Parent Organization Handbook

Parent organizations are independent nonprofit organizations that support a school, athletic program, activity, or district initiative. Parent organizations exist to support students, strengthen school communities, and enhance educational opportunities through volunteerism, fundraising, community engagement, and partnership with school staff.

While independent, parent organizations:

• Operate in partnership with school and district leadership.
• Support school and district goals and priorities.
• Coordinate activities with the principal or program administrator.
• Follow applicable district policies and facility use requirements.
• Uphold the district's mission, vision, and values.
• Serve all students within the school community.

Role of the Principal

The principal, or designated administrator, serves as the district's primary liaison to the parent organization and is responsible for:

• Reviewing fundraising activities.
• Approving school-based events.
• Coordinating use of school facilities.
• Ensuring activities align with district priorities and policies.
• Supporting communication between staff and volunteers.

Bylaws

Each parent organization is governed by its own bylaws.

Bylaws should:

• Define board positions and responsibilities.
• Establish election procedures.
• Specify membership requirements.
• Outline financial controls and oversight.
• Define amendment procedures.

Organizations should review their bylaws periodically to ensure they remain current and compliant with applicable laws and regulations.

Board Responsibilities

Board members serve as fiduciaries of the organization and are responsible for ensuring sound governance, stewardship of resources, and continuity of leadership.

Typical board positions include:

• President
• Vice President
• Secretary
• Treasurer

Additional positions may be established through an organization's bylaws.

Board Elections and Leadership Succession

Parent organizations should conduct board elections in a transparent and inclusive manner that ensures all families have equitable access to leadership opportunities and volunteer roles.

Best practices include:

• Publicly announcing board vacancies and election timelines.
• Providing clear information about board roles and responsibilities.
• Encouraging participation from families across grade levels and school programs.
• Recruiting prospective leaders with a variety of experiences, backgrounds, and perspectives.
• Creating opportunities for outgoing and incoming leaders to collaborate during transitions.

Strong organizations cultivate a broad and sustainable leadership pipeline that reflects the school community and supports continuity from year to year.

Annual Transition Planning

Outgoing board members should participate in an annual transition process that includes the transfer of:

• Financial records
• Banking information
• Passwords and account access
• Vendor contacts
• Event planning materials
• Insurance documents
• Meeting records
• Institutional knowledge

Meetings and Communication

Parent organization meetings should be conducted in a manner that is welcoming, accessible, and open to all families within the school community.

To encourage broad participation, organizations should:

• Publicize meeting dates, times, and locations in advance.
• Offer meeting formats and schedules that accommodate a variety of family needs whenever possible.
• Provide new families with opportunities to learn about volunteer and leadership roles.
• Foster a respectful and inclusive environment where all participants feel welcome and valued.

The principal or designated school administrator should be invited to attend parent organization meetings regularly. While attendance may vary based on schedules and responsibilities, administrator participation helps strengthen communication, align priorities, and support collaboration between the school and parent organization.

Parent organizations are encouraged to share meeting agendas and approved minutes with the school administration and to maintain records that support continuity and leadership transitions.

Conflict of Interest

Board members should avoid actual or perceived conflicts of interest and should disclose any personal, professional, or financial interests that may influence organizational decisions. When appropriate, board members should recuse themselves from related discussions or votes.

Financial Management

Parent organizations are responsible for maintaining sound financial practices.

Recommended practices include:

• Annual budget approval.
• Monthly financial reporting.
• Two-person review of expenditures.
• Separation of financial duties whenever possible.
• Annual financial review or audit, as appropriate.

Financial Controls and Handling of Funds

Parent organizations should establish clear procedures for collecting, depositing, tracking, and disbursing funds.

All funds raised on behalf of the organization must be deposited into and distributed from bank accounts owned and controlled by the parent organization. Funds should never be collected, held, or distributed through a volunteer's personal bank account, credit card account, Venmo, PayPal, Zelle, Cash App, or similar personal financial account. Parent organizations should establish and maintain financial accounts using the organization's legal name and tax identification number and should not open or maintain accounts using the school district's name, tax identification number, or other district information.

If electronic payment platforms are used, they should be established in the parent organization's name and managed under appropriate financial controls, recordkeeping, and oversight.

Organizations are encouraged to maintain written procedures for:

• Cash handling and deposits
• Reimbursements
• Electronic payments
• Check signing authority
• Bank account access
• Financial record retention
• Use organization-owned bank accounts and payment platforms for all financial transactions.

