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Grants Procedures Manual/Handbook 2 C. Williams Thanks Wendy, Yes, I did find the past presentation hand out, thank you.  There is very helpful information in it but I was also looking for if other district's had a manual/handbook that also included procedures for an employee that is wanting to apply for grants, what was required prior to doing so and their responsibilities.  Something to this nature.  Our district does not have a grants administrator that over sees all the grants, works with anyone new to grants, training for them, etc. I thought it would be helpful for those individuals. thanks,
by C. Williams
Thursday, December 12, 2019
Donations for lunch debt 0 G. Hart For those districts that have received large donations to eliminate lunch debt:  Are you submitting IRS 1099s for those individuals who receive over $600?  Or is this a tax-exempt activity?
by G. Hart
Tuesday, December 10, 2019
Paraeducator Fundamental Course of Study 0 A. Holmquist What tools are folks using to track the Paraeducator Fundamental Course of Study certification?  Spreadsheet, software, etc.?
by A. Holmquist
Monday, December 2, 2019
Grant Efficacy 0 K. Pearson I am looking to leverage some sort of grant efficacy form.  When there are new grants / gifts / programs we would like to access to ensure it meets our goals, fits our programs, has appropriate funding, etc.  Does anyone have a form they use for that?  Do you have any procedures you follow?  Thanks all! v/r, Kelly  
by K. Pearson
Monday, November 25, 2019
Crowd Funding - specifically Purposity 2 W. Rimmelspacher Joanne,I appreciate your reply on this topic. Thank you!Wendy
by W. Rimmelspacher
Friday, November 22, 2019
Crowdfunding changes 2 G. Hart Northshore's procedures do allow for crowdfunding.  I just received a draft agreement from Snap!Raise and we are determining whether or not we will allow fundraising through them.  They meet the 24 hour deposit requirement but I'm not yet sure if fees are subtracted from the funds or if they invoice.  The fees are high, almost 30%, so I agree with Brianne that it would be better to use our POS system to collect donations.  Edmonds has used Touch Base Lite through InTouch to collect donations.  I've attached the Snap!Raise agreement for your information.  
by J. Valach
Thursday, November 21, 2019
Travel Agent Contact for Services 1 C. Williams Christina, With the convenience of several travel websites, the concept of using a travel agent has gone out of touch with our region of the state. Agents were certainly helpful in the past when you need to make arrangements for large groups of individuals. Currently, we contact the airlines directly when we need to do a large group booking for a flight. For hotels, we will often also contact the hotels directly to reserve rooms. These practices have helps us ensure our group stays together. This also gives you more assurance that the reservations were made. With this model you knock out the middle man (travel agent) who you would pay commissions to. I realize this might not be the answer you are looking for but it is our region's reality.
by P. McCoy
Wednesday, November 20, 2019
Parking Fee Revenue 1 J. Valach You will want to work with your district's legal counsel on the specific statutes that impact your situation. However, in general, revenues from the lease of district facilities (parking included) must go to maintain those facilities. Often times your bond documents (official statements) will include language that address the use of facilities funded with the bonds, and any revenues generated from those facilities. The bond documents will include language that obligates revenues generated from the lease to go towards maintaining the assets funded with the bonds. That is why parking fees are typically deposited into the Capital fund, or General Fund. Districts should not be depositing revenues generated from lease or use of district facilities into the ASB fund. Hopefully this helps.
by P. McCoy
Wednesday, November 13, 2019
NCES & Location Codes 21 L. Robertson In Bellevue we are cross-walking to NCES using background parts in our object codes, and to Sub-Fund and Locations using background parts in our organization keys. We have set up a number of new objects (mostly in the 7's) and have given school and department office managers targeted lists of the ones we expect them to use. We deactivated our 7000 "Contracted Services" object because just about every service needs to be put into a more specific NCES code - this is causing much grumbling and lots of calls and emails to the Business Office. A few purchases have led us to create new object codes we didn't anticipate.
by J. Hall
Wednesday, October 16, 2019
Charter Bus Contracts 2 C. Williams yes, that would be greatthanks for the suggestion
by C. Williams
Friday, September 27, 2019
Teachers and Money 2 K. Pearson Kelly, I am not aware of such a legal requirement. I concur with Stephanie's response. It is better to have fewer hands involved with money handling. When it involves ASB funds, it is typically the adult adviser who is turning in the funds to the ASB central office, many of whom are teachers. It is possible that District's can set their own policy that establishes criteria for whom can handle district funds.
by P. McCoy
Monday, September 23, 2019
Service Contracts 2 C. Williams Naches Valley uses a generic personal service contract when we issue our own.  Our special ed contracts usually come from the vendor/provider.  Our agreement is attached (as Word and PDF).
by W. Messinger
Wednesday, August 28, 2019
Airbnb/VRBO rentals for travel 2 N. Munguia When I was at Edmonds we discussed this and found guidance from OFM.  I've attached the document.  The procedures were not updated to address this yet.
