Fundraising 

Guidance provided from Boyd Perkins May 2018, approved by Dr. Nold.  

Note: the information references marching band and show choir, however, jazz band, concert choir, etc applies.

Policy JJH-R | Student Travel

There is currently a $300 limit for “Activity Travel” and “Extended District Curriculum Travel.”  See policy below. This does not apply to “Rotational Travel” which is its own separate activity.  Currently marching band and show choir are providing fundraising goals to students.  This is OK but you are not allowed to ask them to raise over $300 per student for “Activity Travel” expenses.   These additional travel expenses are  travel which exceeds your “equity travel” allotment.  BOA for example.

You can raise funds for other operating expenses which exceeds the $300 travel amount.

A student may not be excluded from participation for not meeting the fundraising goals.  We can not have a pay to play situation per policy. 

WARNING (and I mean this in the most supportive of intentions) – if you get into a situation where the fundraising goal is excessive and people start to complain, this could turn into a situation where a policy is put in place at the district level by school board action. One rogue program could in essence significantly limit all programs.  Please use fiscally conservative approaches and keep your fundraising goals as low as possible and work with students who are unable to meet the goals.  I am also very concerned you may be unknowingly losing students who see the goals as a roadblock to participation. 

 2. Activity Trips

An activity trip is part of a school sponsored extracurricular activity, club, sport or an event sanctioned by the South Dakota High School Activities Association (SDHSAA). The SDHSAA travel rules must be adhered to except when the Board has identified additional requirements.

A.    Approval Process:

A minimum of three weeks before the start of each semester or season the activity sponsor, advisor, or coach shall submit to the principal or designee for 

approval a list of all in-district and out-of-district travel related to the activity, club, sport, or SDHSAA sponsored events. Requests for music groups to travel to 

non-bordering states must be accompanied by a completed application to the SDHSAA for approval of out-of-state music contest/festival travel. The principal 

or designee shall give written approval to the travel schedule. A copy of the signed approved travel schedule and pertinent SDHSAA forms shall be forwarded to 

the appropriate Curriculum Services Department coordinator.

B.    Duration of the Activity Trip:

Whenever possible, activity trips should be restricted to one-day trips and should occur during the evening or on weekends or vacation periods. No more than 

three overnight trips per activity group per semester or six overnight trips per school year may occur.

C.    Transportation:

If commercial transportation is used, it must be provided by the District’s contracted carrier.

If the school arranges private vehicle transportation, an insured parent/guardian/teacher (adult over 21 years of age) must drive each vehicle.

Adult drivers must be an approved unsupervised volunteer and provide a valid driver’s license and proof of liability insurance to the building principal/designee at least five days in advance of the trip. Students may not be transported in vans or other personal vehicles with a capacity rating of ten or more persons.

Students must travel with the class/group/team to and from the event in whatever transportation has been arranged by the school. In extenuating circumstances a student may travel to and/or from the event with his/her own parent/guardian if a written request has been submitted in advance and approved by the building administrator or designee. The parent/guardian must check in with the building administrator/designee prior to leaving the event. A student may ride only with his/her parent/guardian.

When an activity trip requires students to both leave and return to the school building the same day during instructional hours, the school must arrange transportation.

At the high school level, a school is not required to arrange transportation for an activity that starts prior to, or ends after, the school day, when the event is within 15 miles from the District. In such circumstances, parents/guardians will be informed that the school will not provide transportation.

D.    Chaperone Requirement:

At least one chaperone per 10 students must accompany students on activity trips. For overnight trips male and female chaperones (adults over 21 years of age) are required when male and female students are involved. (See Regulation IJOC-R – School Volunteers for overnight chaperone requirements.)

E.    Student Approval Forms:

Parents/guardians must receive notification about any activity trip. A signed parent/guardian consent, medical waiver, and waiver of liability form must be on file for activity trips.

F.    Fundraising :

Students may be asked to defray some costs associated with an Activity Trip. These costs may be financed through student fundraising. An individual fundraising goal will be set each year per activity, not to exceed $300 per activity. The goal will be for each student to earn enough money through fundraising to meet the established goal. If a student chooses not to participate in fundraising, a donation may be given instead. No student shall be denied participation in an Activity Trip for a financial reason. Funds must be available in each building (through the booster groups and fundraising) to provide assistance for students who do not reach the goal through fundraising and/or donations.

Expenses for meals are an individual student’s responsibility.