Frequently Asked Questions (FAQ)

It’s never easy for a PTA/PTSA to run a before/after school Enrichment Program. If your PTA/PTSA decides to run the enrichment program, please BE SURE to follow the checklist guideline. (Please note that this checklist guideline ONLY refer to before or after school enrichment programs)

• Funding for Supplies: Elementary PTA/PTSA can allocate a set amount for each club to purchase supplies or materials as needed.
• The recommended amount for each club is between $50 and $100. It’s advised not to exceed $100 per club per district’s request.
• All supplies and materials must be purchased by the PTA ONLY. Kids or teachers SHOULD NOT purchase items themselves and request reimbursement, as this is not allowed.
• All supplies and materials purchased by the PTA remain PTA property. The PTA should maintain an inventory list detailing each item purchased and the club it supports.
• At the end of the school year, all remaining supplies and materials must be returned to the PTA.
• The PTA should aim to reuse supplies in future years to reduce costs, purchasing only necessary new or consumable items.
• Budget Considerations: Each Elementary PTA/PTSA board can decide whether to add a budget item to support kid-run clubs this year. If the board agrees, coordinate with your school principal to ensure alignment and announce this new support to students and teacher monitors.
• Approval Process: If there’s a budget adjustment, ensure it is voted on at the next General Membership Meeting. No expenses for kid-run clubs should be incurred before this approval.
• Supply Request Procedure: Establish a procedure for clubs to request supplies by filling out a club supply request form, listing all required items. Include the spending limit on the form. Even if a club creates an Amazon wish list, they must still submit this form to PTA/PTSA for record-keeping.

Fifth grade camp is often one of the most memorable experiences of a student’s elementary school years. However, making this opportunity possible requires careful planning, coordination, and collaboration among multiple parties. These guidelines are intended to help elementary PTA leaders understand the big picture and clarify the PTA’s role in supporting 5th grade camp.

1. School Decision-Making

Fifth grade camp is part of the school’s Environmental Education program and is considered an official field trip. The school administration and staff determine whether the experience will be a one-day trip or a multi-day overnight camp. This decision is made solely by the school.

Cost is one of the primary factors in this decision. Overnight camps can cost approximately $425 per student without additional funding support. Schools must also consider transportation costs, as well as staffing expenses such as nurse and staff coverage.

In previous years, some schools received state funding through the Outdoor Learning Grant Program, which provided up to $10,000 to support 5th grade camp. Unfortunately, due to budget constraints, this grant has been discontinued. The loss of this funding directly impacts schools’ ability to offer multi-day camps.

Other factors influencing camp length include each school’s culture, teacher capacity, and whether established systems are in place to manage logistics and supervision.

If parents have concerns about why their school is offering a one-day camp instead of a multi-day experience, PTA leaders should encourage them to reach out directly to the school principal. While PTAs may advocate by sharing community feedback, direct communication between families and school leadership is the most effective approach.

2. PTA Funding & Fundraising

Some PTAs allocate funds for 5th grade camp directly within their annual budget. This is an acceptable and effective way to support students.

If a PTA chooses to fundraise specifically for 5th grade camp, the following best practices are recommended:

• Create a restricted budget line item for 5th grade camp.
• Obtain approval from membership during a General Membership Meeting.
• Any unused funds must roll over to the following school year until fully spent.
• Include these policies in your standing rules to ensure continuity and transparency.

When providing financial support, PTAs should issue funds to the school as a gift rather than paying transportation or staff costs directly.

3. Teacher-Led Fundraising (Outside PTA)

In some cases, the 5th grade teacher leading the trip may independently organize fundraising efforts with families. (This is not the preferred option.) If this occurs:

• All fundraising must be coordinated directly with the school office and proper finance paperwork must be established.
• The school will use an online payment platform created by the finance department. 
• Funds raised go into the school’s 5th grade ASB account, managed by the school.
• Parent volunteers who help must be ISD-approved.
• Parents report directly to the teacher leader.
• This fundraising is not affiliated with PTA, though PTAs may still choose to provide additional support at their discretion.

4. Final Thoughts

Fifth grade camp requires significant time, effort, and collaboration from many stakeholders. As PTA leaders, our role is to support schools and teachers while following district and PTA guidelines.

Our mission is to collaborate, communicate, and advocate thoughtfully to ensure students have a meaningful experience—regardless of the number of days they attend camp.

Thank you for your dedication and partnership. We hope every 5th grade student has a wonderful and memorable camp experience.

You can also download the guidelines HERE.

There’s no absolutely NO from the WA State PTA policy. However, the Issaquah School District does have the regulations on reserving the school parking lot space.

Please check the below guidance.

From WA State PTA:

• District Policy Alignment: Ensure that any use of a parking spot complies with school district policies and local regulations regarding parking, signage, and property use.
• Equity & Inclusion: All PTA activities must be equitable and inclusive, giving every family equal access and opportunity (e.g., through membership scholarships).
• Transparency: Membership giveaways must be open to all members up to a specified date/time, including those who joined before the giveaway was announced. Board members and staff who are PTA members are also eligible.
• Clear Communication: Always communicate the criteria and purpose of the giveaway openly to avoid misunderstandings.
• Logistics: Consider the impact on parking availability and have a plan for what happens if someone other than the winner uses the reserved spot, involving the principal as needed.

