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Policies & Procedures

Table of Contents

Policy and Procedure Date Approved
Document Retention June 6, 2006
Food Services Report June 6, 2006
Fundraising Policy June 6, 2006, May 14, 2008 (revised)
Principal"s Approval for New Programs June 6, 2006
Use of OIS Student Directory June 6, 2006
Use of OIS Tax ID Number June 6, 2006
Spokespersons March 13, 2006
Advertising in OIS Publications March 13, 2006
OUSD as Employer March 13, 2006
Student Photos on the OIS Website March 13, 2006
Emergency Preparedness Funding February 13, 2006
Grants to Student Organizations February 13, 2006
Gifts November 10, 2009
Promotion May 9, 2012
March 17, 2004
Maintenance and Repair of Donated Items February 2004

 


OIS Parents' Club Policy and Procedures

Document Retention (Approved 6/6/06)

Except in the case of accounting records for the current year, the OIS Parents" Club shall retain on the OIS school site its facilities, finance, accounting, tax and insurance records and such other designated records for the number of years recommended by its auditor.

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Food Services Report (Approved 6/6/06)

Before the end of the school year, an annual report of the food services operation will be reviewed and approved by the OIS Parents" Club.

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Fundraising Policy (Approved 6/6/06) (Revised 5/14/08)
Mission Statement
The OIS Fundraising Committee will be responsible for developing the Parents" Club vision, strategies and guiding principles that will be used to generate the needed revenue to support the approved Parents" Club budget.
 
Fundraising Policy
1) Purpose
a) The purpose of this policy is to define and regulate OIS Parents" Club fundraising.
2) Fundraising Committee
a) The Fundraising Committee shall be comprised of the OIS Parents" Club Co-Presidents, the VPs of Fundraising, and other members of the Fundraising team.
3) Fundraising Definition
a) For purposes of this policy, Parents" Club fundraising is any activity in which the OIS Parents" Club participates with the intention of generating revenue through the solicitation of contributions from the OIS parent community, corporations or foundations.
b) The Make a Difference campaign and Electronic Fundraising are the two primary methods the Parents" Club uses to generate fundraising revenue.
c) The Parents" Club will directly solicit the OIS parent community for financial contributions. The Make a Difference campaign will be the primary Fundraiser.
d) Electronic Fundraising (e.g. eScrip) is the second component of the Parents" Club fundraising efforts and is ongoing throughout the school year.
e) Any efforts to generate revenue on behalf of the Parents" Club, aside from those listed above, must be reviewed by the Finance Committee and approved by the Parents" Club Executive Committee.
4) Rules and Regulations
a) The VP of Fundraising will oversee the organizing and administering of all fundraising activities and events.
b) The Executive Committee, based on recommendations from the Finance Committee and Fundraising Committee, will set and approve the dollar amount(s) suggested for parent contribution levels.
5) Proceeds from fundraisers will benefit all students and every family will be encouraged to participate. However, participation will be voluntary.
 
6) The timing of all fundraising activities will be coordinated through the school administration and the fundraising committee so that the membership is not unnecessarily overburdened by fundraising activities.
a) Fundraising activities will be organized so as not to interfere with the educational interests of students or teachers.
b) The projected benefits of all fundraising activities must exceed the time and effort required for coordination and implementation.
c) OIS fundraising must adhere to all applicable Federal and State non-profit corporation law and OUSD rules and mandates.
d) All fundraising activities or events must provide accounting data in a timely manner to the membership and in a form that is approved by the OIS Parents" Club Treasurer.
e) The Make a Difference campaign shall send in writing to each contributing family an acknowledgement of their contribution in a timely manner.
7) Communications
a) All OIS Parents" Club fundraising communications (including plans, strategies and product) shall be approved by the VP of Fundraising and President(s).
b) The Fundraising Committee shall use the following methods to communicate to OIS parents regarding our fundraisers: The Bulldog News, Special Bulletins, OIS Website, Flyers, Banners, School Bulletin Boards, e-mail and “snail” mail.
c) All communication to parents will be done using official Parents" Club letterhead or approved campaign logos.
d) The Fundraising Committee, via the Bulldog News, will regularly report to the membership how monies raised are being used at OIS.
8) Students
a) The Parents" Club will not conduct any fundraising programs that involve students in the sale of merchandise and/or door-to-door selling.

