Support Organizations: Annual Policy Review, Goals & Financial Reporting

Support Organizations: Annual Policy Review, Goals & Financial Reporting

DUE: October 1, 2024
IMPORTANT NOTES:
- This form is for existing organizations. Any NEW Support Organization seeking approval should complete the new organization application.
- The purpose of this form is assist support organizations (Boosters, PTO, etc) with compliance of school district policies as well as the annual review process required by district policy.
- The submitted information will be reviewed annually by the Superintendent and the School Board, as required by the Board's policy.
- The SUBMISSION DEADLINE for existing organizations for the 2024-25 school year is October 1. If you need more time, we'll work together - please communicate.
FAQ:

Who should complete this form on behalf of the organization?

The organization President should complete and submit the form, including financial documentation their Treasurer provides them.

May the support organization be led by officers who are also employees of the school or program being supported (Coach, Teacher, etc.)?

Yes! But, not Treasurer or an authorized signer of checks

Employees of the district are encouraged to be actively involved as members of support organizations but the IRS prohibits authorized signers for the bank account of a support organization to also be an employee of the specific organization being supported.

This is ok: Mrs. Doe teaches 3rd grade at an SCSD2 elementary school and she is the Treasurer of a high school parent booster organization.

This is NOT ok: Mrs. Nice is an Asst HS Coach and the Treasurer of the HS parent booster organization supporting that same team.

The above is important to keep in mind as officers are nominated/elected.

If the current situation of your support organization fits the "NOT ok" category, we'll work through it together - complete and submit this form accurately and the school district will work with you to make adjustments without causing chaos in your organization. Don't panic, we're all on the same team.

Are these new policies for 2024-25?

No. All policies referenced herein are existing, not new. However, the annually-required information had not previously been collected and reviewed in this same way, so the procedures are new.

Where are the policies located and who should be familiar with them?

The policies are located in an online platform that is publicly accessible. Use the following link to access all policies referenced on this form: SCSD2 Board Policies (see policy 9211). Each officer of your organization should become familiar with the policies and your organization as a whole can be educated by those officers, as needed.

Who do we contact with questions about this form or the policies referenced on this form?

For assistance with this specific form or the requirements, contact Mr. Chris Routt, CFO, at 812-752-8935 or croutt@scsd2.k12.in.us
Organization Information
Name of Organization *
Organization's EIN # (IRS tax identification #)*
All support organizations must obtain and maintain a unique tax identification number. If the organization does not have an EIN #, complete the IRS SS-4 form and submit to the IRS. In this field, confirm it was submitted to the IRS and the date it was submitted. The school district's Tax ID cannot be used by the organization because the district does not control the organization's funds.
Has the organization applied for and obtained tax-exempt status as a public 501(c)(3) charitable organization? *
This is crucial for any support organization seeking donations. Without the 501(c)(3) status, any donations or contributions to the organization are not tax deductible for donors. TIP: visit irs.gov and pursue the Form 1023.
Local PRESIDENT of Organization*

First NameLast Name
Email Address of PRESIDENT*
example@example.com
Phone Number of PRESIDENT*
Please enter a valid phone number.
Local TREASURER of Organization*

First NameLast Name
Email Address of TREASURER*
example@example.com
Phone Number of TREASURER*
Please enter a valid phone number.
Any additional officers should be listed below, including their name/email/phone

Acknowledgement of Requirements & Policy
In using the name of the District or its schools and in organizing a group whose identity derives from a school(s) of this District, the parental organization thereby shares responsibility with this Board for the welfare of participating students.*

Yes, I acknowledge and agree.
Each approved District support organization shall work within the appropriate school setting and in cooperation with the principals and other staff members. Each group will submit its bylaws to the Superintendent for approval and shall abide by the policies of the Board and the guidelines established by the Superintendent.*

Yes, I acknowledge and agree.
The Board relies upon approved District support organizations to operate in a manner consistent with public expectations for the schools and reserves the right to withdraw sponsorship from organizations that violate the bounds of community taste.*

Yes, I acknowledge and agree.
By the end of June of each year, each District support organization shall submit its tentative goals and objectives along with its fundraising plans for the next school year to the Superintendent for review by the Board. Should the goals and objectives or fundraising plans change during the school year, the Superintendent is to be advised before any final revisions are made. NOTE: The "end of June" referenced above will instead be August 25 for 2023, but the June deadline will apply in 2024.*

Yes, I acknowledge and agree.
Fundraising activities must be in compliance with Board policies, including Board Policy 5830, and that the funds are used for school-related projects that have the approval of the Superintendent and appropriate building administrators.*

Yes, I acknowledge and agree.
The supporting organization is required to submit an annual accounting of the organization's receipts and expenditures each year.*

Yes, I acknowledge and agree.
The supporting organization is responsible for being aware of, and communicating to its organization members, all policies and requirements. The acknowledgements on this form represent only some key topics and the actual policies referenced and linked should be accessed by the organization.*

Yes, I acknowledge and agree.

UPLOAD REQUIRED DOCUMENTATION

All of the following are required by policy of each organization, each year.
BYLAWS: Upload the most up-to-date bylaws of the organization*

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GOALS/OBJECTIVES & FUNDRAISING PLAN: Upload the organization's goals/objectives AND the fundraising plan for the year*

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RECEIPTS/EXPENDITURES: Upload the complete bank statements for each month beginning July of last year through June of this year*

Alternative: A produced file with essentially the same information as bank statements - 12 months' detailed receipts, expenditures, beginning and ending balances of each month, account name, and bank name.
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Any additional information or comments you wish to share
Should be Empty:

Support Organizations: Annual Policy Review, Goals & Financial Reporting

Organization Information

Acknowledgement of Requirements & Policy

UPLOAD REQUIRED DOCUMENTATION