Question: We currently have a procedure in place that any student club or organization is required to submit a request to carry over more than 20% of the total revenue received in the school year. We were wondering what your suggestion would be on how to handle a school that does not obtain the required approval and has a carryover amount in excess of the 20%. I have researched everywhere and have only found that a process needs to be in place, not what the consequence is if they do not.
Response: ASB organizations and ASB funds represent an opportunity for students to learn some of the principals of operating a small business and make a contribution to their school. In addition, the process helps students learn self governance and asset management. All students should be encouraged to plan and participate in activities that will benefit the entire student body. Policies and procedures need to be in place for both the students and the adults overseeing the ASB operations for a variety of reasons, including that the district is ensuring that the students (and district) are not only following the law, but that the students are being given an opportunity to learn about business in a way that will assist with their future.
Congratulations on having the carryover rule in place, as that’s the important first step. ASB rules are not in place to make student body organizations difficult; they are in place so that the funds are raised and spent correctly. In most cases, having rules in place is enough, and the club advisor and the site principal should be ensuring that the rules are followed. If rules are clearly communicated to employees responsible for ASB oversight, and those employees are not following the rules, the district must take some sort of action. If the school site continues to not follow established carryover rules, the district administration will need to get involved. The district administration should validate whether or not the current district ASB processes and procedures that are in place are appropriate. In our opinion, this carryover rule is both appropriate and important to keep in place to ensure compliance so that the students raising the money are allowed to spend the money they’ve worked so hard to raise. Once administration is appraised of what is really occurring, they should then meet with the club advisors and the site principal to reinforce the best way to ensure approved policies and procedures are followed. Remember, these rules are in place for the benefit of the students, as that is what is really important.
3/1/09
