New Chapters

To become a registered Kids for Peace Chapter you must first complete the following:

• Chapter Leader Application
  • The Chapter Leader Application must be completed by Chapter Leaders & co-leaders who lead the chapter in the absence of the Chapter Leader
• Chapter Registration Form

Existing Chapters

Kids for Peace runs congruently with a school based calendar year – September through June. All chapters and members must re-register at the beginning of each new year. A newsletter is emailed to Chapter Leaders every November with instruction on how to re-register your chapter. US Neighborhood Chapters must re-distribute the online Chapter Member Form link for their members to complete every year. Chapter Members should complete this form within 30 days of joining the chapter.

US Neighborhood Chapters

Upon approval of your new chapter, each new child member of a US Neighborhood Chapter must complete the online Member Registration Form through this link: https://goo.gl/forms/tpKDTmysbCyd22O03

within 30 days of joining a chapter. Alternatively, you can collect the forms as hard copies (available on the Chapter Leader Resources page). If you collect the forms as hard copies, please either scan the forms and email those to Kids for Peace or copy the forms and mail originals to Kids for Peace Headquarters.

Mid-Year New Members

If a child or youth would like to join an existing chapter mid-year, they may attend one meeting as a guest. At that point, if they would like to attend more, please provide them with the online Chapter Member Registration Form and ask them to complete it before their second meeting.

Document Management

All Chapter Leader Registration and Chapter Member Registration Forms must be kept, in completion, on-site at every chapter meeting. This includes, but is not limited to -schools, homes, field-trips and camps. It is required that the health history and emergency contact information for each member be available at all times.

Document Retention and Destruction

All forms must be kept on file by the Chapter Leader only for the period of their immediate or current use. Once a chapter member is no longer active, the Chapter Leader must dispose of their forms in a manner that will protect the individual’s privacy (e.g. paper shredding or a document destruction service).

Created on July 7, 2020

Kids for Peace Chapters shall include the Kids for Peace organization name in combination with some unique identifying descriptor for the specific chapter being named. The unique identifying descriptor could be based on location, organization name or mission, school name or any descriptive word or phrase that encompasses positivity, unity, love, etc. Chapter Names that include a location (e.g. Neighborhood/Village/City/State/County/Country) do not signify any sort of hierarchical status. If using a location in the Chapter Name, another descriptor is required to distinguish one chapter from another within that location. No two active chapters will have the same name.

As a peacebuilding and youth empowerment organization, we ask chapters to refrain from using words that have any sort of negative connotations, offensive language, war-related terminology or anything that promotes violence or aggression, even if they are positioned in a positive context (e.g. Peace Warriors, Fighting for Change, Soldiers for Good, Combat Team, Against Hate, Anti-Bullying, etc.).

Kids for Peace reserves the right to use their own discretion to approve Chapter Names. If a chosen Chapter Name conflicts with the Chapter Naming Policy, Kids for Peace team will contact the Chapter Leader to offer their assistance in developing a new name for the chapter.

Guiding Questions While Choosing a Chapter Name:

• Does this name promote peace, kindness and positivity?
• Could this name offend anyone, anywhere?
• Does your name follow the Chapter Naming Policy stated above?

Examples of Chapter Names:

• Southeast San Diego Kids for Peace (City with descriptor)
• Kenya Maasai Mara Kids for Peace (Country with descriptor)
• Lucy’s Kids for Peace (Name in honor of someone)
• Jefferson Elementary Kids for Peace (School name)
• Kids for Peace Boys and Girls Club of Carlsbad (Affiliate Organization)
• Kids for Peace Hope, Love and Kindness (inspiring words)

Created on March 29, 2021

Kids for Peace Chapters are financially independent from Kids for Peace, Inc. and shall be not for profit.

Fundraising Policy

International Kids for Peace Chapters (all Chapters outside of the U.S.) may not solicit funds or organize any online or in-person fundraisers. Under unique circumstances, Kids for Peace may grant special permission to an International Chapter for a specific fundraising campaign. All international fundraising inquiries must be submitted in writing to the KfP Peace Pledge Program Director. No fundraising may be conducted without approval from the team at Kids for Peace, Inc.

