I posted the question because the principal asked me too.
In the past it was handled mainly through the school administration. A request for a set number of students was made, no names were given, and the PTO covered it.
This year there are several additional factors, as previously mentioned, and so the principal asked us to look into a different way of handling managing it.
We are very aware of how delicate the situation can be. That is why we are seeking others experience on handling it.
I personally think you should let the school administration handle this. They are far better trained to understand the needs (and to respect the privacy) of those involved. We never had scholarships for fieldtrips because our school wasn't allowed to request funds from parents for that. (Either the school covered the cost with its budget or they didn't go.) But we applied the same principal elsewhere - sale of t-shirts, entrance to activities with a fee, etc.
We always had a certain amount of funds set aside or allowed for freebies as requested by the principal and/or school counselor. Plus, there are so many volunteers involved in any PTO activities. It's not good for more people than necessary to be aware of the details of who's hard up for cash, who's parent (primary breadwinner) just went to jail on a drug charge, who's family has the money - if only the dad didn't spend it on alcohol instead, which parents just can't seem to be bothered to provide the basics for their kids. Lots of sad, depressing situations.
Even a conscientious volunteer may talk it over with her husband in in the privacy of their home. But it's amazing what kids overhear. So then Junior "shares" the story the next day at school.
The principal would tell us he needed X number of shirts or tickets or whatever and he'd handle it from there.
For years the PTO has assisted parents in our elementary school with covering field trip costs when necessary. All of this has been done in a very casual fashion.
However, this year is different. The field trips are more expensive for some grade levels and not for others. We have a new principal/assistant principal as well as a new PTO president and treasurer. We just received our 501C3 confirmation status as well.
We are now in need of a policy/procedure for covering the field trips. Some of the concerns include parents taking advantage of it. Parents needing it to proud to ask. No official "back up" for the 501C3 status where finances, decisions, etc. are concerned. How to keep it fair among ALL grade levels no matter the cost of the field trip, etc.
Anyone else offer field trip funds? How are they managed?