by J. Valach
Thursday, August 15, 2019
Anyone moving to Qmlativ? 4 G. Hart Response from Carla Whitmire - Green Mountain School:"We migrated to Q in July. We have lists of issues we are working through. We have decided to call ourselves 'beta testers' because of those issues. I really would not want to see a large district migrate into all areas of Q until specific issues have been addressed and corrected. Our ESD and I have spent hours testing, validating, and correcting data and issues. Not to mention the hours WSIPC folks have put in. Our goal is to have a successful school startup August 28th. Keeping my fingers crossed and a positive attitude. :)"
by L. Robertson
Wednesday, August 14, 2019
Classified Salary Placement 1 L. Robertson Response from Wandah Messinger - Naches Valley School District:"We use FileMaker Pro to track our classified, but we hate it. It is extremely user-UNfriendly for us. We will be trying to go with HRM Plus (now through SDS) this year, but if we can't we will convert our FileMaker Pro data to Excel spreadsheets and use mail merges to communicate the information from HR to Payroll. Not the best solution, but it would be better than what we currently use."
by L. Robertson
Tuesday, August 13, 2019
Processing Transportation 6 L. Robertson Response from Paul Stone - OSPI:"Your Trip Billing Rates for next year can be estimated and applied today if you want. You can recalculate Trip billing rates anytime. The Transportation long-form shows you what your to/from costs are. At the bottom, it gives you an over/under expenditure amount. You have to reconcile to zero. Your trip rate needs to reflect actual costs - but that doesn’t mean you can’t estimate and dial it in later. At the end of the year, you either charged out too much – in which case you want to move costs back to program 99; or you didn’t charge programs enough – in which case – (well, it’s up to you; the district can either absorb the under charged trip costs, or you can attempt to collect from programs… one way is much easier than the other…); but the bottom line is: if you under-charge trips, you have to move costs out of program 99."
by L. Robertson
Tuesday, August 13, 2019
CEP 4 L. Robertson We send home the Family Income Survey even though we are CEP. It has not noticeably impacted our CEDARS poverty data. The issue we are facing this coming year is a potential loss of CEP after having it for a few years.
by D. Lunghofer
Tuesday, August 13, 2019
Online Funraising 2 C. Plager Here is what we use for Fundraising Policy:The district recognizes that it needs a balance of state, federal, local, and nongovernmental funds to achieveits goals. The district further recognizes that dwindling state and federal funds present challenges for thedistrict. Increasingly, the district is seeking local and nongovernmental funding sources in order topreserve, establish and enhance important district programs and educational opportunities. The district’sability to offer diverse, quality educational programs and experiences for our students depends in part onour ability to secure reliable alternative sources of funding.To enhance district programs and educational opportunities the board authorizes fundraising activitieswhere such programs: (1) Promote K-12 education; (2) Provide educational experiences for students, and/or(3) Address local funding obligations that support the educational mission of the district; (4) and/or promotethe effective, efficient, or safe management and operation of the district.District fundraising activities may include: (1) Soliciting gifts and donations that are reasonably related tothe pursuit of the district’s objectives; (2) Entering into inter-local agreements with other governmentswhich generate additional funds for school district activities; and/or (3) Operating various revenuegenerating enterprises consisting of the sale of goods or services that are produced by, or that are linked to,the district’s educational program. Fundraising programs, including enterprise activities, will be in the bestinterests of the district and will not interfere with the operation of the district’s programs and functions.District fundraising programs will not conflict with any applicable law and or state or federal constitutionalprovisions, including the separation of church and state.This policy governs the establishment and administration of district fundraising for the general fund andfor particular programs in the district. It does not address fundraising programs conducted by theFoundation for Vancouver Public Schools (FVPS), parent teacher organizations (PTOs), other non-profitor citizens’ organizations, or the associated student body. Fundraising by the associated student body isaddressed by RCW 28A. 325.030 and Policy 3530, Fundraising Activities Involving Students.Our Procedure is here:Online fundraising sites (for example, Donors Choose) are permissible to use to solicit non-cashdonations of supplies, materials, or equipment under the following conditions: 1. Prior written permission is received from the Superintendent or designee before posting therequest;2. All items are shipped directly to the school site or to the district's central receiving;3. Supplies, materials, or equipment are consistent with district standards;4. Supplies, materials, or equipment become the property of the district once donated; and 5. Fixed assets are barcoded and added to the school site's inventory.A. Donations shall not be retained by individual employees. Donations made to the district must bereceipted by the building’s front office within twenty-four (24) hours of receipt. Cash, check, andcredit card donations for the district may be receipted at any district cash handling site.B. Employees contracting with crowdsourcing sites such as SnapRaise, GoFundMe, Indiegogo,Kickstarter, etc. where cash donations are made through third-party vendors and the third-partyvendors receive a percentage or amount of the donation as payment for services are prohibited.Crowdsourcing, as defined in this procedure, is the process of obtaining cash donations from anonline community rather than from traditional district sanctioned means.C. Private individuals using crowdsourcing sites may not use the district’s name, assets or resourceswhen engaging in private crowdsourcing activities.D. District employees or other persons acting as private individuals shall not represent themselves as anagent of the district when using crowdsourcing sites.
by kathleen O'claire
Wednesday, November 14, 2018
Top Ten Questions 11 M. Dooley Hello again everyone and welcome back. So here was my answer to our final question. Our official answer is that a district could not use an online newspaper to meet this requirement. Until the legislature changes the statutes to address online options, it appears they will need to use the print version.And so ends our top ten questions. I hope you've not only enjoyed reading them, but have had some of your questions answered. So, until next time ~Mike -- Stump-the-Chump -- Dooley
by M. Dooley
Wednesday, February 18, 2015
Welcome to the forum 3 L. Blacklock Thank you for the update. I will amend the website to reflect the change.
by L. Blacklock
Monday, August 25, 2014


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