- Follow board policy regarding non-public funds*.
- Cash and cheques collected by the school from students and staff for:
- athletic fees
- band concerts, dances
- charity (e.g. walk-a-thons, read-a-thons, etc.)
- collections from students/parents for field trips
- sales (e.g. chocolate bars, gym uniforms, etc.)
- school photo rebates.
- vending machine sales and proceeds from cafeteria operations.
* We also recommend consulting the Ministry’s Guideline for Fees for Learning Materials and Activities to determine circumstances in which money may be collected from parents and/or students. (see
www.edu.gov.on.ca/eng/parents/feesGuideline.pdf)
- School-generated funds raised through fundraising
Find out which non-board funds are:
- school administered (under the direct control of the principal)
- parent administered (where the parent group has sole signing authority, monitored by principal and in compliance with Regulation 612 for school councils).
All fundraising must adhere to board policy, whether it is school or parent administered.
Follow your board’s procedures regarding accounting for non-public funds. They may be audited.
- Find out if:
- there are any other non-board funds available in the school
- the school is involved in any partnerships or cooperative ventures
- the school is the recipient of any sponsorships or donations.
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Make effective use of volunteers, student teachers and co-op students. They support student and staff learning.
You may use community resources to augment school resources. Exercise caution in this regard and be sure to follow board procedures.
- Review board policy. Ask the office administrator and other appropriate staff to brief you on past practice at the school regarding:
- bank accounts and signing authority
- HST rebates
- low value purchasing/petty cash
- requisitions and purchase orders
- school budgeting and accounting
- school credit cards (purchasing cards, P-cards).
- the school safe and combination
- the use of technology to support resource management and budget processes.
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School Credit Cards (purchasing cards, P-cards)
Be sure to get a thorough briefing. Purchases on the P-card are charged to the school budget, and the principal is responsible for controls over the usage and safeguarding of the card, as well as misuse by staff or self.
Ensure that practices conform to board policy.
Purchase cards may not be used for personal items.
Using purchase cards for personal use may lead to immediate dismissal.
Review the card contract carefully with staff. Misuse can have serious consequences, including dismissal and/or criminal charges.
- Familiarize yourself with the process for ordering, storing and distributing:
- student consumables; for example, paper and art supplies
- staff consumables; for example, staplers and electronic storage devices.
Monitor inventories of consumables as well as furniture and equipment inventories; i.e. computers, athletic equipment, musical instruments. Follow board procedures.
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Ask the custodian to brief you on all aspects of resource management concerning the plant.
Encourage and support suggestions from all staff, students and parents to reduce inefficiencies and maximize cost effectiveness; for example, ways to reduce paper use or hydro consumption.
- Introduce yourself to central staff at the board office who are responsible for:
- school budget accounts
- purchasing
- online budget inquiry system
- school maintenance and repairs.
Do not hesitate to ask central staff for information, advice and assistance. When in doubt, contact the board office or help desk.