Administrative Procedure 506: Awards and Scholarships for Students
Related References
Administrative Procedure (AP) 116 Distribution of Materials from Outside Organizations; AP 120 External Collaboration Protocol; AP 503 Accounting
1.0 Purpose
This administrative procedure outlines the processes to be followed for donations of student awards or scholarships received by Avon Maitland District School Board, both long-term and short-term.
This administrative procedure outlines the processes to be followed for donations of student awards or scholarships received by Avon Maitland District School Board, both long-term and short-term.
2.0 Definitions
2.1 Long-term: A long-term award is defined as an award or scholarship given in perpetuity, or for multiple award periods (more than two years). The award amount is either (a) interest derived from the investment of the original donation which cannot be used as any part of the award; or (b) principal plus interest earned distributed over the life of the award.
2.2 Short-term: A short-term award is defined as a one-time award or scholarship, or an award or scholarship donated annually by the donor where there is nothing forcing the donor to contribute annually in the future.
3.0 Procedures
3.1 Acceptance of Awards or Scholarships
3.1.1 The Director of Education or designate must review the proposed terms and conditions of all long-term awards/scholarships before the award/scholarship is accepted and distributed.
3.1.2 Student awards of a short-term nature may be accepted by the principal where the award is to be given to pupils of one specific school, or the Director where the award is to be given to pupils of more than one school.
3.1.2 Student awards of a short-term nature may be accepted by the principal where the award is to be given to pupils of one specific school, or the Director where the award is to be given to pupils of more than one school.
3.2 Management of Funds
3.2.1 Awards and scholarship funds are to be managed according to procedures established by the Superintendent of Corporate Services.
3.2.2 All funds requiring an income tax receipt are to be forwarded to the Education Centre to be managed by and accounted for by the Financial Services Department.
3.2.2 All funds requiring an income tax receipt are to be forwarded to the Education Centre to be managed by and accounted for by the Financial Services Department.
3.3 Income Tax Receipts
3.3.1 As a registered charity, Avon Maitland District School Board (“AMDSB”) accepts and receipts donations for scholarships and awards for commencements and graduations.
3.3.2 Donations made to support student education, in ways other than scholarships and awards, are also eligible for charitable income tax receipting and are covered by procedures outside of this Administrative Procedure.
3.3.2 Donations made to support student education, in ways other than scholarships and awards, are also eligible for charitable income tax receipting and are covered by procedures outside of this Administrative Procedure.
Revised June 2025