Fundraising Policy

VCA FUNDRAISING POLICY [October 2021]

Fundraising by Student Organizations/Clubs

• The VCA Fundraising Approval Form (available in the Division Offices) must be completed by:

• First Semester Activities - Forms due by September 10

• Second Semester Activities - Forms due by February 1

• All student fundraising activities must be approved in advance by the Division Principal and Superintendent.

• A VCA employee must be assigned to supervise student fundraising activities.

• Participation by students is voluntary.

• Any student activity related to the fundraiser must not be excessively demanding of student or staff time.

• Neither students nor staff can miss instructional time to plan or implement fundraising activities without the permission of the Division Principal.

• Students may participate in fundraising activities during non-instructional time, such as lunch periods and before and after school.

• The supervising employee is responsible for overseeing the collection, turning in proceeds to the Finance Office, and disbursing funds if necessary.

• VCA employees who supervise a fundraiser must:

• Deposit all funds collected to the Finance Office daily

• Maintain a detailed record of all income and expenditures

Fundraising by School-Affiliated Organizations

The only school-affiliated organizations recognized by Village Christian Academy are the VCA Parent Teacher Organization (PTO) and VCA Athletic Booster Club.

• The Superintendent must approve all fundraising via School-Affiliated Organizations.

• Participation by teachers, staff, and students is voluntary.

• All fundraising initiatives must have a specific and designated purpose (e.g., funding new playground equipment).

• All fundraising activities must identify a specific financial goal along with the designated use of the funds to be raised (e.g., $10,000 to support teacher professional development).

• All designated funds must be utilized for the purpose or purposes for which the funds are raised.

• All fundraising initiatives must direct potential donors to a document or webpage that includes the following statement:

  • “Contributions are solicited with the understanding that Village Christian Academy (VCA) has complete discretion and control over the disbursement of donated funds. Any funds that exceed established campaign goals will be designated to the General Fund of the [School-Affiliated Organization]. VCA is a non-profit ministry of the Village Baptist Church, Inc., Federal I.D. #56-0790811.”

  • Note that the above statement must be legible, but may appear in as small as 7 point font.

• VCA students, parents, and employees may make distribution requests to the PTO of non-designated funds.

• PTO / Booster Club officers are charged with the management of the donated funds and may approve or disapprove requests made for disbursement.

• Once funds are secured through fundraising initiatives, all disbursements (other than direct expenses related to operating the fundraising initiative) must be approved by the Superintendent prior to distribution.

Solicitation of Funds for Humanitarian or Charitable Organizations

Fundraising may be conducted to benefit humanitarian or charitable organizations or purposes only as follows:

• The fundraising activity or charity drive must be sponsored by a school club or student organization and approved by the Division Principal and Superintendent.

• A VCA employee must supervise the activity or drive.

• Participation in or donation to any fundraising activity will be optional.

• 100% of items or funds raised for external charitable or humanitarian organizations (food pantries, homeless shelters, etc.) must go to that charitable organization.

Fundraising via External Organizations

Fundraising conducted through partnerships with other organizations and companies (e.g., local restaurants, retailers, etc.), where a portion of sales and purchases benefit VCA, must comply with the following:

• The Superintendent must approve all fundraising via an external organization.

• Only the Superintendent or the CFO may enter into a contract, sign agreements, or set up accounts on behalf of VCA with an External Organization.

No agreements may be entered into with organizations that limit the activities and practices of VCA, or are not in accordance with the beliefs and values of VCA (e.g., the Amazon Smiles program requires participating non-profits to sign a statement of beliefs that is not in accordance with VCA beliefs and practices).