Project Requests

The SHS PTO ByLaws dictate the guidelines for Project request review:

• The Projects Committee meets each year as determined by the Executive Board, to review requests for Projects Funds.
• Sycamore High School students, student organizations, faculty and staff members, faculty and staff organizations, administrators, PTO members, and PTO committee chairs may submit requests for Projects Funds.
• Faculty, staff and parents must be a member of the PTO in order to submit a request. Membership fees may be paid at the time the request is submitted.
• Preference will be given to requests from departments without associated Booster groups (e.g. Athletic Boosters, SBOB, Theater Boosters, or Vocal Boosters).
• Projects Funds will not be used for purchases of food, travel expenses, professional fees, continuing education (such as conferences, national certification and classes), field trips, gift cards for students or staff.
• Project Funds will be primarily used for one-time expenses.  Ongoing, annual expenses are eligible.  But if something is identified as ongoing in perpetuity, then it will be moved from project eligible to a budget line item.
• The district technology department must review all requests for technology purchases before approval of Projects Funds.
• The PTO Treasurer submits all final Projects Expenses to the District Treasurer, with a copy to the SHS Treasurer, for inclusion in school board financial reports.
• Final approval of Projects funding rests with the General Membership.
• The Projects Committee comprises at least five members, is chaired by the Vice President, and includes the Treasurer.
• No more than three members of the Projects Committee may be current members of the Executive Board.
• Any additional details of the project request procedures and sample project request forms will be available in digital form for future use and will pass from year to year through the
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In addition to the Standing Rules, the Project Committee traditionally shows preference to project requests that benefit the majority of SHS students/staff and those submitted by SHS PTO members.

If this item is Technology, hardware or software, a District Hardware/Software Purchase Request Form must be completed. Please indicate on the form that you are requesting from the PTO and we will contact the Sycamores Director of Technology for feedback on the proposals.

In all cases, you will need to complete a SHS PTO Request for Payment Form. 

In all cases, please remember that we are a tax exempt organization and CANNOT reimburse for sales tax.  Please use our tax exempt form if making purchases. (email HS PTO VP for form)

Please remember to include Shipping & Handling Costs in your estimated request, as this can add considerably to your total amount requested.

• If the company you are purchasing from can bill the PTO, please complete the Request for Payment form to alert the treasurer that the bill will be arriving.
• Another option is for you to purchase the item/materials and then submit receipts with the Request for Payment to the HS PTO treasurer.
• There may be other options to cover payment.  Please contact PTO treasurer with any questions.
• Approved funds must be spent by December 15, 2026. Funds not used by December 15, 2026 will be forfeited. 
• Any questions concerning billing or payment may be directed to the HS PTO Treasurer.