In short (WA State PTA):

If the district has no objections and the PTA follows the steps outlined above, there would be no reason for the council to prevent this type of practice. Our role is to support local units in staying aligned with PTA policies and best practices, and these guidelines provide a clear framework for doing so.

From District Policy:

• District property—including parking spaces—cannot be awarded as prizes or incentives during school hours or at district-sponsored events (e.g., Curriculum Night). Even with principal approval, exclusive use of district property is not allowed during school operations.
• However, outside of school hours (e.g., Multicultural Night), a PTA may pursue this idea by submitting a Facility Use Application and following the rental process. The space would then be treated like any other community rental, with the standard fees and insurance requirements.

In short (District):

If the event is outside of school hours and not district-sponsored, a PTA may reserve a parking space through the facility rental process and use it as part of a membership drive prize.

The quick takeaway:

• Curriculum night, sporting events, school concerts or another district-sponsored event = No parking-space prize.
• Non-district-sponsored event outside of school hours = Potentially yes, if the space is properly reserved through the district’s facility rental process.

The PTA/PTSA loves to support learning experiences and wants to help in any way we can;  we understand that there is an outside contact that a lot of schools use and really want to continue providing the STEAM connection to our students. 

How do we handle these situations as PTA’s: 

Solution A. Schools can pay for these services; the outside contact needs to provide the  school with a W-9 form. This is the district requirement to be a district approved  independent contract.  

Solution B. PTA’s can pay for the outside contacts services, but the outside contact still needs to provide a W-9 form if the amount is over $2,000.00. The PTA must file a Form 1099- NEC with the IRS if it pays $600 or more during the calendar year to any unincorporated  business or person for services rendered. There are penalties/fines for failing to properly  file this form. 

Solution C. If the school doesn’t have the budget to pay these services, the school needs  to work with the PTA. If there’s an existing line item on the PTA current budget showing as  art enrichment or student enrichment, PTA can write a check to school and ask school to  provide the invoice to show how the money is spent. If there’s no line item on the current  

PTA budget, the school needs to write a special funding request (Grant request) to request  certain art enrichment or student enrichment and submit it to the PTA. The PTA board  needs to vote on the special funding request. If it’s passed, the PTA will pay the school the  check and expect an invoice from the school. Eventually, the school will use Solution A. to handle these professional services. 

The W-9 form ensures that income is reported to the IRS. This is a legal requirement for any  person who earns over $600 from a single entity. Here is a link to that form:  https://www.irs.gov/pub/irs-pdf/fw9.pdf 

To ask the outside contact to fill in the W-9 form does NOT mean that the person needs to  be a registered business. The contact does NOT need to register with the WA Dept. of  Revenue or Secretary of State. They ONLY need to provide her SSN on a W-9 form that  gets submitted to the IRS. 

You may run into similar situations as these that don’t involve the world of STEAM, but you  still need to handle this situation similarly. If you are ever unsure about what to do, please  reach out to your Council VP, whether it be on the Elementary or Secondary level. We are  always happy to help. 

Per the district’s recommendation, if these professional services happen during the  school day, it’s recommended to follow Solution A or Solution C because there’s potential that it should be handled by the school instead, so liability, risks, and  insurance are considered.

If your PTA/PTSA needs to reserve a school or district facility for an event, here is a general guide to the potential fees you may need to plan for. Please make sure your PTA/PTSA event budget includes the appropriate amount for any applicable facility costs.

• 1–99 participants: No additional custodian fee is typically required, unless your event takes place on a weekend, holiday, or during a school break.
• 100–149 participants: 1 custodian will be assigned to your event. The custodian rate is $40 per hour. For a 2-hour event, the minimum charge is 3.5 hours, for an estimated total of $140 charged to your PTA/PTSA.
• 150+ participants: 2 custodians will be assigned to your event. Each custodian is $40 per hour. For a 2-hour event, the minimum charge is 3.5 hours per custodian, for an estimated total of $280 charged to your PTA/PTSA.

Additional Fees to Keep in Mind

If your event takes place on a weekend, holiday, or during a school break, an additional energy fee may apply on top of any custodian fees.

If your event requires kitchen staff support, additional staffing fees may also apply. When submitting your facility request, please be sure to carefully consider what spaces, services, and staff support your event will require.

Before Submitting a Facility Request

Always check with the school office staff member responsible for facility scheduling before submitting your request. This will help confirm that there are no conflicts with school programs, activities, or other events using the same space.

Please keep these potential costs in mind when planning your event and preparing your PTA/PTSA budget.

For more detailed information about facility requests, please visit the Issaquah School District Facility Use and Scheduling website: https://www.isd411.org/about-us/facilities/facility-use-and-scheduling