School Support Organization

Handbook

Table of Contents

SCS Board Policy 7007 School Support Organizations . 1

Steps to Becoming a Student Support Organization ..... 6

Renewal ........................................................................................ 7

S S O Registration & Cooperative Agreement ..................................... 8

Forms…………………………………………………………………………9

School Support Organizations (SSO) are defined by law as booster clubs, foundations, parent teacher associations

(PTAs), parent teacher organizations (PTOs), parent teacher student associations (PTSAs), Parents (Partners) in

Education (PIEs), or any other nongovernmental organizations or groups of persons.

To ensure compliance with District Policy 7007 and state law TCA 49-2-604, school support organizations must enter

into a written cooperative agreement with SCS to use the name, mascot, or logo of a school or the school district to

solicit or raise money, materials, property, securities, services, or other things of value. Prior to entering into an

agreement, the school support organization must submit the following information:

Annual Registration: Registration is from August to October 30th. This includes the names, addresses, and phone

numbers of each officer in each organization. Each organization must provide their EIN number.

Cooperative Agreement: Cooperative agreements must be signed by the officers of each organization and the

principal, and approved by the Director of Schools or designee (Lead Principal).

Because they operate with the consent of the school district, School Support Organizations must ensure

that all of their practices and activities are consistent with school district standards, as well as follow school

district policies and procedures.

Charter: This includes the documentation confirming the school support organization’s status as a nonprofit

organization, foundation, or a chartered member of a nonprofit organization or foundation.

If your support organization filed for the first time or renewed their charter, please provide a copy of the

approval letter or a copy of their current annual report filing.

By-Laws: Support organizations that have made changes to their previous By-Laws must submit a revised copy.

Written Statement of Goals and Objectives of the Group or Organization.

Detailed Statement of Receipts and Disbursements: A copy of a detailed report of revenue and expenditures for

the previous school year must be filed with the new registration.

Remember, if money is collected by a school employee acting in his or her official capacity, such money is

considered to be school money and must be deposited in the school’s account.

Your cooperation and assistance is greatly appreciated.

Please return all documentation requested to:

Dr. Dwayne Scott

Shelby County Schools

Division of Family and Community Engagement

160 South Hollywood Suite 164

Memphis, TN 38112

FAMILY AND COMMUNITY ENGAGEMENT

School Support Organizations

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5

FAMILY AND COMMUNITY ENGAGEMENT

New Applicant

Renewal

School Support Organization Registration & Cooperative Agreement

Organizational Information

School year: 2016/17

Name of organization: School Sponsor:

Type of Organization

Booster Club PTA PTO

Foundation PTSA Other:

Organizational Goals and Objectives

Organization Officers & Contact Information

Office/title: Address: City & Zip: Phone: Email:

The organization MUST provide the identified documentation below along with the registration form:

Verification/proof of non-profit status/chartered membership

Copy of meeting minutes (Renewal Registrants Only, 1st, mid-year, and last

meeting) A statement of total revenues and disbursements (Renewal

Registrants Only)

Note: Upon approval, the name of your organzation will be listed on the Shelby County website

(scsk12.org) as a district-wide approved School Support Organization.

(-)

Cooperative Agreement between School Support Organizations (SSO) and Shelby County Schools

This written Cooperative Agreement is made by and between The Shelby County Schools (hereafter

referred to as the District) and (hereafter referred to as the School

Support Organization).

To abide by all applicable federal, state, local laws and guidelines and District policies/procedures regarding school support organizations.

1. To indemnify and hold harmless the District, the Superintendent, and all other agents of the District

for the actions of the school support organization.

2. To operate within the applicable standards and guidelines set by a related state association, and not

promote, encourage or acquiesce in any violation of student or team eligibility requirements, conduct, codes, or sportsmanship standards.

3. To maintain statements and records for a period of at least four (4) years and make available upon

request by any member of the organization, Superintendent or his/her designee, school principal, or the office of the comptroller of the treasury:

a) detailed statements of receipts and disbursements; b) minutes of all meetings; and c) a copy of its charter, by-laws and documentation of its recognition as a nonprofit organization.

4. To submit a detailed statement of receipts and disbursements to the Superintendent or his/her designee prior to the end of the school year.

5. To ensure funds are spent only for the purposes related to the stated goals and objectives of the organization in supporting a school district, school, school club, or school academic, arts, athletic, or

social activity.

6. To obtain approval of the principal before undertaking any fundraising activity including the operation

and/or collection of funds for a concession stand, bookstore, and parking at a related school academic, arts,athletic,or social event on school property.

8. To conduct all fundraising activities in compliance with state and federal law.

9. To ensure that a:

a) school representative does not act as a treasurer or bookkeeper for a

school support organization, or be a signatory on the checks;

b) school administrator does not act as an officer for the school support

group affiliated with the school under their supervision; and

c) majority of the voting members of the organization are not school representatives.

10. To annually by October 1st, submit a registration form along with required documentation to the

Superintendent or his/her designee for consideration for continued recognition as a district recognized school

support organization.

T MUST

11. To refrain from

a) using the school’s or District’s sales tax exemption to purchase items;

b) representing or implying that its activities, contracts, purchases, or financial commitments are made

on behalf of, or binding upon, any school or the District; and

c) maintaining or operating a bank account that bears the employer identification number of the

District, school, or any other school-related governmental entity

12. That

a) any forms, annual reports, or financial statements required for submission to the Superintendent or

any principal shall be open to public inspection;

b) the name of the district recognized school support organization will be posted/published on the

District website and/or other locations; and

c) approval to serve as a district recognized school support organization may be suspended and/or

revoked for reasons including, but not limited to failure to abide by statutory guidelines and District

policies regarding school support organizations

President

(SSO):

Secrertary

(SSO):

Treasurer

(SSO):

Principal:

For District Use Only

Approved

Denied

Date:

Date:

Date:

Date: