Middle School Fundraising & Guidelines
Updated May 2025
Classes in Middle School (5th grade – 8th grade) raise funds for the following specific events / activities during their Middle School years:
- 6th Grade Outdoor Ed transportation and tips for bus drivers
- 6th Grade Spaghetti Supper direct costs
- 6th Grade post-Spaghetti Supper class reward or celebration, to take place during the same school year (up to $500 total)
- 7th Grade Play direct costs
- 8th Grade Graduation (costs vary, average ~$10,000)
- 8th Grade class gift (approved in advance by school administration and PTO Board)
- 8th Grade Washington DC Trip school buses (e.g., Bedford Charter) from Carlisle to Airport and tips for drivers/tour guides
- 8th Grade Community Service Day supplies (e.g., mulch, cleaning supplies)
- 8th Grade Community Service Day lunch or treat not to exceed $20 per student (e.g., Kimball’s ice cream)
- Need-based scholarships for Middle School activities such as 6th grade Outdoor Ed, 6th grade Social Dance, and 8th grade Washington, D.C. trip, (anonymously determined and handled by the School Administration)
- The School Administration will make a recommendation on how many scholarships may be needed for budgeting purposes. It is recommended to budget for at least 5% of students in the class even if the initial number provided by the School Administration is lower.
- [If available in budget after all of the above]: 8th Grade ‘swag’ item up to $20/student (e.g., t-shirt, water bottle sticker, etc.)
All planned activities for raising or utilizing class funds must be accessible to and inclusive of all students within the class.
Pre-approved Middle School fundraising activities include:
Pre-approved Middle School fundraising activities include:
- Softball game (5th grade)
- Concessions at 7th grade play (5th grade) ○ If asked by the 7th grade play producers. The 7th grade play producers may want to handle concessions within the grade to help offset the cost of the play.
- Spaghetti Supper ticket sales (6th grade)
- Spaghetti Supper raffles (6th grade)
- Spaghetti Supper business sponsorships (6th grade)
- 7th Grade Play proceeds that exceed expenditures if any (7th grade)
Use of funds:
Funds raised by each Middle School class are primarily intended for the specific uses listed above. Any other use of class funds proposed by the class must be presented to and voted on by the PTO Board in advance of any plans being finalized or executed. School administration will be consulted as needed.
Funds raised by each class are PTO funds, held within sub-accounts that are under the primary PTO bank account, and are subject to all CPS PTO rules and guidelines and 501(c)(3) rules and requirements. For example, raffle funds are raised under a permit applied for with the PTO’s 501(c)3 number. Similarly, businesses write off donations and sponsorships, and they do so under the PTO’s 501(c)3 number. The PTO handles the taxes and accounting for these.
Outside of rare or pressing situations, the PTO Board will not vote on or approve any non-pre approved use of funds raised by a class until after the costs, expenses and eligible reimbursements for the 7th Grade Play have been paid in full and specific 8th Grade graduation costs have been budgeted and confirmed with School Administration. As part of this process, the PTO Board can decide if a poll of families from the class is necessary. The PTO Treasurer can factually confirm financial details for the Class Treasurer, but that interaction does not constitute full PTO Board notification or approval.
In accordance with spending guidelines these funds will not be used or approved for use for excursions off of school grounds (e.g., field trips), class rewards and events (e.g., t-shirts, Field Day) or class parties (e.g., pizza party).
Following 8th Grade Graduation, any funds that remain from fundraising conducted by a class will be rolled over into the general PTO fund for the following uses: 1) Need-based scholarships for current and future Middle School student activities (Outdoor Ed, Social Dance, DC trip); and 2) to be applied toward Curriculum Enrichment (school-wide).
Funds raised by each Middle School class are primarily intended for the specific uses listed above. Any other use of class funds proposed by the class must be presented to and voted on by the PTO Board in advance of any plans being finalized or executed. School administration will be consulted as needed.
Funds raised by each class are PTO funds, held within sub-accounts that are under the primary PTO bank account, and are subject to all CPS PTO rules and guidelines and 501(c)(3) rules and requirements. For example, raffle funds are raised under a permit applied for with the PTO’s 501(c)3 number. Similarly, businesses write off donations and sponsorships, and they do so under the PTO’s 501(c)3 number. The PTO handles the taxes and accounting for these.
Outside of rare or pressing situations, the PTO Board will not vote on or approve any non-pre approved use of funds raised by a class until after the costs, expenses and eligible reimbursements for the 7th Grade Play have been paid in full and specific 8th Grade graduation costs have been budgeted and confirmed with School Administration. As part of this process, the PTO Board can decide if a poll of families from the class is necessary. The PTO Treasurer can factually confirm financial details for the Class Treasurer, but that interaction does not constitute full PTO Board notification or approval.
In accordance with spending guidelines these funds will not be used or approved for use for excursions off of school grounds (e.g., field trips), class rewards and events (e.g., t-shirts, Field Day) or class parties (e.g., pizza party).
Following 8th Grade Graduation, any funds that remain from fundraising conducted by a class will be rolled over into the general PTO fund for the following uses: 1) Need-based scholarships for current and future Middle School student activities (Outdoor Ed, Social Dance, DC trip); and 2) to be applied toward Curriculum Enrichment (school-wide).