Childcare fundraiser: Good idea or not?

To offset the costs of extracurricular activities, many student and athletic organizations are exploring fundraisers that offer a service – unlike traditional fundraisers such as selling candy or popcorn.

A fundraiser idea occasionally proposed by high school student organizations is to offer childcare services during defined times outside of normal school hours. This fundraising opportunity allows parents/guardians to drop their children off at a school building while they complete errands or other activities that are more challenging with young children. The student organization provides childcare services in return for a donation.

While the idea sounds good in theory, the many associated risks likely outweigh the benefits. The following are some of the potential risk exposures that even if addressed may increase the school’s liability:

• Because money is exchanged during the event, this activity may fall under the state agency that enforces childcare regulations. Therefore, all licensing, guidelines and regulations would be applicable.
• The number of adult school staff members present to supervise/monitor all minors would depend on the number of children receiving childcare. That number would also depend on the ages of the children as well as the childcare regulations for your state.
• Emergency contact and other information will need to be gathered from the parents/guardians including:
  • Backup emergency contacts.
  • Any health issues and allergies, as well as information/ability to administer any necessary medications, EpiPens, etc.
  • The child’s behavioral tendencies.
• Will food and drink be provided, and food allergies accounted for?
• Are there age restrictions?
  • Skills, training and experience needed to provide childcare for infants, toddlers and school age children vary.
• How will emergencies be handled? Are the student organization and adult school staff trained and possess current child CPR/AED/Heimlich maneuver certifications? Will a licensed medical practitioner (i.e., nurse) be present?
• How will logistical issues be handled if a parent/legal guardian does not return to pick up the child at the expected time; leaving students and supervising staff responsible until the child is picked up?
• What activities will be permitted as part of the childcare services (i.e., open gym, watching movies, age-appropriate craft activities, etc.)?
• Will all activities occur where surveillance cameras are present in case an incident occurs, including potential inappropriate interactions?
• How will restroom activities be handled? Will the student organization and/or school staff accompany children to the restroom?
• Will parents/legal guardians be required to sign a hold-harmless agreement and provide documentation verifying the child has medical insurance coverage separate from the school’s coverage?

A childcare fundraiser may seem like a creative and mutually beneficial solution but the reality is far more complex. The legal, logistical and safety concerns of a childcare fundraiser present significant risks that student organizations and the educational entity may not be equipped to handle. Fundraising is an important part of supporting student activities, but it’s crucial to choose methods that are not only effective but also safe, compliant and manageable.

For more risk control best practices, check out these articles.