Domestic Chapters (all Chapters within the U.S.) may organize fundraisers for their Chapter’s Peace Pledge Program or Great Kindness Challenge activities and projects. Kids for Peace Chapters must be in good standing with Kids for Peace, Inc. (active Chapter status, all forms are current and in active communication with Peace Pledge Program Director) in order to organize any fundraising.

Chapter Leaders may not solicit funds for personal use or any non-Kids for Peace related activities from other Kids for Peace Chapters, individual donors, businesses, corporations, or foundations. Fundraising conducted by a Kids for Peace Chapter must be directly linked to a Peace Pledge Program or Great Kindness Challenge project (e.g. Kind Coins for Liberia, t-shirts for chapter members, shipping Peace Packs, etc.).

Fundraising initiatives will ideally be driven by Kids for Peace Chapter Members.

Kids for Peace Chapters are not permitted to raise funds by soliciting donations. We must provide value for money received, either by selling a product (popcorn, candy bars, holiday items, etc.), or performing a service (such as washing cars). If a Kids for Peace Chapter has been gifted Kids for Peace t-shirts, they may not sell the t-shirts and must distribute the t-shirts to their chapter members as agreed upon.

Kids for Peace Chapters may collect Chapter dues from members to pay for snacks and project supplies. Chapter dues are to be used only for snacks and supplies for Chapter activities. The amount collected from each member must be considered reasonable in relation to Chapter location and frequency of meetings.

Inability to pay Chapter dues should not exclude anyone from joining a Kids for Peace Chapter or participating in Chapter activities.

Unsolicited donations may be accepted, but ALL donations and Chapter dues accepted must be used to support children in Peace Pledge Program meetings/activities/projects. Both the Chapter dues and any solicited or unsolicited donations must be tracked in the Kids for Peace annual Financial Tracking Sheet (only applicable to US Neighborhood and After School Chapters – please refer to Chapter Financial Reporting Policy).

No part of the funds raised from the public shall benefit any individual Kids for Peace Chapter Leader, member or other private individual or entity. Use of funds must meet the legal and tax requirements for the local jurisdiction in which the Kids for Peace Chapter operates.

Chapter Financial Reporting Policy

Kids for Peace U.S. Neighborhood and After School Chapter Leaders must track incoming revenue and outgoing expenditures using the Financial Tracking Sheet (FTS). There is a link to the FTS in both the Chapter Leaders Manual as well as on the Kids for Peace website under the Chapter Leaders Resources page.

Revenue must be recorded when a Chapter receives funds through fundraising, contributions, chapter dues (if the chapter chooses to collect them) or any other means that is not already being recorded by Kids for Peace, Inc.

Expenses must also be recorded for any Peace Pledge Program or Great Kindness Challenge project/activity, supplies or General Operating expenditures (e.g. snacks, printing, postage, etc.).

Receipts do not need to be submitted (although receipts are kept for accuracy and ease of recording expenses). Individual items do not need to be entered into the FTS – only monthly totals for incomings and outgoings are recorded.

If a Chapter Leader chooses to cover the costs of supplies and/or snacks without receiving funds or if supplies/snacks are provided by the school where an After School Chapter is meeting, there is no need to submit a Financial Tracking Sheet.

The Financial Tracking Sheets are to be submitted to the Peace Pledge Program Director every year. The information in the FTS is required for the Kids for Peace annual tax filings.

Around July 15^th, the Peace Pledge Program Director will send out a reminder email to US Neighborhood and After School Chapter Leaders to submit their FTS. U.S. Neighborhood and After School Chapters operating without any revenue or expenses, should notify the Peace Pledge Program Director via email by July 15^th.

Chapter Banking Policy

Kids for Peace U.S. Neighborhood and After School chapters that generate and spend more than $200 a year are required to open a checking account for expenses such as event costs, project supplies and for depositing revenue from donations and fundraisers. If your chapter generates and spends less than $200 a year, there is no requirement to open a bank account.

