GARDEN CITY COLLEGIATE FUNDRAISING GUIDELINES Committee The fundraising committee will consist of teachers who lead groups (band, choir, grad, yearbook, phys.ed., etc.) doing fundraising at any time throughout the year. The committee will meet to determine the year’s major fundraising projects. Each group will then choose those projects in which they will participate. Group Leaders Group leaders will keep an individual account for each student in their group and submit an updated copy of these records to the office twice yearly. Project Coordinators Each fundraising project will have a coordinator. The coordinator will determine the specifics of each project and deal with the fundraising company. The coordinator will also distribute information to the group leaders about the project including: Type of fundraising materials Start and end dates Delivery dates Selling price of materials Profit margin Students A student must be a member of a fundraising group to participate in any fundraising project. (Any student may be considered a member of the grad group.) Students may participate only in those projects which their group has elected to join. Group leaders will distribute materials only to those students who are members of their group. Where a student is a member of more than one group, the student may select which group leader to deal with and thereby select to which account their profits will be credited. Disbursement Fundraising profits are the property of the school. Funds may be transferred between groups upon a student’s request and at the discretion of the group leaders. Should a student withdraw from a group, it is the student’s responsibility to request transfer of funds. Funds remaining in a student’s account following the student’s departure from the school become the property of the group account in which they are held. Funds may be transferred between siblings provided both are currently registered. Transfer of funds between others is not allowed. Accounting All money collected must go through school accounts as per Seven Oaks policy. All cheques from customers should be payable to Garden City Collegiate. Group leaders will deposit all money collected into their own group’s account. At the conclusion of each project, the project coordinator will invoice each group leader for the product cost. Group leaders will then transfer that amount to the coordinator’s account. The project coordinator is responsible for paying the fundraising company. Blank invoices and account transfer forms are available in the office. Small Projects Small projects are those where the opportunity for participation is limited or individual accounting is impractical (ex. car wash, Matchmaker, Tag Day). Individual groups may complete small projects at any time thoughout the year without including other groups. Group leaders should inform the fundraising committee of their plans for small projects as a courtesy. Use of Funds Students may use fundraising profits to pay for the following: Overnight trip costs (transportation, hotel, etc.) Team uniforms Sports clothing (with logo) Athletic fees/banquet Academic field trips/PFR expenses School club fees Grad dinner & dance ticket Grad clothing (with logo) Grad rings Grad pictures Caps and gowns The following items are specifically excluded from the above list: Incidental trip expenses (food, shopping, etc.) Grad dinner & dance attire Grad dinner & dance transportation School pictures Textbook/library fees School registration fees Return of Funds When a deposit has been given for an allowable item which is later covered by fundraising totals, the deposit may be returned to the student. The amount returned is not to exceed the amount of deposit. Exceptions are at the principal’s discretion only. October 2002 Revised November 2004