Principal's Approval for New Programs (Approved 6/6/06)

No decisions will be made or programs implemented that impact faculty, staff and/or students without input and approval from the Principal.

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Use of OIS Student Directory (Approved 6/6/06)

Any unauthorized or commercial use of the OIS Student Directory and/or other sources of student/family data is prohibited.

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Use of OIS Tax ID Number (Approved 6/6/06)

No person or entity other than the OIS Parents" Club may use the OIS Parents" Club tax identification number.

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Spokespersons (Approved 3/13/06)

In the event that a statement must be made by the OIS Parents" Club regarding any matter, the designated spokesperson(s) for the OIS Parents" Club shall be either (1) one or both of the OIS Parents" Club presidents or (2) a Parents" Club Board member designated by the OIS Parents" Club president(s) to represent the OIS Parents" Club in the matter.

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Advertising in OIS Publications (Approved 3/13/06)

In the event that there is advertising or sponsorship in any OIS publications for OIS PC sponsored activities, the parent coordinator(s) of these programs will have the discretion to set advertising rates, subject to the approval of the Parents" Club Vice President (VP) of that area. These same parent coordinators and VPs will also determine the timeline and process for submission of this advertisement or sponsorship, subject to the following guidelines:

a) Advertisements must relate to children or OUSD families" interests.

b) In accordance with OUSD Board Policy Community Relations, Advertising and Promotion, the OIS PC will not accept religious, private school, or political advertisements, except statements from school board candidates and information related to measures that support our schools.

Any information submitted to a brochure or c) web site that will result in the exchange of money for services or products is considered an advertisement.

d) Advertisements from fund-raisers sponsored by OUSD Parents" Clubs, the Miramonte Parents" Club, and the Miramonte Booster Club, the Miramonte Visual and Performing Arts and OUSD school organizations will be considered "unpaid" advertisements.

e) The Parents" Club Board may vote to make other school related events, on a case-by-case basis, unpaid advertisements. The Parent"s Club reserves the right to refuse publication of any advertisement.

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OUSD as Employer (Approved 3/13/06)

The OIS Parents" Club is not an employer. All employment functions will be carried out by OUSD administrators. In the event that the OIS Parents’ Club is providing funds, it is responsible for approving the funding of positions. To assist OUSD administrators in their role as employer, the OIS Parents" Club will provide the goals, mission statement and volunteer needs of any Parents" Club sponsored programs.

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Student Photos on the OIS Website (Approved 3/13/06)

If a parent has given permission to have the photo of his/her child on the OIS website (which includes the OIS Parents" Club section), the following measures will be taken to maintain student safety on the internet:

a) If at all possible, only photos containing groups of students will be posted.

Any student photo posted to the OIS website will not identify the b) student
 
by name.

c) If a student"s name is mentioned on the website, no identifying photos will accompany this name.

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Emergency Preparedness Funding (Approved 2/13/06)

All monies collected by the OIS Parents" Club for emergency preparedness shall be dispersed within the school year for which they were collected. A balance of $4,000 shall remain in the Emergency Preparedness account in the event of theft or immediate need to replenish supplies following a disaster. Each May the outgoing Emergency Preparedness chair(s) will assess the need for additional or replacement supplies and recommend for approval by the Parents" Club Treasurer a per student fee to be collected during registration for the following school year.

