• All grants must be approved before submitting email sexton.bernadette@westada.org for approval.

    Principals should know about and approve the grant before asking for district approval.

    Grant Money

    • All grant money must be deposited into a school or district account.
    • No money will be directly given to grant recipients.
    • Receipts and documentation must be provided to the school to receive reimbursements.
    • P-Card use is encouraged to purchase items.  
    • All grants over $15,000 must have school board approval.

    Grant Policy

    Purchase orders

    • Vendor must be an approved district vendor (please check with your bookkeeper)
    • You must purchase what you wrote for on the grant unless you have written approval to change your purchases.
    • A district or building purchase order must be completed ((located in Intranet--Accounting Forms)
    • When items are received please make sure your bookkeeper knows so they can closse and recieve the purchase order in the system. 

    Check Requests 

    • The Check Request Form can be found on the Intranet- Accounting-Forms
    •  Principals must ok all check requests prior to purchase.
    • Your Employee ID must be entered
    • Use Black Ink Only
    • You can only be reimbursed for up to $100 per day, per vendor.
    • Original receipts or evidence of proof of payment (such as cancelled check, bank/credit card statement) must be attached to check request.  For online purchases we need a copy of the confirming email showing payment method and amount. 

    Keep a copy of all documents for your records in case the Grantor asks for them.

    Items purchased with a grant stay in the building awarded the grant.  On occasion the item may move with the teacher if both principals agree.

    Fundraising Activities Policy

    Principal must approve all Fundraisers- If approved then.. 
          Go Fund Me- Not allowed for School/Classroom Projects
          No Crowd Funding Sources except Donors Choose are allowed for school classroom projects. 


    Donors Choose 

                Merchandise comes directly to school – no money exchanged
                Contact Bernadette for help

                Must be approved contact Bernadette Sexton for approval.  sexton.bernadette@westada.org

    Education Foundation

             Donation Page
             We set up a donation page... teacher promotes.
             Contact Bernadette for form- example: MVHS Theatre     Sample: https://www.westada.org/Domain/5750
    District Advertising and Commercial Activities Policy 1002.30

    Thank a Teacher- parent donates to teachers program

             There is a 3% charge for using a credit card.
             If it is a large fundraiser, must be approved by Principal and possibly superintendent. 

    Technology Approval
    All technology must be approved technology.  There are device limits for classrooms.  It may take a little extra time to get your devices approved for a grant.
    You will need to fill out this form.  After the technology is approved, you will still need to get approval by emailing Bernadette Sexton at westadafoundation@westada.org  Any questions should be directed to Devan Delashmutt or Geri Gillespy. 
    All applications and websites that are supplemental resources need to follow all building approval processes and COPPA/FERPA compliance procedures in the buildings.  If you have any questions regarding the approval process in your building please ask your Digital Leads or your Regional Digital Specialist

    iPad Cases

    Maintenance Project- procedure before you write the grant:

    • Write up project.
    • Have principal sign
    • Send to the Director.
    • Then they would send it to Maintenance for one more approval.