Colorado Springs School District 11

Inspire Every Mind

  • schoolfund

    Guide and Definitions for Visitors and Fundraisers

    POTENTIAL VISITORS could include: 

    • Volunteers: individuals, businesses and community organizations that provide time, talent and/or resources to schools or the district.

    WHO do I contact for information? – Volunteer Services & Community Partnerships – Janit Pollard 520-2202 or Janit.Pollard@d11.org

    • Must complete a Volunteer Registration form
    • Must check in at school office
    • Must log hours
    • Must submit to a preliminary background check or extensive background check if accompanying students on an overnight field trip or working with students unsupervised by a District 11 employee 
    • Classroom Enrichment Speakers/Presenters (two types): individuals who provide topical information to students in a classroom or host a field trip or career exploration shadow.
    • Paid Speakers: require the completion of a Consulting Agreement with a Certificate of Insurance and W-9 form attached.

      WHO do I contact for information? – Procurement & Contracting – 520-2068
    • Volunteer Speakers: registered with Volunteer Services – do not complete the general Volunteer Registration form

      • Teachers should schedule through Joan Sousa, Volunteer Services & Community Partnership
    • Teachers scheduling the speaker themselves need to provide Joan with date, time, speaker's contact information – name, organization/business (if applicable), email, telephone, mailing address, grade, number of students, and topic.  Also a description of any risk related concerns; example use of or presentation of animals.

      • Joan creates a confirmation email that is copied to teacher, volunteer speaker, and administrative assistant.

        WHO do I contact for information? – Volunteer Services & Community Partnerships – Joan Sousa 520-2302 or Joan.Sousa@d11.org
         
    • Vendors (two types):
    • Vendors: individuals who provide services should sign in as VISITORS so there is a record of their visit. (Examples include but are not limited to, individuals replenishing vending machines, delivering items/food, etc.)

      WHO do I contact for information? – Procurement & Contracting – 520-2068                         
    • Fundraising Vendors: individuals representing businesses/organizations wishing to promote their products or programs to administrators/staff must check in with Volunteer Services & Community Partnerships. Their approval to contact schools is a Fundraising Privileges Memorandum (formally known as the Visiting Privileges Letter) issued by CSSD11 Volunteer Services.  The vendor is responsible for providing a copy to the school and a copy is also available online at District 11 Volunteer Services website.  These vendors are invited in at the principal's discretion. These individuals should sign in as VISITORS so there is a record of their visit.

      WHO do I contact for information? – Volunteer Services & Community Partnerships – LouAnn Dekleva, 520-2203 
       
      Fundraisers:

    WHO do I contact for information? – Volunteer Services & Community Partnerships – LouAnn Dekleva, 520-2203 or LouAnn.Dekleva@d11.org

    • External fundraiser: involves a fundraising organization/business to benefit the District 11 group/school and the fundraising organization/business. Approval required through Volunteer Services & Community Partnerships. Fundraising Privileges Memorandum (formally known as the Visiting Privileges Letter) documents this approval. Fundraisers conducted by PTO/Booster Clubs: must go through the normal external fundraiser procedures.
      • Fundraisers conducted by PTA: engaging with an external fundraiser/vendor that is holding an activity at a District 11 facility needs to request a Certificate of Insurance or provide PTA's Certificate of Insurance to the school naming District 11 as Additional Insured for that event. PTA also needs to inform Volunteer Services and Community Partnerships of the fundraiser and provide a copy of the Certificate of Insurance to be kept on file. (i.e. school carnival held by PTA on District property requires a Certificate of Insurance from PTA)
    • Resell fundraiser: to sell items that a school purchases for profit.  Sales tax must be collected, reported and remitted when applicable.
    • Internal resell fundraiser: companies do not visit the school to actively promote or sell their product.  Examples are pencils, t-shirts, lollipops, plants etc.  No approval is required by Volunteer Services and Community Partnerships. 
    • External resell fundraiser: companies actively promote or sell their product and will need to be approved with a Fundraising Privileges Memorandum (formally known as the Visiting Privileges Letter) by Volunteer Services and Community Partnerships.  Examples are chocolate bars, butter braids, jack links, student art, water bottles, thermos cups, etc. 

     ADDITIONAL FUNDRAISING INFORMATION 

    WHO do I contact for information? – Volunteer Services & Community Partnerships – LouAnn Dekleva, 520-2203 or LouAnn.Dekleva@d11.org

    • Internal fundraiser: conducted by a school club/organization/sport to raise funds for a specific project/program. These fundraisers do not involve an outside vendor. No approval from Volunteer Services & Community Partnerships is required. (Examples: hat day, PJ day, drama club, etc.) If one of your school "clubs or fees" is not listed as a board approved fee, it needs to be treated as an internal fundraiser. The board approved fees can be found in policies JQ-E-1 through JQ-E-4.
    • Fundraisers for Nonprofit Organizations: solicitations for funds to benefit a nonprofit organization shall require prior approval through Volunteer Services & Community Partnerships.   

      The nonprofit organization must provide:
          • IRS documentation of their 501(c)3 status
          • Description of the organization mission, vision and services
    • Online Fundraiser: My School Bucks is currently the only approved online fundraising company

    WHO do I contact for information?  My School Bucks questions: Fiscal Services – 719-520-2046

    Other questions: Volunteer Services & Community Partnerships –

    LouAnn Dekleva, 520- 2203 or LouAnn.Dekleva@d11.org

    • Current online fundraisers not approved include but are not limited to: 
            • Gofundme.com
            • Fundforteachers.org
            • Booktix.com
            • Showtix4u.com
            • Payforit.net
            • Yankeecandles.com
            • Schoolstore.com
            • Mylocker.net
            • escrip.com
            • Paypal.com


    Other Terms & Definitions 

    Board Approved Fees: are student fee schedules to include not only those fees that are collected for the benefit of the District's general fund, but also fees that are charged and collected for the benefit of schools' individual activity accounts. (Please refer to policies JQ, JQ-E-1, JQ-E-2, JQ-E-3, JQ-E-4) 

    Consultant Agreement: is a contract between the District and an independent entity to provide professional services to the District, which a District Employee cannot provide, and for which the District will provide monetary payment.

    WHO do I contact for information? – Procurement & Contracting – 719-520-2068

    • Principals have authority to contract up to $500
    • Contracts above $500 must be sent to Procurement & Contracting
    • Must be accompanied by a Certificate of Insurance (as defined) and a W-9 form (as defined) 

    Certificate of Insurance: documents the community organization's insured coverage. The District requires $1,000,000 general liability ($2M if they have direct contact with students) and naming Colorado Springs School District 11 as Additional Insured.

    WHO do I contact for information? – Risk Related Services – Rick Stull, 520-2164 or Rick.Stull@d11.org

       Volunteer Services & Community Partnerships – LouAnn Dekleva, 520-2203 or LouAnn.Dekleva@d11.org      

     Smart Snack Waiver- The link is: https://www.d11.org/Page/2071                                                               

    W-9 form: an IRS form is used by companies and individuals which certifies the taxpayer identification number (TIN) and used for purposes of tax reporting. The District must have a verified W9 on file before paying a vendor. Due to Colorado PERA information requirements, the District prefers vendors to use the District's substitute W9 which is located on the Intranet under Forms, Accounting: http://intranet.d11.org/Pages/Forms.aspx

    We are often asked to provide the District's W9 when being paid and this can be provided by contacting Fiscal Services.

    WHO do I contact for information? – Fiscal Services – 719-520-2046 

    Sales Tax: when departments and schools sell items (like a store) to students, teachers, or the general public, appropriate county and city sales taxes must be collected, reported and remitted. The current combined sales tax rate to be collected is 4.35%. Please contact your Admin. Asst. / Business Sec. for additional information if selling items.

    WHO do I contact for information? – Fiscal Services – 719-520-2046

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