SAMMAMISH HIGH SCHOOL FUNDRAISING INFORMATION Fundraising is an important aspect of many of the student groups on campus. It is defined as any time a group collects money, whether it is for tickets to an event, a donation, to purchase t-shirts, etc. This packet helps explain some of the guidelines, legalities, and expectations of fundraising. What is a fundraiser and who needs approval? Anytime a Sammamish ASB-approved club, class or team is selling items, getting donations including financial, selling tickets, or bringing in any funds, a Fundraising Approval Form needs to be submitted. There are no exceptions to this. Sammamish ASB Fundraisers are divided into the following categories: Internal and External. Internal proceeds from the fundraiser directly benefit a Sammamish ASB group. External proceeds from the fundraiser benefit a non Sammamish ASB group-charitable. Note: Groups that are not affiliated with Sammamish High School cannot hold a fundraiser on campus. For example, Girl Scout cookies cannot be sold on campus. Scheduling a Fundraiser Internal fundraisers may be applied for through the fundraising approval form at any time. They must be submitted and signed at least one week prior to the start of the fundraiser. External fundraisers may be applied for through the completion of the fundraising approval form and must be must be submitted and signed in advance as follows: o By Sept 15 for anything done from October 1 st to December 31 st o By Jan 15 for anything done thru May 31st. o By May 15 for anything done from end of school year to the start of the next school year. o External fundraisers will be allowed from October 1 st to May 31 st o Internal and External fundraisers may run no longer than two weeks Approval Process Groups are encouraged to plan their fundraising efforts early. It is helpful to plan the fundraisers during the annual budget process. Internal fundraisers may be given approval up to one week prior to the event with ASB officer and other approval. External fundraisers must be approved by the ASB senate prior to the Fundraising Approval Form completion. Note: special fundraisers for sudden causes may be looked at by the ASB senate on a case by case basis. Page 1 of 6
Building Use Form If your activity fundraiser involves use of any of the school facilities, you must see Mr. McCarthy to reserve the space you need. Equipment for your event will need to be discussed on the building use form. Parent Approvals All students involved in the fundraiser must turn in a Parent/Student Acknowledgement of Fundraising Sale Form. These must be turned in to your Advisor/Coach before the fundraiser begins. Supervision All fundraisers need adult supervision. For example, if you are selling something at lunch, then you need to have an advisor or parent with you at all times. Specific Types of Fundraisers and Concerns Car Washes: All car washes must adhere to certain environmental standards. Before holding a car wash, request a free Car Wash kit from the City of Bellevue. The contact is Karren Gratt and her number is 425-452- 6166. Do this early at least one week before your event. Car Washes may not be held on Bellevue School District property. Food Sales: Bake sales are allowed on campus after 3:30 PM on a school day. You must have permission to have a bake sale during lunchtime, usually during the last half of a lunch period is allowed. Bellevue School District nutritional guidelines must be followed while school is in session. Personal Notes & Deliveries to Classrooms: Disruptions to the classroom are not allowed. Raffles: No student groups are allowed to do raffles. Advisor Expectations Educate students on the fundraising process Monitor progress of fundraising form Complete any District forms i.e. Building Use Approval of fundraising form Supervise students, including during the fundraiser Record the fundraiser in club minutes Accounting and Reconciliation of Fundraiser Obtain purchase order from Accountant Deposit funds with Accountant daily per Accountant s instructions Secure merchandise during delivery period Final inventory- secure and return merchandise Final reconciliation of funds raised Final bills approved by students and coaches/advisors Page 2 of 6
SAMMAMISH HIGH SCHOOL FUNDRAISING APPROVAL FORM Sponsoring Club/Class/Team: Account # Activity/Fundraiser name: Today s Date: Proposed date(s) of activity: Proposed time(s) of activity: Proposed end date of activity: Student Representative Contact Name: Student Contact Email/Cell #: Coach/ Club Advisor(s) Supervising Event/Phone: Note: A coach/advisor/adult must be present all times. Please have them initial that they agree to supervise this event. Number of members participating: Note: Remember all participating members must have the Parent/Student Acknowledgement of Fundraising Sale Form signed. Brief Description: Note: If your fundraiser is a carwash, raffle, involves delivery of items during school, or food please read the informational sheet that has specific information about these types of fundraisers. Location where event will be held: Note: If your fundraiser is held at Sammamish and you need to use a facility or room then you must submit a building use form. Just submitting this form does not reserve you any SHS facility. Advertising Note: All advertisement requires review and approval prior to the event. Chair: Posters /signs approved (Administrator) Letters / fliers approved (Administrator) Approved posters hung Announcement placed in Bulletin for daily announcements Video for morning announcements? Air date: Page 3 of 6
Needs/set up: Does your fundraiser involve collection of money after 3 PM? Yes or No If yes, then how do you plan to deposit those funds? Do you need a table or any other item for your fundraiser? Yes or No If Yes, then what items do you need? Price per item? Cash box/change required? Note: We may not be able to provide you with everything we ll let you know when to submit this form. Internal Fundraiser - ASB This form will be signed by all individuals below prior to approval. This must be completed a minimum of one (1) week prior to the event (No Exceptions) Advisor/Coach: ASB Officer: Facility Scheduling (Ms. Miller): Accounting (Ms. Perine): Athletic/Activity Director (Mr. McCarthy): Administrator: External Fundraiser ASB Charitable This form will be signed by all individuals below prior to approval. This must be completed by Sept 1 st or Jan 1 st or May 1 st Advisor/Coach: ASB Officer: Facility Scheduling (Ms. Miller): Accounting (Ms. Perine): Athletic/Activity Director (Mr. McCarthy): Administrator: Page 4 of 6
Budget Income: Price item ( ) x # sold ( ) Other Total Projected Income Expense: Cost item ( ) x # sold ( ) Total Projected Expense Expected Profit (Loss) Cash box/change required? See Accountant Page 5 of 6
SAMMAMISH HIGH SCHOOL PARENT/STUDENT ACKNOWLEDGEMENT OF RESPONSIBILITY FOR FUNDRAISING MERCHANDISE Dear Parent: The has decided to sell merchandise in a fundraiser to support activities. Explain your product/merchandis Purpose of fundraiser Certain guidelines are necessary and we ask that you read this carefully and review it with your son or daughter before the sale begins. 1. Your student will have total responsibility for the product. If it is lost or stolen, he or she must pay for that amount. 2. Merchandise should never be left in lockers or unattended in classrooms. 3. It is not necessary for a student to carry boxes of the product with him or her during the entire day. It is suggested that students pick up the product at the end of the school day. 4. It is also recommended that the student carefully count all merchandise that is checked out to them prior to signing for the product. 5. Full credit will be given to the student for any unopened merchandise returned. 6. Either the merchandise checked out to your son or daughter, or the appropriate amount of money, must be returned by the end of the sale. 7. Money collected should be turned in exactly as collected. Please do not deposit to a personal account and write a check for the total. I have read the sale guidelines and agree to allow my son/daughter to participate in the fund raiser described. (Parent Signature) (Student Signature) (Date) (Print) (Print) Page 6 of 6