1004.1-R2 - Regulations Regarding Insurance for Employee-Sponsored Activities

When employees wish to sponsor classes, camps, clinics, leagues, or other activities that involve Linn-Mar students or patrons as a majority of the participants that are complementary to the district's curricular offerings, co/extra-curricular offerings, or philosophy, and are requesting to use Linn-Mar facilities or equipment without rental costs the following process shall be followed:

1. The sponsors are to submit a completed facilities request form and obtain approval from the office of the chief financial/operating officer at least two weeks preceding solicitation of participant registration for the event.
    
2. If the event is a fundraiser, all administrative regulations of Policy 1005.4 must be followed.
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3. A preliminary report must be filed by the sponsors with and approved by the chief financial/operating officer at least two weeks preceding issuance of registration forms for the event. The chief financial/operations officer may require adjustments in the report prior to approval. The report shall include:
   
   1. A statement of the purpose of the event;
   2. An outline of activities planned;
   3. A list of Linn-Mar facilities/equipment to be used;
   4. Anticipated enrollment;
   5. Participant fees to be charged;
   6. Anticipated other income and donations;
   7. Expected expenses, and
   8. A list of staff to be employed and their compensation.
       
4. When items #1 and #2 (refer above) are completed, the chief financial/operating officer will notify the local representative of the district's insurance carrier that the district has sanctioned the activity and request that the sponsors and participants be included under the protection of the district's insurance coverage.
    
5. If participants are charged a fee by the sponsors, $1.00/participant may be charged to the sponsors by the district to partially offset district expenses. There will be no fee charged by the district if no fee is charged to participants. Payment is due with the filing of the final report.
    
6. An accurate final report showing all pertinent information will be filed with the chief financial/operating officer within two weeks of the completion of the event. Failure to file a report within this timeline may result in loss of rent-free access to Linn-Mar facilities/equipment for future events. The report will include a list of participants, a list of employees, total fee income, donation income (cash/goods/services), a list of expenses, a list of compensation, and any other information requested.

Adopted: 4/91
Reviewed: 3/13; 6/15; 7/22
Revised: 1/11; 4/14; 7/19
Related Policy: 1004.1; 1004.1-R1; 1004.4