General Fundraising Policies, Procedures and Checklist:

For any sports team planning to organize a fundraiser, the following policies and procedures must be followed. Please note that the responsibility for completing these steps lies with the team’s parent representative; coaches are not permitted to submit fundraising requests.

Compliance with District Guidelines

First, confirm that your proposed fundraiser adheres to the Spencerport Board of Education Guidelines and code of conduct. This is an essential step to ensure compliance with district policies.(Guidelines below)

Equitable Participation

Athletes and Families cannot be required to participate in fundraising or be required to participate in a fundraising buyout. All students, regardless of their involvement in fundraising, must be provided with the same experience and opportunities.

Role of Coaches in Fundraising

Coaches are prohibited from participating in any fundraising activities. Under no circumstances should coaches handle or come into contact with any fundraising money.

 ☑️ Facility Use for Fundraisers

Any use of school facilities for fundraising purposes must be arranged at least three months in advance via the Facilites Use Portal. This allows sufficient time to complete necessary paperwork, secure insurance, and fulfill any other needed requirements. This step should be done prior to any event planning.  Please be sure to include specific information for your event.  Example - Number of People, Event Contact/Coordinator, needs (tables.chairs etc) and number of cars expected.  If you have questions while completing the process, please contact Christina Bowerman at cbowerman@spencerportschools.org.

Link for Facilities Use Portal:

https://www.spencerportschools.org/departments_and_programs/community_programs/facilities_use

☑️ SSBC Fundraiser Form Submission

Fundraisers that do not require the use of campus facilities, please complete and submit the SSBC Fundraising Request Form at least one month prior to the event. If your fundraiser requires the use of campus facilities, the form must be completed and submitted at least three months in advance.  Fill out the SSBC Fundraising Request Form in full. Be sure to provide all required details, including the type of fundraiser, the date, time, and the location of the event.  You will be notified if insurance releases are required.

Note: approval of you fundraiser does not guarantee approval for the requested facility use.  If there is a conflict with facilities use you will work with Christina Bowerman to determine an alternate location.

 Link to SSBC Fundraising Request Form:

https://forms.office.com/Pages/ResponsePage.aspx?id=Aka3kMpbA0ieBdNzLsZrTnBdTCzx7NZGiDuB2adyPeJURDI0MFA3S09OT1hQVFM2NDg5V0ZFSzNFUS4u&origin=QRCode

☑️ Fundraising Flyer Guidelines

Every flyer created for any fundraiser associated with a school sport must include the statement, "Sponsored by Spencerport Booster Club." Additionally, all flyers must be reviewed and approved by Marcy Clapper before distribution.  Please send to mclapper@spencerportschools.org.

 ☑️  Await Final Approval

Do not publicize or move forward with your fundraiser until you have received final approval from SSBC. This ensures all district and SSBC requirements are met before any promotion or activity takes place.