Policy 6114 - Gifts and Grants

The board recognizes that individuals and organizations in the community may wish to contribute additional supplies, equipment, or facilities to enhance or extend the instructional program. 

Any gift to the district of real property can only be accepted by board approval. Any gift to the district, individual school, or department of money, materials, equipment, or facility having a value of $5,000 or greater shall be subject to board approval. In no event shall any commitment be made by a staff member or other individuals in return for any gift to the district, school, or department without the board’s authorization. The board shall not authorize gifts that are inappropriate, which carry with them unsuitable conditions or which shall obligate the district to future expenditures from the general fund which are out of proportion to the value of the gift. All gifts shall become district property and shall be accepted without obligation relative to use and/or disposal. 

The superintendent shall establish criteria to be met in the acceptance of gifts to the district. 

Equipment Grants

Donors wishing to donate equipment to the Richland School District must complete and sign the “Agreement for Offer and Acceptance of the Equipment Grant” form. Additionally, the following process outlines the critical steps, reviews and approvals required for donations that result in permanent modifications to district facilities (i.e. playground equipment, trees, climbing/traversing walls). For simple stand-alone equipment, not all steps may be required. 

Approval

Purchase and Installation

Process Checklist

Technology Quick Reference - Donations

Technology Services provides this Quick Reference Card to schools reviewing donations. 

The Richland School District values donations, but also recognizes that maintaining, upgrading, and disposing of outdated technology is expensive. Industry standards recommend that computers be no more than 3 years old and basing that decision on the fact that as technology ages, the failure rate of components increases and replacement parts become more difficult and expensive to locate. 

Computers (minimum donation requirements): 

• Pentium IV or AMD processor or better 
• 2.4 GHz processor speed for desktops; 2 GHz for laptops 
• Minimum Operating System: Windows XP Pro* 
• 1 GB of RAM* 
• 40 GB hard drive (Windows XP Pro) or more * 
• 10/100 Ethernet network connectivity 
• CD Rom DVD drive and/or 
• LCD monitor in good condition (lesser monitors not accepted) 

Donations must be approved before they are accepted 

Starred items (*) indicate that donations with lesser operating system, memory, or hard drive capacity may be accepted if the building or department involved agrees in advance to purchase upgrades which will bring the equipment up to the minimum standard. 

Some proprietary brands may not be accepted. The Department of Information Technology will determine whether a particular brand or model is acceptable. All donated equipment must be delivered to the Information Technology Department Stevens Center facility for inspection and appropriate upgrades before being delivered to a building or department. As part of the inspection and upgrade process donated equipment will be entered into district inventory and tagged. Any equipment not inspected or accepted by the District will not be allowed on district networks. 

Schools or departments receiving donations are responsible for the following (as needed): 

• Additional power requirements 
• Furniture or facility improvements 
• Hardware repairs and upgrades 
• Recycling fees if technology is deemed unusable

Software:

Donated software must include the license(s) needed for operation, media as shipped by the publisher, and documentation. Upgraded operating systems or office productivity software cannot be accepted. Upgrades cannot be transferred as that is a violation of the publisher’s copyright policy.

Software donations must meet Richland School District curricular standards and/or must be on the list of District supported software and be in shrink wrapped packages.

Printers:

The Richland School District has standardized HP and Dell LaserJet printers. Only laser printers will be accepted and only upon inspection. Printers must be in good working condition with a useable toner cartridge and network ready.

Used inkjet printers will not be accepted 

Other Processes:

Schools and Departments are not approved to accept donations without IT Department reviewing the donation. Administrators or other staff approached by community or business people interested in making donations should refer those individuals to the standards posted on the District website and this Quick Reference Card. Technology which is delivered for inspection but which does not meet minimum requirements will be returned to the prospective donor.

New technology donations by PTA/PTO or other groups must meet current standards for technology and be approved and/or purchased by the Executive Director of Information Technology. Failure to follow this process risks acceptance of technology.

Donations valued up to $5000 may be accepted by the Superintendent upon the recommendation of IT Department staff. Donations valued at more than $1000 must be approved by the school board. Arrangement for formal acceptance will be made by the Director of Information Technology. This process does include a formal letter of acceptance and thanks to the donor. Schools or Departments receiving donated equipment are also encouraged to recognize the donor with a letter of thanks.

Contact info:

Richland School District
Department of Information Technology
701 Stevens Drive Richland, WA 99352
509-967-6110 Main
helpdesk@rsd.edu

Any gift/grant presented to the district shall satisfy the following criteria: 

1. The purpose or use shall be consistent with philosophy and programs of the district; 
2. Not create a burden to the district in terms of funds or staff time; 
3. Not create a program which the board would be unwilling or unable to assume when funds from the gift are exhausted; 
4. Not impose an undue burden upon the district for its care and maintenance; 
5. Not imply endorsement of a business or a product; 
6. Will become the property of the district; 
7. Appraisals for charitables shall not be a responsibility of the district; and 
8. School-supporting contributions from the Richland Education Foundation are exempt from this policy. 

Equipment 

Donated equipment must be referred to the Director of Support Services office before acceptance is granted. Board approval is required for gifts/grants valued at $5,000 or more. 

New Facilities 

On occasion dedicated community volunteers have proposed joint ventures to design and construct new facilities. For such joint ventures, a detailed Project Management Plan must first be submitted to the Director of Support Services for review. The Plan must then be presented to the Board for final approval. The Plan must address, at a minimum, site preparation and development, code and safety compliance, building planning costs, construction related costs, furnishing and equipment costs, and contingency and reserve fund. A sample Project Management Plan will be available upon request. 

Technology 

Richland School District values donations, but also recognizes that maintaining, upgrading, and disposing of outdated technology is expensive. The District’s Technology Services Department has established a donation recommendation that computers be no more than 3 years old and basing that decision on the fact that as technology ages, the failure rate of components increases and replacement parts become more difficult and expensive to locate. These donation recommendations can be obtained directly from the District’s Technology Department. 

Schools and Departments are not approved to accept donations without Technology Services Department reviewing the donation. Administrators or other staff approached by community or business people interested in making donations are to refer those individuals to the Technology Services Department. Technology which is delivered for inspection but which does not meet minimum requirements will be returned to the prospective donor. 

New technology donations by PTA/PTO or other groups must meet current standards for technology. Failure to follow this process risks acceptance of technology. 

Cash Grant Form

Equipment Grant Form

Technology Donation Form