affiliate of West Fargo Public Schools or their associated school building, and thus the limitations set forth in this policy need not apply to such entities.
A PTO, PTA, or booster club may participate in charitable giving activities at their own discretion. Approval by the building principal and, when applicable, the activities director, should be sought when the school’s or district’s resources, name, and/or brand are to be utilized. When such events are approved, building administration may promote them as if they are building-sponsored (in the school newsletter, on school social media accounts, via email, etc.) in addition to district-level promotion with the Public Relations Department.
Fiscal Management
The use of district funds to support or implement charitable giving events is strictly prohibited.
If funds or donations are solicited, they are to be delivered directly to the benefiting external entity outside of district processes and resources. All donation deliveries must occur within five business days of the event’s culmination. Donations deposited into a district account become property of the district and must comply with district purchasing, accounting, and advertising procedures.
Advertising & Communication
When conducting a charitable giving event, it is the responsibility of the district group to communicate the purpose and mission of the event and the event’s recipient. District groups may advertise the charitable giving events they are hosting, as appropriate, to their respective learners, staff, families, and the community, with the expectation that any donation is completely voluntary.
District groups may only advertise the charitable giving events they are hosting (no more than three per year for a school/facility; no more than one per season for a team/organization), and as approved at the grade, academic team, and academy level); district time, resources, and voice may not be used to promote any other opportunities or events sponsored by the external entity.
External entities wishing to advertise charitable giving events, programs, or opportunities that are not a collaborative effort with the district, must do so with the Public Relations Department and in accordance with administrative policy KAAD-AP: Distribution & Posting of Non-Curricular Material in School.