St. Edmund Catholic School Solicitation Policy

Rationale

It is the responsibility of the Development Office to coordinate all fund raising efforts. So that efficient records may be maintained and the donor is properly acknowledged, a policy for  solicitation is necessary. Prior to any fund raising transactions, all persons and organizations that solicit in the name of St. Edmund Catholic School must complete a fund raising project proposal and receive approval from the Development Director, Principal and School Board. The Development Director, Principal and School Board reserve the right to limit or refuse a proposed solicitation.

Solicitation Policy

The St. Edmund Catholic School Solicitation Policy is as follows:

  1. No individual or business is to be solicited without the prior concurrence of the Development   Office.

  2. Solicited funds must be targeted to a specific project or event that has received the prior approval of the Development Director and Principal.

  3. Restricted donations must be applied to the area or project specified by the donor unless the donor is contacted by the Development Director and such permission is granted.

  4. Under no circumstances may the solicitor promise or guarantee any specific returns or favors for the donor's contribution.

  5. All donors should receive a written acknowledgment for their contribution from solicitor within fifteen (15) days of receipt. A copy of the letter must be filed in the Development Office on the day that it is mailed. The Development Office also sends a second thank you note from school.

  6. In order to maintain a permanent record of donor history, the following information must be provided to the Development Office.

    A. Name and address of donor

    B. Amount of donation (if applicable, indicate type of in-kind donation or item donated)

    C. Project or Campaign in which the donation was made

    D. Date of the donation

    E. If paid by check, the check #

    F. Solicitor's name

  7. In-kind donations, or gifts of property, which might incur additional expenses, must receive Principal and School Board approval and permission.

       

Fundraising Policy

The St. Edmund Catholic School Fundraising Policy is as follows

      Types of Fundraisers:

        There are two types of fundraisers to be considered at St. Edmund:

              1. School-wide Fundraisers:  These fundraisers are conducted utilizing the entire student body to raise money. 

              2. Group/Class: These fundraisers are conducted by school groups, classes or school subsidiary           

                                     organizations.  Only members of the group are asked to help raise funds. 

      Approval:

      1. Any fundraiser that involves alumni and/or St. Edmund community and that uses the St. Edmund

             name or logo must have the permission of the school administration and Development Office.

      2. A fundraising calendar will be created each school year by the Development Office. 

      3. All fundraising activities must be scheduled through the Development Office and will not be entered onto

              the school fundraising calendar until it has been approved by the Principal and Development Office.

      4. An application for permission to hold a fundraiser will be available on REN WEB for all school groups,

              classes and subsidiary organizations.

      5. The decisions for approval may not be immediate, depending on the need for further information

              or consultation.

      6. All fundraising proposals must be submitted at least 3 months prior to fundraising activities.

 

      Timing and Number of fundraisers:

      1. Fundraisers on school grounds or under school auspices are not to take place on the following days:

                                                             i.      Palm Sunday

                                                            ii.      Easter Sunday

                                                           iii.      Christmas Eve

                                                           iv.      Christmas Day

                                                            v.      Any Holy Days of Obligation

      2.  Class time is NOT to be used for fundraising activities

      3.  Fundraisers ‘sell’ time will last no longer than two weeks.  Delivery of items can take place following the sale.

      4.  Each school group/class will be allotted one limited term fundraising activity per year.  In certain cases and pending the approval

               of the school administration and Development Office as well as availability of space and scheduled time

               a second fundraiser may be held.

       5. Class fundraisers are only available to the Freshman, Sophomore and Junior Classes unless permission is given by the school administration.

 

      Purpose of funds:

      1. The purpose of the funds to be raised must be clearly stated and/or publicized before the fundraiser by way of REN WEB,

               promotional flyers, and/or raffle ticket sales.  These means of publicity must be mentioned in the application for approval.

      2. Permission will not be granted for purchasing material in the name of the school for non-educational matters. 

      3. If the proceeds are to be divided among various groups, accounts, etc., the amounts to be given to each are to be specified

               in detail on the fundraiser application and publicized in accordance to the above mentioned section.

      4. Students are asked and are encouraged to participate in school-based fundraisers. Their participation cannot

                be made mandatory and they should not be penalized for their inability to participate.

      5. Proceeds of the fundraiser must go to the recipients designated, in the predetermined amounts.

 

      Reporting

       1. The group that is conducting the fundraiser is responsible for reporting to the school the total amount of proceeds raised.

      2. If the proceeds are to be divided among various groups, accounts, etc., this is to be included in the report.

 

      Handling of Funds

       1.  All cash receipts of any fundraiser are to be submitted to the school bookkeeper within 48 hours of the completion of the fundraiser.

      2.  Receipts of all fundraiser will be placed in the appropriate restricted fund set up to receive funds from fundraiser.

 

      Receipts and reimbursements

       1. Private persons are not to be reimbursed directly from the original cash receipts of the fundraiser.

      2. Request for reimbursements are to be completed and submitted to the school bookkeeper by the project leader on a timely basis. 

               Checks will be disbursed on the 15th and 30th of each month.

 

      Compliance

      A group’s compliance or lack thereof, with these policies will be considered in future fundraising application requests.

 

      Exceptions

Exceptions to this policy or to any part of it should never be assumed by the fundraising group, but will only be granted by way of the application process.