Financial records, tax filings, budgets, bank statements, and supporting documentation should be retained in accordance with applicable legal requirements and transferred to successor leaders during annual transitions.

Strong financial controls protect both the organization and individual volunteers by promoting transparency, accountability, and accurate financial reporting.

Reserve Funds

Organizations should maintain financial reserves sufficient to ensure continuity of operations and meet financial obligations. A recommended reserve target is approximately 20% of annual operating expenses, depending on the organization's size, commitments, and fundraising volatility.

Tax Compliance

Parent organizations are responsible for maintaining their nonprofit status, filing required federal and state reports, renewing registrations, and complying with all applicable tax and reporting requirements.

Fundraising

Parent organizations are responsible for planning, organizing, and conducting fundraising activities that support students, schools, and school-related programs. Organizations are encouraged to consider equity and sustainability when selecting fundraising activities and determining how funds will be used.

Fundraising efforts should:

• Align with school and district priorities.
• Be reviewed and approved by the principal in advance.
• Clearly identify how funds will be used.
• Comply with all applicable laws and regulations.
• Support equitable access to programs and activities.

Funds may be raised to support:

• Classroom enrichment
• Field trips
• Arts programs
• Athletics
• Equipment and supplies
• Student activities
• Staff appreciation
• Community-building events

Fundraising Communications and Solicitation Practices

Contributions to parent organizations are voluntary and should always be presented as optional donations rather than required payments. When communicating fundraising requests, organizations should clearly explain the purpose of the fundraiser, how the funds will be used, and the impact of donations on students and school programs.

Fundraising communications should avoid language that may imply participation or payment is required. Terms such as "fee," "charge," "assessment," or similar language should generally not be used when requesting donations or fundraising contributions.

Examples of preferred language include:

• Suggested donation
• Voluntary contribution
• Fundraising goal
• Annual giving campaign
• Direct donation campaign
• Support our school

No student or family should be excluded from participation in a school-sponsored activity, event, program, or benefit because they choose not to contribute to a parent organization fundraiser.

Fundraising solicitations should be distributed through communication platforms that allow recipients to opt out of direct fundraising appeals upon request. Parent organizations should honor requests from families who do not wish to receive fundraising communications and maintain practices that respect family privacy and communication preferences.

Parent organizations should strive to conduct fundraising efforts in a manner that is welcoming, respectful, and consistent with the district's commitment to belonging, access, and inclusion.

Important: Parent organization fundraising is voluntary. Donations support enhanced opportunities for students and schools, but they are not a condition of enrollment, participation, membership, volunteer service, or access to school events.

Community-Building Events and Access

While fundraising may help offset the costs of events and activities, parent organizations should strive to ensure that participation is not dependent upon a family's ability to pay. School community-building events should generally be free to attend, with optional fundraising opportunities such as donations, concessions, merchandise sales, or other voluntary contributions available to participants. 

When planning events, organizations are encouraged to consider accessibility, affordability, inclusion, waste reduction, and environmental impact. This includes selecting accessible locations, offering inclusive activities, using multiple communication methods, and minimizing barriers to participation.

Activities Requiring Additional Review

Certain fundraising activities are regulated by Oregon law and may require permits, licenses, insurance review, or additional approvals before they are conducted. Parent organizations are responsible for ensuring compliance with all applicable laws and regulations.

If an activity involves prizes, games of chance, gambling, alcohol service, or other regulated activities, parent organizations should review applicable requirements, including those of the Oregon Department of Justice (ODOJ), and consult with school administration before proceeding. Refer to the ODOJ Charitable Gaming program for current requirements and guidance.

Early review can help avoid compliance issues and protect both the organization and its volunteers. Questions regarding the legality or permissibility of a fundraising activity should be addressed before the activity is advertised, tickets are sold, or commitments are made to vendors.

Bingo

Bingo is considered a form of gambling in Oregon and is regulated by state law and licensing requirements. While certain charitable and nonprofit organizations may be permitted to conduct bingo under specific conditions, parent organizations should review current ODOJ requirements and consult with school administration before planning a bingo event.

Raffles, Drawings, and Prize Giveaways

Raffles are considered a form of gambling in Oregon and are regulated by state law and licensing requirements. Parent organizations should review current ODOJ requirements and consult with school administration before conducting a raffle.

Organizations wishing to avoid raffle regulations may consider conducting a free drawing or prize giveaway instead.

To qualify as a drawing rather than a raffle:

• No purchase or payment may be required to enter.
• Entry opportunities must be available free of charge.
• Participation may not be conditioned on making a donation.
• Donations may be requested separately, but contributions must be voluntary and may not increase a participant's chances of winning.

