| MDUSD ASB Policies for Fiscal Accountability (High Schools) |
| date of adoption: July 2024 |
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| No teacher is to collect money. Any person or entity wanting to make a monetary (cash or check) contribution must be directed to the treasurer's office. |
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| In cases where the appropriate ASB Student Council approvals are not verified through the ASB Bookkeeper prior to transactions and/or commitments are initiated through the district's payables department (B+, timesheets, Amazon purchases, etc.) in relation to ASB activities for such items as staffing, custodial fees, permits, vendor contracts, transportation, supplies, etc., the site will assume responsibility to cover those expenses through non-ASB funds. |
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| Any out-of-pocket expenditures that exceed $200 will not be reimbursed at the site level. Alternatively, if an out-of-pocket expenditure exceeds $200 by an individual and the appropriate ASB approvals were documented with the ASB Bookkeeper (HS Treasurer) prior to expenditure, the site's ASB Admin may submit a check request memo to the district, along with the district's form for pre-approval. |
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| All ASB expenditures and revenues must be routed through the ASB Bookkeeper (HS Treasurer) with supporting documentation with appropriate ASB approvals, prior to making committments. |
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| ASB funds are not to be used towards any staffing outside of that required to hold an event. |
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| ASB purchases of items are never to be awarded to adult staff, with the exception of a Leadership T-shirt for the Leadership Teacher or Club T-shirt for Club Advisors. |
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| ASB Admin to ensure that excluded activites at MDUSD are adhered to. |
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| All ASB documentation must have each signer's title and name printed, along with their signature and each signer must hand date the document. |
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| Any receipt for ASB purchases must be received by 2 students from the funding group. |
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| ASB Student Council is responsible for providing all Student Store (including Student Webstore) particulars, with appropriate approvals, to the ASB Bookkeeper for posting. |
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| ASB Minutes must indicate type of meeting (regular, special, etc.) and specify members in attendance and acknowledge absences (excused/not) |
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| No ASB Business is to be conducted until the proposed budget is approved by district business office, or designee (HS Treasurer) |
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| Cash should never be handled by students without the presence of certificated staff member; Cash boxes should only be retrieved when a student is escorted by Advisor and the Advisor must accompany students to the Treasurer's Office when returning cash boxes and counting/verifying receipts |
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| The role of the ASB advisor and school principal/school administrator is not to make the student council’s decisions but to guide and advise the student council and the individual student clubs so they follow laws, regulations and district board policy. |
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| The principal/school administrator must require students who wish to form a new club at the school to submit a formal application that has the endorsement of the certificated employee (a teacher or other faculty member employed by the district) who agrees to serve as the club advisor for the entire school year. |
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| All clubs, even those formed for students to do activities together (e.g., chess or checkers) rather than fundraising, should be approved by the principal/school administrator, even though there are no fundraisers or other financial activity planned. This is so that there are no student club meetings on campus that the principal/school administrator has not approved or allowed, which is more of a liability issue than a financial one. |
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| An application for all ASB organizations should be approved annually so that there is a clear record of the current officers, members and advisor and to ensure that the most current constitution, bylaws and budget are on file. |
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| All items to be sold on the Student Store/Webstore must be approved by ASB Student Council. |