Suggestions for opening a chapter bank account:

1. Use the Official Kids for Peace Chapter letter (provided to all new Chapters in the “Welcome to Kids for Peace!” email) that states your Chapter is formally affiliated with Kids for Peace and that Kids for Peace is a non-profit organization. Kids for Peace will provide this official letter if you are unable to locate it. Attach a copy of Kids for Peace tax-exempt form (downloadable from the Chapter Leader Resources page)
2. Choose a bank of your preference (ideally with online banking functionality) and open a checking account in the Kids for Peace Chapter Name (rather than as a personal account in the name of the Chapter Leader) and use the provided Kids for Peace tax ID number.
3. At least 2 signers (could be a Chapter Co-Leader, parent etc.) are required on all bank accounts and they may not be related (by marriage, relationship or blood). All bank account signers must pass the Kids for Peace background check. Additionally, all signers must pass the banking background check (performed by the banks when you submit your paperwork). Those who do not pass may not sign on Kids for Peace bank accounts. If your account has online banking, we would encourage you to grant Kids for Peace representative access to your online statements, which would allow for greater transparency.
4. Meet with a banker to discuss various checking account options. Select an account that will permit changes of individuals with signatory authority and that has low or no fees. The letter from Kids for Peace may help you to obtain a fee waiver.
5. Submit the bank statements (where applicable) together with the Financial Tracking Sheet to Kids for Peace HQ by the July 15^th

Legal Obligation To Submit Chapter Financial Information

Kids for Peace Chapters are formally affiliated with Kids for Peace, Inc. and are considered one entity. Kids for Peace, Inc. is exempt from federal income taxes under Section 501(c)(3) as it is organized and operates exclusively for charitable purposes. Kids for Peace, Inc. is however required to complete the annual informational return, Form 990, which includes the financial activity of all Kids for Peace chapters. Every U.S. Neighborhood and After School Chapter with expenses/revenue must therefore submit a Financial Tracking Sheet and Chapters that have a Chapter bank account are also required to submit bank statements for the year to account for the financial activity of the Chapter for the year. If we fail to file the 990 Return with the IRS by the due date, we can be charged with a penalty. It is therefore essential that chapters submit the financial information to Kids for Peace HQ by July 15th so that Kids for Peace can file the 990 Return in time.

Grants Policy

Chapters may seek out their own grants. If a Chapter finds a grant they would like to apply for, they must submit their completed grant application to Kids for Peace Headquarters for approval before submitting it to the granting agency. Kids for Peace does not have the capacity to complete grant applications for Chapters. Therefore, Chapters may not send grant applications to Kids for Peace, Inc. with the intention of having Kids for Peace Headquarters complete the application.

Any grant money that is received must go directly from the granting agency to Kids for Peace Headquarters. Once received, 100% of the money will be sent directly back to the Chapter. Any grant money that is received must be deposited into the Chapter bank account. It does not have to be entered into the Financial Tracking Sheet because KfP HQ will be reporting this money in our annual 990.

If a grant has been obtained by a chapter and any of these steps have not been followed, a board/staff member will email the chapter and remind them of the policy and ask for all grant materials to be submitted to Kids for Peace Headquarters.

In the event that Kids for Peace receives sufficient evidence that any of these policies have been breached, Kids for Peace may take any of the following actions:

• Kids for Peace Chapter may lose their status as a Kids for Peace Chapter.
• Additional sanctions may be accessed by Kids for Peace, Inc.
• Appropriate legal action may be taken.

 Created on July 7, 2020

Revised on May 19, 2021

Revised on July 25, 2022

Chapters are run by huge-hearted volunteers who are not compensated for their time. No Chapter Leader or Co-Leader shall use his/her leader status as a means of furthering any personal, political, or other aspiration, nor shall the chapter, as a whole, take part in any movement not in keeping with its purposes and mission. Chapter Leaders and Co-Leaders are expected to be of good moral character and maintain a good reputation in his/her community.

Interpretation of the Phrase “good moral character” and “good reputation in his/her community”:

