New Canaan Public Schools
Donation (Grant) Procedures
 

Donations under $1000

The donor contacts the school principal to review the items or services to be donated, which includes the estimated value, and obtain approval.

Staff or donor may purchase items independent of the District's Requisition/Purchase Order process.
 
The donor pays the vendor directly or reimburses the staff.

The donor organization will provide a list of donations to the Superintendent twice each year (January1 and June 30) so that required reporting may be performed. Donor will maintain file of receipts.
 

Donations between $1000 and $4999

After obtaining approval by the building principal, donors provide a letter detailing their donation, along with a check made payable to the New Canaan Public Schools, to either the school or the central office (please use the attached template). The letter includes the following information:
  • The donor's name
  • The amount of the donation
  • The item(s) to be purchased with the donation
  • Signature by an authorized representative of the organization
  • Acknowledgement of approval by the building principal
Once the letter and check are received, the Superintendent will review and act on the donation, and if approved, the school will be authorized to make the purchase through the district's Requisition/Purchase Order process.

The above process takes approximately one week. If there is a time constraint related to a particular donation, please contact Tracy Haberman at 203.594.4008 or tracy.haberman@ncps-kl2.org to discuss.
 

Donations for $5000 and above

After obtaining approval by the building principal, donors provide a letter detailing their donation, along with a check made payable to the New Canaan Public Schools, to either the school or the central office (please use the attached template). The letter includes the following information:
  • The donor's name
  • The amount of the donation
  • The item(s) to be purchased with the donation
  • Signature by an authorized representative of the organization
  • Acknowledgement of approval by the building principal
Once the check and letter are received, the Superintendent will review and act on the donation, and if approved will submit the donation to the Board of Education at their next regularly scheduled meeting. The BOE generally meets twice a month.

If the BOE accepts the donation, the school will be authorized to make the purchase through the district 's Requisition/Purchase Order process. The above process takes approximately one week. If there is a time constraint related to a particular donation, please contact Tracy Haberman at 203.594.4008 or tracy.haberman@ncps-kl2.org to discuss.
 
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