Handbook Highlight- Fundraising

Fundraising and/or Fundraising Activities

The purpose of fundraising is to benefit the students of Valencia High School.  Fundraising on campus will be limited to clubs or organizations chartered by the Associated Student Body of Valencia in accordance with Article VII of the Valencia Constitution. In addition to these constitutional requirements, clubs or organizations must have specific needs in keeping with the general goals and philosophy of the school.  Booster groups are not eligible for charter and thus may not fundraise on campus. Only chartered organizations may fundraise during regular school hours.  Booster organizations may fund raise after regular school hours.

The frequency of on campus fundraisers will depend on the number of requests submitted by the other chartered club organizations and will be subject to approval by the Student Council and Director of Student Activities.  Clubs and organizations are strongly encouraged to fundraise on campus and not off campus.

In order to fundraise, chartered clubs or organizations must use the following step-by-step procedure: 

1. Determine the need of the club or organization and select a specific fundraising plan, activity or event.  
2. Verify the availability of the facility for the event, if necessary.
3. Submit a request for the fundraiser or activity with specific details of the event, time, place and financial arrangements to the Student Council.
4. Upon approval of the request, submit purchase order(s) for goods or services to the Student Council.  All purchases must be made by purchase order.  Funds collected must not be used to purchase items.
5. Once the purchase order is approved, goods may be ordered or services arranged for.  The only person authorized to sign contracts is the Principal or his designee.
6. If the event requires tickets, cash boxes or a change fund, place a request in writing with the finance clerk prior to the event.
7. Money must not be stored in the classrooms, desks or cabinets.  Money should be turned in to the finance clerk daily and stored in the safe.  The advisor is responsible for counting the money and completing the cash accounting sheet.  All money must be counted and turned in to the finance clerk in a timely manner.
8. At the conclusion of the fundraiser, a revenue potential sheet must be completed and returned to the Director of Student Activities.
9. All fund raising activities are to end and all monies collected submitted to the finance clerk two weeks prior to the close of school.   

 
The advisor is responsible for proper money handling practices.  The advisor should take particular care in distribution of goods and collection of money from students.  Students are responsible for their goods and/or money while in their possession.  Money should be collected from students on a regular basis.  Students should turn in money or unsold items in a timely manner.  Students should not be allowed to attend banquets if they have not paid their money in advance.  If the advisor chooses to pay for a student, the student is not obligated to pay for the dinner.


In the event a student does not turn in money or unsold goods, it is the responsibility of the advisor to make contact with the student to resolve the problem.  If the matter has not been resolved, the advisor must then contact the parents either by telephone or written letter outlining the problem and the method by which the parents may resolve the problem.  A specific timeline must be included in both the initial contact with the student and the parents.  A referral to the proper Assistant Principal should occur if the contact with the student and parents has not resolved the issue.  A debt notice indicating the specific item(s) and amount should accompany the referral.  In addition, the debt notice should have the proper ASB account number to insure proper credit.