The phrase “good moral character and good reputation in his/her community” is intended to apply to present and prospective Kids for Peace Chapter Leaders. If a prospective or present Kids for Peace Chapter Leader pleads guilty or is found guilty by a court of law of a crime of moral turpitude he/she does not satisfy the criteria of good moral character and good reputation in his/her community and shall be removed as a leader of his/her chapter. The term “moral turpitude” shall be defined in accordance with the laws of the jurisdiction in which the chapter resides. If a prospective or present Kids for Peace Chapter Leader has been formally charged or indicted by a court of law of a crime of moral turpitude, he/she does not satisfy the criteria of good moral character and good reputation in his/her community until such time as a final binding decision has been made on the matter and the member has been cleared of all such charges. In such circumstance, the Chapter Leader shall be removed as leader of his/her Kids for Peace Chapter until the leader has been cleared of all charges of a crime of moral turpitude. If an individual has satisfied the terms of their conviction, is no longer under any further restrictions as a result of the conviction of a crime of moral turpitude, he/she may be eligible to be a Kids for Peace Chapter Leader if the club has determined that the individual has sufficiently demonstrated that they are of good moral character and good reputation in his/her community. Provided however, that in the exceptional event that it is necessary to take immediate action in order to prevent harm to members of the chapter or to the public, or to preserve the image of the Kids for Peace organization, Kids for Peace is authorized to review Chapter Leader status and take any and all appropriate action.

Created on July 7, 2020

Kids for Peace chapter leaders may not designate a title for themselves other than the title of “(Chapter Name) Leader” or “(Chapter Name) Co-Leader” unless originated from the Kids for Peace Headquarters.

Created on July 7, 2020

Media Release Forms

Every child must have a signed release to be photographed (located in the Parental Consent Form of the Online Member Registration) before having their image displayed in any form of media. This includes, but is not limited to -newspaper, television, Facebook, YouTube, websites, emails, etc.

Chapter Based Media Outlets

Chapters Leaders are not permitted to create their own Kids for Peace website without explicit review and approval from Kids for Peace headquarters before going live. However, Chapter Leaders are permitted to put their videos on YouTube, create a Facebook page and/or a blog for their chapter. These sites may only be managed by the Chapter Leader. Chapter members may only have viewing rights and may not edit any of the content. Any media outlet created by a Chapter Leader must be in accordance with Kids for Peace’s mission, vision and guiding principles.

Archiving Media

Chapters are encouraged to get media coverage, when able, for meetings, field-trips, school related functions, community service projects, etc. It is the Chapter Leader’s responsibility to make sure that they have a signed media release form from every child that is exposed to any media. Please send a copy of any coverage received to Kids for Peace Headquarters so that we may archive it.

Created on July 7, 2020

Kids for Peace Chapter Leaders may not coordinate their own training program or adapt existing program training materials without prior consent from Kids for Peace Headquarters.

Created on July 7, 2020

US Neighborhood Chapter Member Registration Policy and Procedure

All US Neighborhood Kids for Peace chapters are required to have their individual member registration forms completed and submitted within 30 days after the chapter member joins their chapter and annually by November 15th. If they fail to do so, a board/staff member must follow the non-compliance procedures as stated below.

• Non-compliance will result in an email reminder the day after the due date. If the Chapter leader has not complied within two weeks of the email reminder, a phone call will be made to the Chapter Leader in regards to said issue.
• If, within two weeks after that, the chapter leader is still non-compliant, Kids for Peace will consider your chapter inactive. This means that the chapter will no longer have access to the Chapter Leader Resources page, and all other support from headquarters will be withdrawn
• Chapters which continue without approval and recognition from headquarters will be asked to cease and desist or face legal consequences.

US Neighborhood Chapter Financial Reporting/Year-End Report Non-Compliance

All US Neighborhood Kids for Peace chapters are required to have their Financial Tracking Sheet submitted to Kids for Peace Headquarters by July 15th of every year. If they fail to do so, a board/staff member must follow the non-compliance procedures as stated below.

• Non-compliance will result in an email reminder the day after the due date. If the Chapter Leader has not complied within two weeks of the email reminder, a phone call will be made to the Chapter Leader in regards to said issue.
• Two weeks after that, the Chapter Leader will be informed that their chapter cannot re-register for the following year until they submit the completed documents in question.
• If the chapter leader fails to submit the documents by September 1st of the following Kids for Peace calendar year, the chapter leader will be informed that their chapter may no longer be considered an active chapter. This means that the chapter will no longer have access to the Chapter Leader Resources, and all other support from headquarters will be withdrawn.
• Chapters which continue without approval and recognition from headquarters will be asked to cease and desist or face legal consequences.

Year-End Report

All chapters are required to complete their year-end report by August 15th. If they fail to do so, a board/staff member must follow the non-compliance procedures as stated above.

Created on July 7, 2020