8000 - Fiscal Management

8260 Crowdsourcing

Crowdsourcing is the process of obtaining services, ideas or content by soliciting contributions from a large group of people and especially from an online community, rather than from traditional sources. The Board considers crowdsourcing a method of fundraising, and as such any crowdsourcing project created for the benefit of any Pender County School, classroom, or classroom activity must comply with Policy 5220, Collections and Solicitations, and this policy.

The Board permits, but does not require, its employees to crowdsource for the benefit of any Pender County School and its students. Any person who is not an employee of Pender County Schools seeking to launch a crowdsourcing campaign for the benefit of any Pender County School is required to obtain a Pender County Schools employee to sponsor, oversee, and apply for approval for the crowdsourcing campaign pursuant to this Policy. Any non-employee crowdsourcing campaign application that receives approval must comply with all Pender County Board of Education policies, including this policy.

Employees may only crowdsource using the platform DonorsChoose, unless otherwise permitted in writing by the school principal and Chief Finance Officer. Any employee who wants to crowdsource a project on DonorsChoose for the benefit of any Pender County School must submit a proposal of the crowdsourcing project to the school principal and Chief Finance Officer. The employee must obtain prior written approval from both the school principal and Chief Finance Officer before launching the fundraising page, including posting on the platform. The school principal and Chief Finance Officer have complete discretion in determining which crowdsourcing project proposals are approved or denied.

A crowdsourcing proposal must provide all of the following:

1. Project Name; 2. Project Description & Purpose; 3. Terms & Conditions (only if not using DonorsChoose); 4. Project Timeline; and 5. All content to be posted on or used in the crowdsourcing project campaign, including narratives, pictures, images, etc.

Written approval may be given only if all of the following conditions are satisfied:

1. Confidentiality of Student Information

a. All Board policies and procedures safeguarding the confidentiality of personnel and students (Policy 4705, Confidentiality of Personal Identifying Information) must be followed, when posting any narrative, pictures, videos, or images of any students or staff.

b. Pictures and Images

i. Parents and/or legal guardians must provide prior written consent to have their child's name, picture, image, or any other personally identifiable information used on the crowdsourcing page or shared directly with donors.

ii. Prior to posting any picture or image of a student or students on a crowdsourcing project page, the employee and the school principal must provide students' parent(s) and/or legal guardian(s) with information about the crowdsourcing project.

2. Crowdsourcing projects must conform with Policy 3225/4312/7320, Technology Responsible Use Policy and Policy 7335, Employee Use of Social Media.

3. Central office personnel and school principals must be granted access and administrator rights to the crowdsourcing project page before the crowdsourcing project page is launched. 

4. Equipment

a. Technology: A crowdsourcing project that involves technology equipment of any kind, must be reviewed and approved by the Director of Technology Services, prior to applying for project approval.

b. Outdoor Equipment: A crowdsourcing project that involves all outdoor equipment (such as playground equipment, gardening equipment, facility improvements) must be reviewed and approved by Chief Officer of Operations prior to applying  for project approval.

Once written approval for a crowdsourcing project is obtained from the school principal and Chief Finance Officer, the crowdsourcing project may be launched.

An employee is limited to one (1) crowdsourcing project per academic semester, a maximum of two (2) crowdsourcing projects per employee per academic year.

All monetary donations and all non-monetary donations (supplies, equipment, etc.) obtained from a crowdsourcing project are the property of the Pender County Board of Education, and all accounting and inventory procedures apply to those donations. Any non-monetary donations may be reallocated to any school in the district at the discretion of the Superintendent or designee. Furthermore, every crowdsourcing project shall include a statement on the project's page stipulating that any non-monetary donations may be reallocated to any school in the district at the discretion of the Superintendent or designee.

Failure to comply with this policy will result in at least a one (1) year suspension from launching a crowdsourcing project for the benefit of any Pender County School. Other disciplinary action may be imposed, depending on the employee's conduct or actions.

The Board is not subject to any liability that results from the failure of any individual to submit an application and obtain prior written approval for a crowdsourcing campaign as required by this policy and any such individual will be subject to disciplinary action to the extent allowed by law, State Board Policy, and Pender County Board of Education Policy.

In the event an employee is transferred, dismissed, or resigns during a school year, any donations organized by that employee shall remain at the school where the employee was at the time the donations were received, unless otherwise reallocated by the Superintendent or designee.

The Board reserves the right to modify the use of the donation(s) obtained from a crowdsourcing project, if the needs of the students or the school system change.

A file shall be maintained in the Pender County Schools Finance Department for any crowdsourcing project. This file will include: the crowdsourcing project proposal and/or project; the project's written approval; a copy of what was posted on the crowdsourcing platform, any photos or images posted with the project; and a copy of all agreements and parental permission forms.

At the conclusion of the crowdsourcing project, the employee must submit to the school principal and Chief Finance Officer a written statement within thirty (30) calendar days that provides a description of the items purchased with donations to the campaign, the number of items purchased with donations to the campaign, and how the donations are being used to benefit the Pender County Schools.

Legal References:
Cross References:
Policy 3225/4312/7230, Technology Responsible Use Policy; Policy 4705, Confidentiality of Personal Identifying Information; Policy 5220, Collections and Solicitations; Policy 7335, Employee Use of Social Media; Policy 8220, Gifts and Bequests
Adopted:
Tuesday, 12 February 2019
Last Updated: