Gift & Donation Form Submission Deadline Schedule - 2025-26
Received and Approved By Business	Board Meeting
Friday, January 23, 2026	Tuesday, February 10, 2026
Friday, February 20, 2026	Tuesday, March 10, 2026 *
Friday, April 3, 2026	Tuesday, April 21, 2026
Friday, May 1, 2026	Tuesday, May 19, 2026
Friday, May 22, 2026	Tuesday, June 9, 2026
Friday, June 5, 2026	Tuesday, June 23, 2026
Submission dates may change.
Additional meetings may be added. * Accelerated

Gift & Donation Form - Book Donation - Must be used for all book donations.

Gift & Donation Form - Music (Instrument) - Must be used for all musical instrument donations.

Gift & Donation Form - Restricted - Donation is for your site/location only.

Gift & Donation Form - Unrestricted - Donation may be used district-wide

Thank you for your interest in donating to Newport-Mesa Unified School District (NMUSD). We are grateful for the generosity of our community and are committed to ensuring that all donations are accepted, recorded, and acknowledged in accordance with Board Policy 3290 and district procedures.

To protect both the district and our donors, please carefully review and follow the guidelines below before submitting a gift.

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Why It Matters

All gifts—whether monetary, goods, or services—must be formally accepted by the Board of Education. If a donation is not submitted and approved:

• It will not be officially recognized as district property.

• The item will not be eligible for replacement if lost, stolen, or damaged.

• The donor will not receive an official acknowledgment letter for tax purposes.

Steps for Donating

1. Complete a Gift Form

A completed gift form is required for all donations, including:

• Cash/check donations

• Equipment, supplies, or other items

• Donations from PTAs, booster clubs, or community groups

• Grants and external funding

Submit the signed form to the Business Services Office for inclusion in the gift register at the next scheduled Board meeting.

2. Board Approval

In accordance with Board Policy 3290, all donations, grants, and bequests must be formally accepted by the Board of Education. Once approved:

• The item becomes property of the district.

• The Chief Financial Officer will issue an official acknowledgment letter to the donor, which includes the donation’s value, purpose, and recipient.

Donations That Require Pre-Assessment

Some physical items must be reviewed and assessed by the appropriate department before the donation is submitted for Board approval:

• Books & Other Media
  Must be reviewed by Secondary / Elementary Education to ensure alignment with district curriculum and needs.
  Contact: Keith Carmona (Secondary) or Lori Hernandez (Elementary).

• Furniture
  Must be assessed by the Warehouse Department.
  Contact: Nickole Terrell, Warehouse Supervisor.

• Musical Instruments
  Must be reviewed by Education Services to ensure alignment with district curriculum and needs.
  Contact: Tamara Fairbanks, Teacher on Special Assignment (TOSA).

• Technology Equipment (such as computers, tablets, monitors, or printers)
  Must be reviewed by the Information Technology (IT) Department.
  Contact: Chris Endicott, Technology Support Supervisor.

Important:
If any item has an estimated value of $500 or more, it must be asset-tagged after the Board of Education has approved the donation. For asset tagging coordination, contact Derek Humphrey in the Warehouse.

Special Types of Donations

Site Improvements (Facilities)

If a donation involves construction, remodeling, or any physical improvement to a school site:

1. Contact Facilities Development/Maintenance & Operations for assessment and a cost estimate.

2. Once approved, submit the gift form and check to Business Services with an explanation of purpose and deposit instructions.

Supplemental Staffing Donations

• Must be submitted once annually, typically in May, along with a commitment letter to the Budget Office.

• These are acknowledged in aggregate at the May or June Board meeting.

Instructional Materials & Programs

• Books and instructional materials must meet standard district criteria.

• Field trips, assemblies, rebate programs (e.g., Target, photography studios), and fundraiser prizes should be documented and submitted with a gift form.

Examples of Donations That Require Board Approval

• Technology equipment (computers, monitors, printers)

• Cash donations for supplies, trips, or equipment

• Office furniture

• Musical or athletic equipment

• “Wish Night” purchases from parents or PTA groups

• Goods with a value over $500

• Donations for staff salaries (through PTAs or foundations)

Additional Guidelines

• Once accepted, all gifts become district property and remain at the site even if the original user transfers.

• Group funding and grant applications by teachers must be approved by the site administrator before submission.

• The district does not release its Tax Identification Number. A letter is available that explains the district's government entity status and confirms that donors may still claim tax deductions once the gift is approved.

 

Books and Media Donation Process:

1. Prior Approval:
   All book or media donations must receive prior approval before being accepted.
    
2. Submit Request for Approval:
   1. First approval from:
      • Site Administrator
        • Principal
   2. Second approval from:
      • Submit your request to the appropriate director.
        • Keith Carmona, Director, Teaching and Learning (Secondary)
        • Lori Hernandez, Director, Teaching and Learning (Elementary
           
3. Final Submission:
   Once approved by your site administrator and approriate director, forward your donation form to Veronica Hallman in Business Services for final approval and processing.

Musical Instrument Donation Process:

1. Prior Approval:
   All musical instrument donations must receive prior approval before being accepted.
    
2. Submit Request for Approval:
   1. First approval from:
      • Tamara Fairbanks, Arts TOSA
        • Please note: Ms. Fairbanks operates independently of Business Services and follows a process specific to the Arts department. She ensures that all donated instruments are properly evaluated and/or appraised before acceptance.
   2. Second approval from:
      • Your site administrator
        • Principal
           
3. Final Submission:
   Once approved by the Arts TOSA, and the site administrator, forward your donation form to Veronica Hallman in Business Services for final approval and processing.
    
4. Pickup Arrangements: If Board approval is granted and the instrument requires pickup, the site is responsible for coordinating with the Warehouse to arrange for the pickup.

FAQ - Frequently Asked Questions

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What kinds of donations should be submitted on the Gift Form for Board approval?

You must submit a Gift Form for the following types of donations:

• Technology equipment (e.g., computers, monitors, printers, scanners)
  These must be pre-approved and assessed by the IT Department.

• Cash donations (e.g., for computers, school supplies, field trips)
  The intended use of the cash must be approved by the appropriate department before accepting the check.

• Note: Any technology purchased with donated funds must go through the IT Department’s purchasing process.

• Goods valued at $500 or more (e.g., theater or sporting equipment, scoreboards, preschool equipment)
  These items must be pre-assessed, and will be asset-tagged once Board approved. Notify the Warehouse for tagging after approval.

• Fundraiser prizes such as bicycles or gift cards (e.g., bookstore credit)

• Musical instruments
  Must be pre-approved and assessed by the district’s Arts TOSA.

• Office furniture
  Must be reviewed by the Warehouse for condition and usability before being accepted.

• Programs and services, including:

  • Field trips and assembly programs

  • Target’s Take Charge of Education

  • DonorsChoose-funded items

  • Photography studio rebate fundraisers (e.g., fall/spring photo sessions)

Can books or instructional materials be donated?

Yes, but only if they meet the district’s instructional material criteria. All instructional donations must align with current standards and curriculum.

If I receive a grant (e.g., an electronic device for classroom use), can I take it with me if I transfer schools or leave the district?

No. All gifts, grants, and bequests become district property.
Items donated to a specific school remain at that site, even if the original recipient changes locations or leaves the district.

Does the principal need to sign the Gift Form before it goes to Business Services?

Yes. The site principal must sign the Gift Form.
Principals are responsible for tracking and verifying all donations received at their school.

What is Board Policy 3290?

Board Policy 3290 requires that all gifts, grants, and bequests made to the district or its schools—regardless of type or source—must be formally accepted by the Board of Education.

Where can I find the Gift Form?

You can access the Gift Form on the Business Services webpage.
When completing the form:

• Clearly state the purpose or intended use of the donation.

• The donor should provide the estimated dollar value and condition of equipment/materials (e.g., new, used, good, fair).

Request for District Tax ID Number for Donations
Newport-Mesa Unified School District

Thank you for your interest in supporting the students and programs of the Newport-Mesa Unified School District (NMUSD). We are grateful for your generosity.

Please note the following important information regarding our district’s tax-exempt status and procedures for accepting donations:

Tax-Exempt Status

As a governmental agency, NMUSD and its student organizations are exempt from federal and state income tax. Although we are not a private nonprofit organization under Internal Revenue Code Section 501(c)(3), we are recognized as tax-exempt due to our status as a public school district.

Tax Identification Number (TIN)

Donors often request the district’s Tax Identification Number (TIN) with the assumption that it is required to claim a tax deduction. However, the IRS does not require a government agency’s TIN for donors to deduct charitable contributions. Accordingly, NMUSD does not release its Tax Identification Number to external entities.

Governmental entities are not obligated to provide a TIN for donation purposes, and this information will not be shared.

Acceptance and Acknowledgment of Donations

In accordance with Board Policy 3290, all donations to NMUSD—including those made to individual schools, programs, or Associated Student Body (ASB) accounts—must be formally presented to and accepted by the Board of Education during a scheduled board meeting.

