Money/Funding Processes

• Thresholds - There are thresholds for what PTSA,  Foundations, and Booster Clubs can fund. When embarking on the fundraising path, collaborate with your principal to learn the latest regulations. MCPS Division of Capital Planning will also be a source of information of what projects can be funded and what cannot (for those projects involving adding/removing walls, infrastructure, etc.). Regardless of where the money originates, once it comes into MCPS,  we must follow all of the policies and regulations thereafter. It is not a project controlled by the donating group; it is an MCPS project.

• Use of IAF funds

  • For amounts equal to or exceeding $1500 require MCPS Form 281-55  is for use of Independent Activity Funds (IAF) equal to or exceeding $1500 and is to request approval to commit funds for purchases that require higher level  (Chief Financial Officer) 

• Exception Request to Use Materials/Textbook Money for Equipment/Furniture Purchases 

  • MCPS Form 410-Schools should use this form to request approval for an exception to use MCPS operating fund allocations for restricted purchases such as equipment or furniture.  The principal must verify that use of these funds will not negatively impact the ability of the school to provide all required instructional materials needed to implement the curriculum for the current fiscal year. Approval is from the Chief Financial Officer.  Consider the implications when embarking down this path.

• • Online Fundraising - Opportunities for the community to fund worthwhile school projects may be posted to the many online services; however it is critical that MCPS policies and regulations are followed and efforts align with school priorities. Principals should review these carefully so that solicitations are not posted for items that the school should be providing, that any equipment received meets the requirements for donated equipment and is recorded as MCPS property, and that long-term considerations such as operating supplies and replacement are considered. 

  • Also see "Funding" page of this site

Changes to Facilities Processes

• MCPS 230-27: Facility Project Request Form if school is requesting additional electric outlets and/or drops to be installed.  This form will also be used for other proposed project requests.  Note: the funding source you can check the box "funding source not identified" if you are not sure of where the funding will come from. The Department of Facilities Management will provide a cost estimate after receipt of request. The form must be approved and signed by the building principal.  It is recommended that you contact School Library Media Programs with your proposal so they can provide guidance. INSTRUCTIONS: Please complete this form and sign electronically. The completed form should be saved to your desktop (or desktop folder) and then emailed to FPR@mcpsmd.org.

• MCPS Division of Maintenance -  website

  • How Division of Maintenance Helps Schools & Offices - Slides 21  address maintenance and repair and slide 22 addresses minor Renovation or alteration (new work). Work with your principal and building services manager if you feel you have a project that aligns with the division's work. 

  • All schools and facilities are supported by one of three respective maintenance depots: Bethesda (BMD), Clarksburg (CMD), or Randolph (RMD). In addition, the MCPS Facilities Maintenance Depot (SGD) provides centralized and specialized support to all schools. All schools use the "Maximo" maintenance work order system to submit maintenance requests. 

  • Customer Service Quick Reference