Administrative Procedure 321: Fundraising - Students

Legal References

Education Act: Section 265 (1) (j) Duties of Principal: Care of Pupils and Property; O. Reg. 298 Section 25 Canvassing and Fund-Raising; Alcohol and Gaming Commission of Ontario Act and Regulations

Related References

Administrative Procedure (AP) 113 School Councils; AP 116 Distribution of Materials from Outside Organizations; AP 513 School Generated Funds (Accounting Procedures)

1. Definition of Fundraising

Maitland District School Board’s (AMDSB’s) administrative procedures, resulting in the direct solicitation of funds in the name of a school through sponsorship/donor activities and/or the sale of products and services as approved by the school principal in consultation with and upon the advice of the school community. Such activities may take place on or off school property.

2. Fundraising in Schools

2.1. The Director of Education and district staff members recognize that school-initiated canvassing or fundraising activities to support appropriate charitable organizations, community organizations or to improve the school learning environment, within the guidelines established by district administrative procedures, can serve as valuable learning experiences for students. Such activities are allowed in the schools of AMDSB.

2.2. The Director of Education has the responsibility to ensure that:

2.2.1. Canvassing or fundraising activities are planned and authorized so that the safety of students is maintained;
2.2.2. Fundraising activities are developed and organized with advice and assistance from the school community, including students, staff, parents, and community organizations;
2.2.3. Appropriate safeguards are in place regarding the collection, deposit, recording and use of public funds; and
2.2.4. All funds raised and disbursed are recorded in accordance with Public Sector Accounting Board (PSAB) standards and the board’s Administrative Procedure 513.

2.3. The Director of Education delegates to school principals the responsibility of determining which fundraising projects may be undertaken at their respective schools consistent with the:

- Administrative procedures of the board;
- Municipal, provincial, and federal legislation; and
- Ministry of Education regulations, directives, and guidelines such as the School Food and Beverage Policy, Equity and Inclusive Education Strategy, Facility Partnership Guideline, and the Broader Public Sector Procurement Directive.

3. Expectations for all Groups

3.1. The Intention of Fundraising
Funds must be raised for school purposes and the direct benefit of students. These funds are intended to compliment, not replace, public funding for education.

3.2. Communication and Involvement

3.2.1. Annual fundraising plans must be submitted to and approved by Financial Services as per AP513. The plan will be consistent with the school board’s strategic priorities while acknowledging the diversity, values and priorities of the individual school communities, Plans will be shared with the school community (i.e. students, staff, parents, school councils, and community organizations) on an annual basis.

3.2.2. As responsible members of their communities, it is important that school fundraising groups consult the school community to ensure coordination of community fundraising activities.

3.2.3. The maintenance of good public relations with the community is a key requisite and core expectation of any fundraising activity.

3.2.4. Participating in fundraising activities is strictly voluntary. Participants cannot be subject to penalties or denied any benefits if they choose not to participate.

3.2.5. When selecting fundraising activities, care should be taken to limit/minimize the impact on classroom time for staff and students, and administrative time for principals and support staff. Principals must review the timing and frequency of fundraising activities, along with the following when determining their annual fundraising plan:

- - Evaluate the expected impact of the fundraising event.
    - Is the fundraiser the one with the greatest profit potential compared to the time required of staff/students/volunteers?
    - How many other fundraisers is the school organizing for that same time?
    - What non-fundraising deadlines exist for staff?
    - Do you need the volume of fundraisers proposed or would fewer fundraisers still garner the same proceeds if communicated in advance to the school community?
    - The proposed time of year taking into account major schools events (e.g. EQAO, report cards, October/March count dates, end of semester, etc.), holidays, and community activities (e.g. events, community group fundraisers, etc.) that would impact the ability of the community to support the fundraiser.

3.2.6. Approaching local businesses to supply goods and/or services as part of any fundraising project is acceptable, however, care must be taken to ensure that a fundraising activity does not result in any staff or volunteer benefiting materially or financially from the activity.

3.3. Safety

3.3.1. Concern for age-appropriate activities, safety of students, and consideration for the community requires that canvassing, sales or solicitation of donations not be permitted by students under Grade 4 in public locations or on a door-to-door basis unless under direct supervision of the student’s parent or guardian. Parental/guardian consent is required for all other students participating under the age of eighteen (18). 3.3.2. AMDSB is committed to the protection of personal and confidential information. The personal information of staff, students or other individuals should not be shared for the purposes of fundraising without prior consent. The use of personal information by school boards is governed by the Municipal Freedom of Information and Protection of Privacy Act.

3.4. Compliance and Accountability

3.4.1. All those involved in the fundraising activity must ensure compliance with all relevant school board administrative procedures. These procedures serve to support and protect staff and volunteers from legal liability and mitigate the risk of loss to the school board through practices promoting accountability for the handling and management of the proceeds raised.

3.4.2. Any fundraising activity that involves the sale of food and beverages on school premises must comply with the school board’s administrative procedure on food, beverage, and nutrition.

3.4.3. When goods or services are being sold to the public in a fundraising venture, the principal will ensure that the public is getting fair value for money paid.

3.4.4. All funds collected and disbursed by means of fundraising are subject to the board’s regular audit and accountability requirements which include cyclical internal reviews and the external audit of school financial records as part of the school board’s financial statement audit.

4. Capital Fundraising

4.1. When schools are planning and selecting capital projects which will be supported in whole or in part by fundraising activities the principal must consider:

- Completion and approval of the Capital Fundraising Plan Template;
- Requiring a viability review that examines alignment with the school board’s overall capital priorities and planning processes, the school improvement plan, and Ministry of Education priorities;
- Analyzing costs for future maintenance and repairs; and
- Restrictions related to conflict of interest and procurement policies.
  In order to ensure that the planning of capital projects supported by school generated funds will comply with the above requirements, the school should consult with Financial Services regarding the appropriateness of the fundraising initiative, the Facilities Department regarding the appropriateness of the capital project and its impact to the school building/property, and the Senior Business Official to ensure compliance.

4.2 Capital projects supported by fundraising processes cannot:

- Result in an increase in the student capacity of a school;
- Impact other regulations or requirements; or
- Result in a significant increase in school or board operating or capital costs.

Revised June 2025

321 Fundraising - Students