SALT LAKE CITY SCHOOL DISTRICT
Office of School Leadership and Support
MEMORANDUM
TO: High School Administrators (Principals and Assistant Principals)
FROM: Office of School Leadership and Support
DATE: September 30, 2026
RE: Fundraiser Approval Process — Procedures and Responsibilities
This memo outlines the district’s fundraiser approval process under Board Policy G-27 (Fundraising Activities) and Board Policy I-16 (Clubs), and summarizes each stakeholder’s responsibilities. It applies to every school-sponsored fundraiser, and it includes the additional review step that applies at the high school level. Please share this memo with advisors, coaches, and club sponsors at your school, and route questions about specific requests to your Area Director.
Three flowcharts are attached — one each for coaches, club sponsors, and parents or community members — along with the full district checklist they are built from. Coaches and club sponsors should keep their flowchart on hand when planning a fundraiser; front-office staff may find it useful to share the parent version with families who have questions.
THE APPROVAL PATH
Every request moves from the advisor (adult faculty/staff) to the Area Director for final approval, with parents notified twice along the way. At high schools, the Athletics and Activities Supervisor reviews the request before the Area Director grants approval.
1. Advisor submits in SuccessFund. The teacher, coach, or club advisor identifies why the school is fundraising and exactly what the funds will be spent on, confirms the request is an allowable purpose, and submits the request through SuccessFund.
2. Principal reviews. The principal checks the request against law, board policy, and school procedures, confirms it does not put students at risk of injury or the school at risk of financial loss, and confirms equitable benefit for male and female student athletes where Title IX applies. If appropriate, then the principal approves.
3. Athletics and Activities Supervisor reviews (high schools only). This review sits between the principal and the Area Director and applies to every high school request, not only athletics fundraisers. After vetting the request, the Activities Supervisor submits the request to the Area Director.
4. Area Director give final approval to fundraiser applications. Advisors may appeal a denied or limited fundraiser to the Executive Director of School Leadership and Support (EDSLS), whose decision is final.
5. Fundraiser runs; evaluation submitted. After the fundraiser ends, the advisor submits Form G-27: Fundraising Evaluation to the principal.
PARENT NOTIFICATION
All parents of participating students are notified twice about the requested fundraiser: At least 30 calendar days before the event, when the fundraiser is proposed, and again at least 15 calendar days before the event, once it is approved, with the type of activity, what the funds will buy, and the estimated time commitment.
SCHOOL AND STUDENT CLUBS (POLICY I-16)
School (curricular) clubs are eligible to use school-sponsored fundraising and a school financial account. Student (noncurricular) clubs cannot take part in school-sponsored fundraising; they may raise funds independently but must state in writing, in all materials, that the club is not school-sponsored. If a fundraiser is tied to club membership, parents/guardians must sign the district-approved parental consent form granting permission for their child to participate.
PRINCIPAL RESPONSIBILITIES
- Set school-specific fundraising procedures and a yearly cap on school-wide or group fundraisers.
- Review each request for compliance with law, board policy, and these procedures.
- Confirm the request does not put students at risk of injury or the school at risk of financial loss, and confirm Title IX equity for athletics.
- Approve, then forward to the Athletics and Activities Supervisor and the Area Director.
- Give written permission if a group wants to pre-pay for resale merchandise.
- Review fundraising account balances with each activity’s sponsor every year.
- Charitable fundraisers: work with the School Community Council on charity selection, confirm the charity is a 501(c)(3) in existence 5+ years, and obtain the superintendent or designee’s approval before any funds are collected. Only one school-wide charitable fundraiser is allowed per year.
- Clubs: give the School Community Council an annual report on authorized clubs, including additions and drops, and apply bulletin board, PA system, and newspaper access equally to all student clubs.
- Ensure that the supporting materials are posted via websites, newsletters, other appropriate avenues for access by the school community.
NEVER APPROVABLE
Any of the following is an automatic red flag and should not be approved:
| Raffles of any kind — illegal in Utah Door-to-door fundraising to strangers Required individual fundraising or fundraising quotas Funding textbooks, supplies, regular home-to-school transportation, or building or classroom construction Bonuses, compensation or gifts to coaches or staff from fundraising proceeds Publicly posting individual student fundraising performance Unapproved crowdfunding or online platforms Missing instructional time to fundraise |
In addition, if an outside organization is collecting funds from an illegal activity (e.g. a raffle), the school cannot accept funds from that fundraiser.
KEY FORMS AND REFERENCES
| Form or Policy | Used For |
| Form G-27: Fundraising Proposal | Submitting a new request in SuccessFund |
| Form G-27: Fundraising Evaluation | Reporting after the fundraiser ends |
| District list of approved digital fundraising platforms | Any third-party or online fundraising, including crowdfunding |
| Board Policy G-3 (Wellness) | Food-sale fundraisers |
| Board Policy S-10 (Student Fees and Fee Waivers) | Fee-related fundraising |
| USBE Fundraisers: Guidance Document on School Fees | Required vs. voluntary fundraisers |
| Board Policy I-19 (Overnight and Extended Trips) | Travel fundraising |
| Board Policy C-4 (Community Use of Facilities) | Personal fundraising using school facilities |
OTHER LINKS
- Fundraiser Approval Process — Checklist by Stakeholder (district reference document)
- Fundraiser Approval Flowchart — For Coaches
- Fundraiser Approval Flowchart — For Club Sponsors
- Fundraiser Approval Flowchart — For Parents & Community Members
Questions about a specific request should go to your Area Director. Questions about these procedures generally may be directed to the Office of School Leadership and Support.
