- J
- Students
Boulder Valley School District
Adopted: date of manual adoption
Revised: May 27, 2025
STUDENT ACTIVITY AND ATHLETIC FEES AND FUNDS MANAGEMENT
The Board believes in creating athletic and activity opportunities that encourage all students to access activities and athletics at school that increase their sense of well-being and belonging. Student activity and athletic funds, including contributions by the School District, student fees, fundraising, and donations will be spent to promote athletic and activity programs to serve all students. Fees may be charged for school sponsored organizations, athletics, and activities, however, the Board believes that no student should be prevented from participating by the high cost of an activity or by limited financial resources.
Student‐initiated and led organizations will be responsible for meeting the organizations’ expenses and assuring any fees are appropriate and reasonable. School administration may determine whether such groups will be given student activity accounts to assist in fund management. The remainder of this Policy shall not apply to these groups.
Costs and School District Support
School District and school athletic leadership shall establish appropriate costs and budgets for school and School District activities. Costs and purchases shall be selected by coaches with approval of athletic directors based on reasonableness, quality, durability, competitiveness, safety, affordability, equity across teams and activities, and other appropriate factors. Travel out of state should be carefully considered in light of the Board’s priority of student participation.
With respect to School District support, federal law requires that the School District’s expenditures and support for athletics are equitable and do not result in disparities between male and female athletic opportunities. To assess compliance, the School District considers any element required by law, including the following:
1. Equipment and supplies. Consideration shall include all aspects of comparability,
including quality, style, and functionality.;
2. Scheduling of games and practice time;
3. Travel and per diem allowance;
4. Opportunity to receive coaching and academic tutoring;
5. Assignment and compensation of coaches and tutors;
6. Locker rooms, practice and competitive facilities;
7. Medical and training facilities and services;
8. Housing and dining facilities and services; and,
9. Publicity.
Fees
Overall, fees must be reasonable and used only for the approved purpose.
Annually, the School District will establish a standard participation fee for school sponsored middle and high school athletics and activities that have significant associated costs. A maximum annual participation fee will be established for students and families.
Also, teams may establish fees and costs to cover additional expenses. Team fees must be established in accordance with School District guidance and approved by the Athletic Director.
Waivers
Any student/parent/guardian may request a waiver from participation and/or team fees from the School Principal. Waivers from participation fees shall be available for students who qualify for meal eligibility and for other students based on individual need; waivers from team fees are based on individual need. Fee waivers will be given without required labor or public exposure of need. School principals are encouraged to waive fees to reduce barriers to students’ participation. Schools are expected to maintain data regarding fee waivers in order to permit monitoring of implementation.
Communications
Schools are encouraged to broadly and clearly communicate opportunities to participate in athletics and activities. Fees are an important consideration for many families and should always be clearly explained as much in advance as possible. Parents/guardians shall be informed about fees, including whether fees are voluntary or mandatory, the specific activity to which the fee applies, and how to apply for a fee waiver. Communications shall include a statement about the availability of waivers and the School District’s commitment to reducing barriers to student participation.
Donations
Boulder Valley School District values the donations of the community including through booster clubs and knows that our students have better opportunities because of these contributions. As a public school district, BVSD is committed to operating equitable programs, specifically in access to resources. Meeting this obligation means that BVSD must follow an inclusive, legally compliant budget and spending process to assure donations and overall resources are distributed equitably. To enable the School District to put the donations to the best use in support of the most students, BVSD encourages donations to the School District or School’s general athletics and activities funds.
No BVSD athletic or activity program may accept donations directly from individuals, organizations, or booster clubs. All donations must be made with the knowledge and agreement of the School District and school administration through the School District or Athletic Director or School Athletic Director’s budget process.
Fund Management
Student activity and athletic funds are considered a part of the total fiscal operation of the School District, and subject to the policies and regulations established by the Board of Education and the Superintendent. The funds shall be managed in accordance with sound business practices — including sound budgetary and accounting procedures as well as audits — in the same manner as regular School District funds and must be documented through centralized data that permits audits for legal compliance and system performance. Principals shall participate in the preparation, modification, and interpretation of policies, regulations, and procedures that affect student athletic and activity funds.
To assure student and family confidentiality and privacy, only BVSD employees shall handle student fees and no student or volunteer shall be given access to information about student payment of fees or waivers.
Record-keeping shall be adequate to permit a clear understanding of overall expenditures and to audit for appropriate and equitable resource allocations.
Data Review and Reporting
To monitor implementation of this Policy, the Board directs the schools and School District to
collect data that allows the Board to review student participation, program costs, fees,
donations (financial and in-kind), fee waivers, and to consider economic and other barriers to participation. The Board expects that the School District will review and analyze such data annually to improve programs and opportunities for students and will make readily available reasonable records to permit consideration of the reasonableness and fairness of the costs and fees associated with the School District’s athletics and activities programs.