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
