Field Trip Funding Policy

FIELD TRIP FUNDING POLICY

Purpose: The purpose of this policy is to outline the guidelines and procedures for funding field trips organized by TOPP KIDS Out of School Clubs / TOPP KIDS Foundation. This policy ensures clarity on how field trip costs are covered, the involvement of families, and the management of funds.

Funding Sources:

1. Admissions and Transportation Fees: TOPP KIDS will cover the cost of field trip admissions and transportation fees for all participants. These funds will be drawn from the monthly floats provided to each program.
2. Additional Funds for Snacks, Gifts, and Personal Purchases: Families may be requested to provide their child with additional money, not exceeding $20, to cover expenses such as snacks, gifts, or personal purchases during field trips. This money will be managed by the child, under the supervision of TOPP KIDS educators.

Payment Process:

1. Admissions and Transportation Fees: The costs associated with field trip admissions and transportation will be directly covered by TOPP KIDS through the monthly floats allocated to each program.
2. Additional Funds for Snacks, Gifts, and Personal Purchases: Families will be informed in advance about the suggested amount (not exceeding $20) to be packed with their child for discretionary spending during the field trip. This amount will be collected by families and managed by TOPP KIDS educators during the trip.

Fundraising Initiatives:

1. Purpose: Additional funds for field trips and other activities may be raised through fundraising initiatives conducted throughout the year.
2. Approval: All fundraising initiatives must adhere to TOPP KIDS Fundraising Policies. Program Coordinators or designated individuals responsible for fundraising activities must seek approval from TOPP KIDS management before initiating any fundraising efforts.
3. Tracking and Allocation: Funds raised through fundraising initiatives will be tracked based on TOPP KIDS Fundraising Policies. These funds will be allocated to specific programs or activities, including field trips, as determined by the management.

Responsibilities:

1. Educators: Educators are responsible for supervising children during field trips, managing the additional funds provided by families, and ensuring a safe and enjoyable experience for all participants.
2. Program Coordinators: Program Coordinators are responsible for communicating with families about additional child discretionary funds requested, coordinating fundraising initiatives, and ensuring compliance with this policy.
3. Management: TOPP KIDS management is responsible for approving fundraising initiatives, overseeing the allocation of funds, and ensuring that the overall field trip funding process aligns with organizational policies.

Review and Amendments: This policy will be subject to periodic review, and amendments may be made as needed to align with changes in organizational procedures or external regulations. Any proposed changes will be communicated to all relevant stakeholders in advance.