Using DonorsChoose

Frequently Asked Questions: Using DonorsChoose in the MMSD

DonorsChoose is a crowdfunding platform that supports preK-12 public schools. Teachers request items on DonorsChoose, donors from anywhere donate funds for a project on DonorsChoose, and DonorsChoose orders the materials and ships them to schools. All of the Crowdfunding in MMSD Guidelines apply.

How can principals stay updated on pending DonorsChoose requests?

Does MMSD use DonorsChoose?

Do the Crowdfunding in MMSD Guidelines apply?

Can MMSD request materials and supplies on DonorsChoose?

Yes. Materials guidelines from MMSD’s Auxiliary Services Department apply to items requested via DonorsChoose. To help support teachers in following those guidelines, the Lead Purchasing Clerk for Building Services, Christina Wayland, receives a monthly report on currently posted and recently funded projects from DonorsChoose. She reviews both and will contact you if there are any issues with your request. If you would like to contact Christina prior to posting your project, she can be reached at (608) 204-7900 or ckwayland@madison.k12.wi.us.

Can MMSD staff request Chromebooks and/or iPads on DonorsChoose?

MMSD staff cannot request Chrome Books or iPads on DonorsChoose. There are issues with asset tracking mobile device management (MDM) security software enrollment, district wireless access, purchase and installation of Apps, as well as end of life expectation for the devices. In addition, MMSD is engaged in a contract with a provider of Chromebooks and it violates the contract to obtain Chromebooks from other sources. The district 1:1 Chromebook purchases, and related resources to support the 1:1 program, are diminished both instructionally and logistically when devices are added to the environment in this manner.

MMSD has provided Chromebooks for a wide variety of student uses, and Technical Services is currently only supporting iPads for assistive technology needs for specific students receiving special education services with specific Apps that are only available on iPads to meet these special needs.

How long does a project stay on DonorsChoose?

A project gets a four-month life span, though it can be shorter if the teacher chooses. The teacher is notified as the project approaches its expiration date, and if it doesn't reach its funding goal in that time, the partial donations are refunded as account credits (to be used on future DonorsChoose projects) to either the donor or teacher's account, depending on these factors. According to DonorsChoose, nearly 70% of projects meet their funding goal in time!

What can I do if it looks like my project will not get all the funding needed?

DonorsChoose projects have a four-month life span during which all funds must be raised. The teacher is notified as the project approaches its expiration date, and if it doesn't reach its funding goal in that time, the partial donations are refunded as account credits (to be used on future DonorsChoose projects) to either the donor or teacher's account, depending on these factors.

If you find your project nearing the end of the funding window, there is an option to close the funding gap. The principal may agree to “top off” any unfunded portion of the project using formula budgets, donations, or student activity funds. To this end, the principal may approve the use of the school’s p-card in alignment with p-card guidance and limits. The school secretary can work with Christina Wayland, Lead Purchasing Clerk for Building Services (608-204-7900 or ckwayland@madison.k12.wi.us) and Natalie Rew, Comptroller (663-5311 or nprew@madison.k12.wi.us), as needed to increase p-card limits. This is not guaranteed and is at the principal’s discretion whether to top off a project or not.

Does DonorsChoose fund things other than materials? How does that work?

Yes, teachers can request class trips, professional development opportunities, or cover the costs associated with bringing in an outside speaker. For projects like those, DonorsChoose requires the teacher, with support from the principal and/or school secretary, to secure a price quote and DonorsChoose reviews and posts the project on their site. If the project is funded, the teacher, with support from the principal and/or school secretary, uploads an invoice that DonorsChoose pays directly to the vendor.

The only common situation where DonorsChoose sends a check to the district is if a field trip includes district bussing. In those cases, if the teacher has uploaded an invoice from their transportation department, that's who DonorsChoose will pay, but it's a payment for that specific bussing invoice, not a reimbursement check.

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