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School Donations and Grant Procedures
Thank you for your interest in donating to our schools. Please scroll down to find more information on guidelines and procedures for all donations.
Please Note:
Any projects that impact the building and/or grounds such as furniture, fixtures, signage and landscaping, etc. need to be reviewed and approved by the Facilities Manager.
Any projects that impact technology need to be reviewed and approved by the IT Manager.
PTC/PFA must obtain their signature on the Donation Form if applicable.
Donations Under $2,500
For donations under $2,500, the donor should pay the vendor directly/reimburse the staff and notify the school principal to coordinate.
The donor organization will track donations and provide a record to the Superintendent or his designee twice each year (January 1 & June 30) so that required reporting may be performed.
Staff may purchase items without going through the District’s Requisition/Purchase Order process.
Donations Between $2,500 and $4999
After obtaining approval by the building principal, the donors should 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 be sure that the donation form linked above or the letter includes:
The donor’s name
The amount of the donation
The item(s) you wish to be purchased with the donation including either a quote from the vendor or a page from the website describing the item(s) and cost
Signature by an authorized representative of the organization
Acknowledgment of approval by the building principal
Once the letter is received, the Superintendent will review and accept the donation. It will take approximately 7-10 days to complete the above process.
Once this step is completed and the check has been received, the school will be authorized to make the purchase through the district’s Requisition/Purchase Order process.
If there is a time constraint related to a particular donation, please contact Pat Maranan at (203) 594-4008 or patricia.maranan@ncps-k12.org or Nelson Chan at (203) 594-4782 or nelson.chan@ncps-k12.org to discuss.
Donations for $5000+
After obtaining approval by the building principal, the donors should 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 be sure that the donation form liked above or the letter includes:
The donor’s name
The amount of the donation
The item(s) you wish to be purchased with the donation including either a quote from the vendor or a page from the website describing the item(s) and cost
Signature by an authorized representative of the organization
Acknowledgment of approval by the building principal
Once the letter is received, the Superintendent will review and accept the donation. It will then be added to the BOE agenda for their approval during their next meeting.
After the BOE accepts the donation, the school will be authorized to make the purchase through the district’s Requisition/Purchase Order process. It will take approximately 7-10 days to complete the above process.
If special circumstances exist that necessitate exceptions to these rules, the District will use best practices to ensure that the assets of the town are protected. For issues with time constraints related to a particular donation, please contact Pat Maranan at (203) 594-4008 or patricia.maranan@ncps-k12.org or Nelson Chan at (203) 594-4782 or nelson.chan@ncps-k12.org to discuss.
If the donation was greater than the final amount spent on the item/project, the donor will be contacted. The donor may choose to receive a refund of the excess money or they may redirect the money to a different item/project.
If the donation did not cover the final cost of the item and/or project, and previous arrangements had not been made to cover the overage with the District operating budget, then the donor will be asked to provide the additional funding.
The balances in all donation accounts will be reviewed twice a year by the Staff Accountant and Budget Director. Miscellaneous overages such as shipping costs will be covered by the District.