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Grants to Student Organizations (Approved 2/13/06)

At the discretion of the OIS Parents" Club, the Parents" Club may make grants to student organizations in recognition of student achievement. The student organizations" activities must be advertised and open to all OIS students. The amount of any grant shall be limited to $50 per student per school year or $300 per student organization per school year. The student organization"s request for a grant must be (1) made in writing, (2) describe the student organization, the activities to be funded, the student achievement to be recognized, (3) state the total cost of the activities to be funded, (4) state other efforts to raise funds for the activities to be funded and (5) state how the organization"s activities are advertised and made open to all OIS students.

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Gifts (Approved 11/10/09)
The Presidents of the OIS Parents" Club must approve all expensed gifts. This includes but is not limited to the OISPC Board, Executive Committee, Bulldog Kennel, Bulldog Theater Company, Promotions, and party hosts.

Promotion (Approved 5/9/12)
The OIS Parents’ Club will contribute the monies needed for the Promotion Ceremony only, to be budgeted and expensed separately from other Promotion events. Ticket sales will cover the cost of any other Promotion-related events or activities. It is not the function or intention of the Promotions Committee to raise excess funds in order to financially benefit the 8th-grade graduating class. However, any funds that remain from ticket sales will be retained by the OIS Parents’ Club.

Terms and Conditions Use of OIS Parents" Club Web Site (Approved 3/17/04)

The OIS Parents" Club shall display the following on the OIS Website:

YOUR USE OF THIS WEBSITE CONSTITUTES YOUR AGREEMENT TO BE BOUND BY THESE TERMS AND CONDITIONS.

This Website (the "WebSite") is a service made available by the Orinda Intermediate School Parents" Club (“OIS Parents" Club"), and all content and information provided on and through the Web Site (“Content”) may be used solely under the following terms and conditions ("Terms of Use"):

Any use of that part of the Content on this Web Site that includes the names and other identifying information of the students and staff of Orinda Intermediate a) Limitations on Use  School, and the members and Board of the OIS Parents" Club is prohibited excepted as authorized in writing by the OIS Parents" Club Board. In addition, all Content on this Web Site is for personal use only and not for commercial exploitation. You may not copy, modify, reproduce, republish, distribute, display or transmit for commercial or public purposes all or any portion of the Web Site, except to the extent permitted in writing by the OIS Parents" Club. You may not decompile, reverse engineer, disassemble, rent, lease, loan, sell, sublicense or create derivative works from the Web Site or the Content. Nor may you use any network monitoring or discovery software to determine the site architecture, or extract information about usage or users. You may not use any robot, spider, other automatic devices, or manual process to monitor or copy our Web Site or the Content without OIS Parents" Club prior written permission. Any unauthorized use of the Web Site or its Content is prohibited.

b) No Solicitation  In no event may any person or entity solicit any Users with data or other information retrieved from this Web Site.

. This Web Site may contain advertising and sponsorship. Advertisers and sponsors are responsible for ensuring that material submitted is accurate and c) Advertiserscompiles with applicable laws. The OIS Parents" Club is not responsible for the illegality of or any error or inaccuracy in advertisers’ or sponsors" materials.

d) Errors and Corrections  The OIS Parents" Club does not represent or warrant that the Web Site will be error-free, free of viruses or other harmful components, or that defects will be corrected. In addition, OIS Parents" Club does not warrant or represent that the information available on or through the Web Site will be correct, accurate, timely, or otherwise reliable. The OIS Parents" Club may make improvements and/or changes to the Web Site’s features, functionality or Content at any time.

Third Party content may appear on this Web Site or may be accessible via links from this Web Site. The OIS Parents" Club is not responsible for and assumes no liability for any mistakes, misstatements of law, defamation, slander, libel, omissions, falsehood, obscenity, pornography or profanity in the statements, opinions, representations or any other form of content contained in any third party content appearing on this Web Site. You understand that the information and opinions in the third party content e) Third Party Content is neither endorsed by nor does it reflect the opinions and policies of the OIS Parents" Club.