For example, an organization may host a free prize drawing at a school event and separately invite attendees to make a voluntary donation. However, selling tickets or providing additional entries in exchange for donations may constitute a raffle under Oregon law.

Monte Carlo (Casino) Events

Casino-style games, referred to by ODOJ as Monte Carlo events, are considered a form of gambling in Oregon and are regulated by state law and licensing requirements. Parent organizations should review current ODOJ requirements and consult with school administration before planning a Monte Carlo event.

Sports Pools, Squares, and Gaming Activities

Sports pools, Super Bowl squares, March Madness brackets, and similar activities in which participants pay money or provide something of value for the opportunity to win a prize based on chance or the outcome of a sporting event may be regulated under Oregon gambling laws.

Parent organizations should review current ODOJ requirements and consult with school administration before conducting these activities.

Events Involving Alcohol

Events where alcohol is served or sold require additional planning and risk management.

Whenever possible, alcohol service should be provided by a licensed venue or vendor that carries appropriate liquor liability insurance. Parent organizations should consult with the school administration before entering into contracts, advertising an event that serves alcohol, or selling tickets for such an event.

Gifts, Donations, and Purchases

Items purchased with parent organization funds for school use become the property of the Lake Oswego School District. Organizations are encouraged to consider durability, sustainability, accessibility, and long-term maintenance needs when making purchases or funding improvements.

Examples include:

• Technology
• Furniture
• Curriculum materials
• Athletic equipment
• Playground equipment
• Permanent installations

District approval is required prior to purchase.

Every parent organization should maintain appropriate insurance coverage.

Recommended coverage includes:

• General Liability Insurance
• Directors and Officers (D&O) Insurance
• Event Insurance, when applicable
• Bonding Insurance for financial protection

Recommended minimum coverage:

• $1 million per occurrence General Liability
• $2 million aggregate General Liability
• $1 million Directors and Officers coverage

District Insurance

Parent organizations and volunteers acting within the scope of approved school activities may be covered by district liability insurance when operating under the district's supervision and jurisdiction. However, parent organizations are strongly encouraged to maintain their own insurance coverage.

Higher-Risk Activities

Activities requiring additional review may include:

• Bounce houses and inflatables
• Dunk tanks
• Mechanical rides
• Events involving alcohol
• Off-site auctions and fundraising events

Additional supervision, insurance, and risk management requirements may apply.

Facility Improvements

No permanent or semi-permanent installation may be added to district property without prior written approval from the Executive Director of Project Management.

Examples include:

• Playgrounds
• Gardens
• Storage structures
• Murals
• Artwork
• Signage
• Outdoor learning spaces
• Memorials

Approval should be obtained before fundraising, design work, or construction planning begins.

Facility Use and Rentals

School facilities are available for use outside the instructional day. Parent organizations may qualify for discounted rental rates. All facility use must be properly reserved to ensure availability, insurance coverage, and compliance with district policies.

After-School Programs

Parent organizations may sponsor after-school programs in district facilities. Sponsored organizations are responsible for:

• Rental fees
• Insurance requirements
• Student supervision
• Compliance with district policies

Organizations using district facilities may be required to provide proof of liability insurance and name the district as an additional insured.

Branding and Logos

School names, logos, mascots, and other district branding elements may not be used without permission. Organizations should obtain official logo files and follow the district brand standards from the Executive Director of Communications.

ParentSquare

ParentSquare is the district's primary communication platform. Parent organizations should coordinate with the Executive Director of Communications regarding the appropriate use of ParentSquare for parent communications.

School Websites

Each school website includes a designated section for parent organization information. Parent organizations are encouraged to keep content current, follow district communications and accessibility guidelines, and designate a volunteer to coordinate website updates with the Executive Director of Communications or designee.

Parent organizations may maintain their own independent websites. However, because the district cannot monitor or verify content on external websites, school and district websites may not link directly to parent organization websites or other independently managed sites.

Social Media

Parent organizations that maintain social media accounts should:

• Use respectful and professional communication.
• Protect student privacy.
• Ensure appropriate permissions are in place before posting student images.
• Clearly distinguish parent organization communications from official district or school communications.
• Transfer account access during leadership transitions.

Printed Materials

The district primarily communicates electronically and does not distribute printed promotional materials on behalf of outside organizations.

School Directories and Student Information

Parent organizations choose to provide a school directory to help families connect with one another and stay informed about parent organization-related activities. Parent organizations fund and manage these directory services independently of the district.

