Booster Guidelines

GENERAL GUIDELINES

The role of competition

Participation teaches that it is a privilege and an honor to represent one’s school. Students learn to win without boasting and to lose without bitterness.

Self-motivation and intellectual curiosity are essential to the best academic participants. Artistic commitment and a desire to excel are traits found in music participants. Physical training and good health habits are essential to the best athletes. Interscholastic competition is a fine way to encourage youngsters to enrich their education and expand their horizons.

Leadership and citizenship experiences through school activities help prepare students for a useful and wholesome life.

Plus, competition is fun!

ROLE OF THE SUPERINTENDENT

Member schools make UIL rules and determine policies regarding penalties to schools, school district personnel and student participants. The superintendent is solely responsible for the entire UIL program. All activities, events and personnel are under the jurisdiction of the superintendent. Booster clubs must recognize this authority and work within a framework prescribed by the school administration.

ROLE OF BOOSTER CLUBS

School patrons form booster clubs to help enrich the school’s participation in extracurricular activities. The fund-raising role of booster clubs is particularly crucial in today’s economic climate.

WRITTEN POLICIES

Booster clubs should develop and annually review policies to cover:

  • how to obtain administrative approval before beginning projects;
  • how to plan and publicize meetings;
  • bookkeeping and fund administration including process to obtain superintendent’s approval prior to raising funds.
  • election of officers (suggestion: one president; one secretary; one treasurer; and three vice – presidents; one vice president to oversee fall, winter and spring sports);
  • taking, distributing and filing minutes;
  • public communication;
  • proper interaction with fine arts directors and academic and athletic coaches through the lines of authority as established by the school board;
  • a sportsmanship code governing behavior of booster club members and fans at contests, treatment of officials, guests, judges, etc.; and
  • plans to support the school regardless of success in competition, keeping the educational goals of competition at the forefront of all policies.

CLUB FINANCES

RELATIONSHIP WITH THE SCHOOL

  • The superintendent or a designee who does not coach or direct a UIL contest has approval authority over booster clubs and should be invited to all meetings. All meetings should be open to the public.
  • Booster clubs do not have authority to direct the duties of a school district employee. The schedule of contests, rules for participation, methods of earning letters and all other criteria dealing with inter-school programs are under the jurisdiction of the local school administration.
  • Minutes should be taken at each meeting and kept on file at the school.
  • School administration should apprise booster clubs of all school activities.
  • Booster clubs should apprise school administrators of all club activities.
  • Periodic financial statements itemizing all receipts and expenditures should be made to the general club membership and kept on file at the school.

FUND RAISING/SPENDING/STIPENDS/GIFTS TO COACHES

  • Money given to a school cannot be earmarked for any particular expense. Booster clubs may make recommendations, but cash or other valuable consideration must be given to the school to use at its discretion.
  • Fund raising projects are subject to state law. Nonprofit or tax-exempt status may be obtained from the Internal Revenue Service.
  • Community-wide sales campaigns should be coordinated through the school administration to minimize simultaneous sales campaigns.
  • Sales campaigns should be planned carefully to insure that the projects provide dollar value for items sold, and that most of the money raised stays at home. Otherwise donations are often more rewarding than letting the major part of the money go to outside promoters.
  • Fund raising activities should support the educational goals of the school and should not exploit students. Activities and projects should be investigated carefully before committing the school’s support.
  • Individuals who actively coach or direct a UIL activity should serve in an advisory capacity to the booster club and should not have control or signature authority over booster club funds, including petty cash or miscellaneous discretionary funds. Coaches wish-lists should have received prior approval from school administration before submission to boosters.
  • Coaches and directors of UIL academics, athletics and fine arts may not accept more than $300 in money, product or service from any source in recognition of or appreciation for coaching, directing or sponsoring UIL activities. The $300 limit is cumulative for a calendar year and is not specific to any one particular gift.
  • The district may pay a stipend, fixed at the beginning of the year, as part of the annual employment contract. The amount of the stipend can’t depend on the success of a team or individual. In other words, a coach can’t receive more money if a team or individual qualifies to region or state.
  • Funds are to be used to support school activities. To provide such funding for non-school activities would violate UIL rules and the public trust through which funds are earned.

ATHLETIC BOOSTERS

ATHLETIC BOOSTER CLUB RESTRICTIONS

  • Booster clubs cannot give anything to students, including awards. Check with school administrators before giving anything to a student, school sponsor or coach. Schools must give prior approval for any banquet or get-together given for students. All fans“not just members of the booster club“should be aware of this rule. It affects the entire community.
  • Unlike music and academic booster clubs, athletic booster club funds shall not be used to support athletic camps, clinics, private instruction or any activity outside of the school.
  • Booster groups or individuals may donate money or merchandise to the school with prior approval of the administration. These kinds of donations are often made to cover the cost of commercial transportation and to cover costs for out of town meals. It would be a violation for booster groups or individuals to pay for such costs directly.
  • Individuals should be informed of the seriousness of violating the athletic amateur rule.

The penalty to a student-athlete is forfeiture of varsity athletic eligibility in the sport for which the violation occurred for one calendar year from the date of the violation. Student athletes are prohibited from accepting valuable consideration for participation in school athletics – anything that is not given or offered to the entire student body on the same basis that it is given or offered to an athlete. Valuable consideration is defined as tangible or intangible property or service including anything that is usable, wearable, salable or consumable. Salable food items or trinkets given to athletes by student, cheerleaders, drill team members, little/big sister, school boosters, parents of other students, teachers or others violate this rule.