THE f) DISCLAIMER. WEBSITE IS PROVIDED ON AN "AS IS" BASIS. THE OIS PARENTS" CLUB DISCLAIMS ALL RESPONSIBILITY FOR ANY LOSS, INJURY, CLAIM, LIABILITY, OR DAMAGE OF ANY KIND RESULTING FROM, ARISING OUT OF OR ANY WAY RELATED TO (A) ANY ERRORS IN OR OMISSIONS FROM THIS WEBSITE AND THE CONTENT, INCLUDING BUT NOT LIMITED TO TECHNICAL INACCURACIES AND TYPOGRAPHICAL ERRORS, (B) ANY THIRD PARTY WEBSITES OR CONTENT THEREIN DIRECTLY OR INDIRECTLY ACCESSED THROUGH LINKS IN THIS WEBSITE, INCLUDING BUT NOT LIMITED TO ANY ERRORS IN OR OMISSIONS THEREFROM, (C) THE UNAVAILABILITY OF THE WEBSITE OR ANY PORTION THEREOF, OR (D) YOUR USE OF THIS WEBSITE.

g) LIMITATION OF LIABILITY  The OIS Parents" Club shall not be liable for any loss, injury, claim, liability, or damage of any kind resulting from YOUR USE OF THE WEBSITE. THE OIS PARENTS" CLUB SHALL NOT BE LIABLE FOR ANY SPECIAL, DIRECT, INDIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY KIND WHATSOEVER (INCLUDING, WITHOUT LIMITATION, ATTORNEYS" FEES) IN ANY WAY DUE TO, RESULTING FROM, OR ARISING IN CONNECTION WITH THE USE OR INABILITY TO USE THE WEBSITE OR THE CONTENT. TO THE EXTENT THE FOREGOING LIMITATION OF LIABILITY IS PROHIBITED, THE OIS PARENTS" CLUB SOLE OBLIGATION TO YOU FOR DAMAGES SHALL BE LIMITED TO $100.00.

h) Unlawful Activity  The OIS Parents" Club reserves the right to investigate complaints or reported violations of the Terms of Use and to take any action we deem appropriate including but not limited to reporting any suspected unlawful activity to law enforcement officials or other third parties and disclosing any information necessary or appropriate to such persons or entities relating to user profiles, e-mail addresses, usage history, posted materials, IP addresses and traffic information.

i) Remedies for Violations  The OIS Parents" Club reserves the right to seek all remedies available at law and in equity for violations of these Terms of Use, including but not limited to the right to block access from a particular internet address to the Web Site.

j) Governing Law.The Terms of Use are governed by and shall be construed in accordance with the laws of the State of California.

k) Severability of Provisions.These Terms of Use incorporate by reference any notices contained on the Web Site and constitute the entire agreement with respect to access to and use of the Web Site. If any provisions of these Terms of Use is unlawful, void or unenforceable then that provision shall be deemed severable from the remaining provisions and shall not affect their validity and enforceability.

l) Modification to Terms of Use  The OIS Parents" Club reserves the right to change these Terms of Use at any time. Updated versions of the Terms of Use will appear on this Web Site and are effective immediately. Continued use of the Web Site after any such changes constitutes your consent to such changes.

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Maintenance and Repair of Donated Items (Approved 2/04)

When the Parents" Club gives any property to the school, the donated property becomes District property upon acceptance. The District is responsible for ensuring that all facilities and equipment are maintained and for managing all repairs and maintenance of donated property. The obligation to fund the repair and maintenance of donated property may fall on the Parents" Club depending upon the type of property. With respect to donations to the regular school programs (e.g., playground apparatus, decks/patios, computers, gardens), the District shall fund all repairs. With respect to donations to the Parents" Club sponsored lunch programs (e.g., refrigerators, stoves, ovens), the District and the Parents" Club shall fund the repairs equally. Arrangements may be made to postpone repairs or to defer Parents" Club contributions to the repairs. (See OUSD Policy, Maintenance & Repair of Donated Items, Feb. 2004.)

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OIS Mandatory Parent and Student Acknowledgments