Each October, following the state's official enrollment reporting period and completion of the district's annual directory information opt-out process, the district provides directory information to parent organizations in accordance with applicable laws and district policies.

Directory information may not be used for commercial purposes, political activities, or shared with outside organizations.

Organizations must:

• Respect all district directory information opt-out requests.
• Maintain directory information securely and limit access to authorized users.
• Use directory information only for approved school-related purposes.
• Take reasonable steps to prevent unauthorized sharing or distribution of directory information.
• Comply with all applicable privacy laws and district requirements regarding student and family information.

Volunteers are essential to the success of parent organizations and school programs. All volunteers must comply with district volunteer requirements, including a background check application. 

Volunteers should:

• Model respectful behavior.
• Maintain student confidentiality.
• Follow school procedures.
• Work collaboratively with staff and other volunteers.
• Support a safe and inclusive environment for all students.

Organizations are encouraged to offer a variety of volunteer opportunities accessible to families with differing schedules, abilities, and resources.

Art Literacy

Art Literacy is a volunteer-supported program that enriches visual arts education in elementary and middle schools. Instructional time and scheduling must be coordinated with teachers and approved by the principal. Parent organizations support both districtwide program materials and school-specific consumable supplies.

Field Trips

Principals collaborate to establish grade-level and course field trip expectations across schools and departments. Schools determine the specific destinations and experiences offered to students. All fifth-grade students are expected to participate in BizTown. Parent organizations and principals work together to determine funding, transportation, and volunteer support.

Class Parties

Principals establish consistent expectations regarding classroom celebrations. Parent organizations and teachers collaborate on funding, activities, and refreshments while ensuring compliance with district food safety guidelines.

Fifth, Eighth, and Twelfth Grade Celebrations

Rising-grade celebrations provide an opportunity to recognize students as they transition to middle and high school and graduate from our system. Parent organizations should work with principals and staff to ensure celebrations are inclusive, developmentally appropriate, accessible to all students, and sustainable year to year.

Parent organizations often coordinate events that strengthen school culture and community connections.

Examples include:

• Carnivals
• Family Resource Nights
• Cultural Celebrations
• Welcome-Back Events
• Staff Appreciation Activities

Organizations are encouraged to maintain planning documents, budgets, timelines, vendor information, and lessons learned to support future volunteers.

Coordination and Community Partnerships

When planning major events, parent organizations are encouraged to coordinate timing with other parent organizations whenever possible, particularly when events rely on shared community resources such as:

• Local business sponsorships and donations
• Community volunteers
• Food trucks and vendors
• Entertainment providers
• Auction donors
• Community organizations and partners

Coordinating event schedules helps reduce competition for volunteers, sponsors, and community support while strengthening relationships with local businesses and organizations that generously support our schools.

Parent organizations are encouraged to use the Coordinating Council as a forum for sharing major event dates, fundraising plans, and partnership opportunities that may affect other schools.

When providing food at school events:

• Follow district food allergy guidance.
• Consider known student allergies and dietary restrictions.
• Use commercially prepared foods whenever possible.
• Utilize licensed food vendors when appropriate.
• Coordinate with school staff regarding food-related concerns.

Showing movies at school events may require a Public Performance License, even when the movie has been legally purchased.

Examples include:

• Family movie nights
• Student celebrations
• Before- and after-school programs
• Parent organization events
• Summer activities

Organizations should consult with school administration before advertising or showing copyrighted materials.

The Coordinating Council serves as a communication forum connecting parent organizations across the district with district leadership. The Executive Director of Communications hosts meetings once a month during the school year.  

Purpose

The Coordinating Council:

• Facilitates communication between schools and the district.
• Shares best practices and resources.
• Discusses common challenges and opportunities.
• Promotes collaboration among parent organizations.

Membership

Membership generally includes:

• Parent club presidents or designees
• District administrators
• Invited presenters and guests

The Coordinating Council is not a governing body and does not have decision-making authority over individual parent organizations.

• ☐ Bylaws reviewed
• ☐ Elections completed
• ☐ Bank signatures updated
• ☐ Insurance renewed
• ☐ Budget approved
• ☐ Financial records transferred
• ☐ Passwords transferred
• ☐ ParentSquare access transferred
• ☐ Website access transferred
• ☐ Social media access transferred
• ☐ Directory access transferred
• ☐ Vendor list updated
• ☐ Event files archived
• ☐ Coordinating Council representative identified
• ☐ Principal transition meeting completed
• ☐ Incoming board orientation completed