Once accepted, the Assistant Superintendent, Chief Business Official will issue an official acknowledgment letter to the donor. This letter will include:

• The donor’s name(s)

• The dollar value of the donation (if applicable)

• The recipient school or program

This letter may be used as documentation for tax purposes.

Conditions and Restrictions

Donations may be made with specific conditions or restrictions, which will be reviewed and approved by the Board of Education as appropriate.

We sincerely appreciate your support of Newport-Mesa Unified School District and our mission to serve students. If you have any questions or require assistance regarding donations, please contact the district's Business Services Office.

Policy 3290: Gifts, Grants And Bequests	Status: ADOPTED
Original Adopted Date: 09/08/2009 | Last Revised Date: 07/30/2024 | Last Reviewed Date: 07/30/2024

The Board of Education may accept any gift, grant, or bequest of money, property, or service to the district from any individual, organization, foundation, or public or private agency that desires to support the district's educational program. While greatly appreciating suitable donations, the Board shall reject any gift which may directly or indirectly impair its authority to make decisions in the best interest of district students or its ability or commitment to provide equitable educational opportunities.

Before accepting any gift, grant, or bequest, the Board shall carefully consider any conditions or restrictions imposed by the donor to ensure their consistency with the district's vision, philosophy, and operations.  If the Board believes the district will be unable to fully satisfy the donor's conditions, the gift shall not be accepted.

In addition, the Board shall ensure that acceptance of the gift, grant, or bequest does not:

1. Involve creation of a program which the Board would be unable to sustain when the donation is exhausted
    
2. Entail undesirable or excessive costs
    
3. Promote the use of violence, drugs, tobacco, or alcohol
    
4. Advertise or endorse the use of non-nutritious food or beverages during the school day
    
5. Encourage or enable the violation of any law or district policy
    
6. Imply endorsement of any business or product or unduly commercialize or politicize the school environment

Any gift of books or instructional materials may only be accepted if they meet district criteria for selection of instructional materials.

All gifts, grants, and bequests shall become district property.  Donors are encouraged to donate all gifts to the district rather than to a particular school, classroom, or teacher. At the Superintendent or designee's discretion, a gift may be used at a particular school or classroom.

After Board acceptance, proper acknowledgment of the gift will be made to the donor. Individual letters of thanks from school district administrators are encouraged.

When any gift of money received by the district is not immediately used, it shall be placed in the county treasury in accordance with law.  (Education Code 41030-41031)

The Superintendent or designee shall annually provide a report to the Board indicating the gifts, grants, and/or bequests received on behalf of the district in the preceding fiscal year.  The report shall include a statement of account and expenditure of all gifts of money and an inventory of all gifts of physical assets.

Corporate Sponsorship

The Board may enter into an agreement or arrangement with an outside entity for the sponsorship of an educational, athletic, or other program or activity. When appropriate, the agreement may allow the outside entity to advertise or promote its business, product, or service in district publications or on district property or web sites.

Every sponsorship agreement shall be in writing and shall be approved by the Board. The Board shall ensure that the district's relationship and arrangement with the sponsor are consistent with the district's mission, values, and goals. Any advertising or promotional message, image, or other depiction to be used by the sponsor shall meet the standards set for commercial advertising on district property and in district-sponsored publications in accordance with BP 1325 - Advertising and Promotion.

Each sponsorship agreement shall contain statements including, but not limited to:

1. The purpose of the relationship with the sponsor, details of the benefits to the district, and how the benefits will be distributed
    
2. The duration of the agreement and the roles, expectations, rights, and responsibilities of the district and the sponsor, including whether and to what extent the sponsor is allowed to advertise or promote its products and/or services
    
3. The authority of the Board to retain exclusive right over the use of the district's name, logo, and other proprietary information and the requirement that the sponsor obtain prior approval of the Board before using such information
    
4. The prohibition against the collection or distribution of students' personal information except as allowed by law
    
5. The authority of the Board to terminate the agreement without any penalty or sanction to the district if the sponsor's message, business, or product becomes inconsistent with the district's vision, mission, or goals or the sponsor engages in any prohibited activity

Appreciation

The Board may show appreciation for any donation to the district in any manner it deems appropriate. Such appreciation may take the form of letters of recognition or Board resolutions; plaques, commendations, or awards; planting of commemorative trees or gardens; or naming or renaming of buildings, grounds, or facilities. Conferment of any such honor shall be in accordance with applicable Board policy.