Any fundraising activity deemed sponsored by OHVA must be properly approved and conducted in accordance with this policy and applicable laws.
General Policy
Any donation requested in a fundraising activity must align with the School’s educational plan, educational philosophy, IT systems, and Board policies. Donations shall be solicited in a respectful manner and without pressure. Prior to utilizing a company’s services, organizers of any fundraising activity will thoroughly research any company participating in the fundraising activity and provide that research as part of the approval process. All donations (in the form of money, goods, or otherwise) become School property immediately upon acquisition. Anything purchased with donated funds is deemed School property and not the property of any staff member, teacher, student or group.
Approval of Activities
All fundraising activities must be approved by the School. Approval must be obtained from the Head of School or administrative designee prior to the start of the fundraising activity. Any approved fundraising activity that fails to comply with this policy after approval shall be immediately discontinued and an accounting immediately performed. Any employee of OHVA who engages in improper conduct while engaged in fundraising activities will be subject to disciplinary action up to and including termination. Similarly, any OHVA student who engages in improper conduct while engaged in fundraising activities will be subject to disciplinary action.
Communication of Fundraising Activities
Fundraising organizers utilizing school name, logo, or other insignia as part of the fundraising campaign, should be mindful of maintaining the School’s positive image and reputation. The School shall have the final decision-making authority with respect to its name, logo or other insignia.
Recording and Deposit of Donations
The School is responsible for ensuring that all donations received by the School are properly recorded and deposited in a timely manner. All donations will be inventoried or deposited immediately by school administration. Deposits will be made through the School’s Designated Fiscal Officer/School Treasurer.
Reporting Requirements
The School will comply with any required reporting associated with fundraising activities including the maintaining of records for a minimum of three (3) years. Accurate, timely and complete documentation of income and expenses, including cash, must be maintained.
Restricted Actions
No individual will be reimbursed directly from the proceeds of any fundraising activity. Any individual requesting reimbursement of expenses related to fundraising will use the School’s regular request for reimbursement process. No services that send donations to an individual teacher or staff member will be used. All donations must be made directly to the School. Any activity that violates FERPA or IDEA, or any other applicable law is strictly prohibited.
Compliance with Laws
The School will comply with all applicable laws governing any fundraising activity. School administration will ensure that fundraising activities do not violate FERPA or any other student confidentiality law, regulation, or policy. The Head of School may approve a fundraising activity including a raffle but only if such is in compliance with ORC 2915.092 and other applicable rules and regulations regarding raffles. The Head of School shall not approve any illegal raffles.