The following Concessions Stand procedures should be followed to ensure proper accounting, public health, and safety are addressed.
General Procedures
1. No one under age 14 will be allowed to work in a school concessions stands. No exceptions.
2. Volunteers are highly encouraged to work in concessions stands.
3. High school students are encouraged to work in concessions stands to promote ownership and spirit within the school. However, where cash is being collected there should be at least one responsible adult.
4. All concession stand workers should be pre-approved by the school principal. This can be done at the beginning of the season with approval of a comprehensive list of workers and volunteers or can be done individually for each event.
5. Concession stand workers should report to the concession stand for instruction from school staff 30 minutes or more prior to the event.
7. The school principal is responsible for ensuring the concessions stand is properly staffed and supervised.
The principal may delegate this assignment to an appropriate staff member, but the principal still retains all authority and accountability--i.e. delegated to the athletic director, an office secretary, head coach, etc.
8. Concessions stands shall operate with a minimum of 2 pre-approved workers. Under no circumstances shall concessions stands be in operation with only one individual. Concessions stands shall be staffed with a minimum of one adult. Students and children shall never be left unattended without adult supervision.
9. The school principal shall approve all orders for supplies and items to be sold in conjunction with the district's purchasing policy and procedures.
10. Free items given to workers must be pre-approved by the school principal and documented.
11. Gloves must be worn when handling unpackaged food products.
12. Shoes must be worn at all times – no open toed shoes including flip flops
13. Volunteers are prohibited from eating or drinking any food products in the Concession Stand area.
14. Courtesy and customer service is a must with fellow workers, volunteers, and customers.
15. Where possible, school principals should provide concessions stand workers with a radio or
cell phone number to allow for direct communication between workers and the school principal or
designee during the event for safety purposes.
16. Security Cameras: The district will install security cameras at concession stands point for security
and monitoring purposes. This is to protect volunteers, school employees, patrons, and cash and other assets.
Cash & Deposit Procedures:
1. Cash/Change Boxes: The school shall follow all School Cash/Change Boxes procedures. The school shall write a check to a specific individual who will then go to the bank and cash the check. An annotation or memo should be made on the check indicating the purpose of the check--i.e. "cash box for BHS Basketball". Under no circumstances should a cash box check be written to "Cash" or "Bearer". This is done to provide for initial cash and change before the event occurs. The check is usually written to a school secretary or regular school worker.
2. Cash shall be counted by two individuals at each point of trading custody and accountability of cash. In other words, cash shall be counted by two individuals at the time of funding the cash box, at the time the cash box is given to admissions gate workers, at the time workers have shift changes, at the close of business, etc. All counts must documented and signed by the two individuals who were involved with each count.
3. Documentation of Cash Counts & Sales: The school is to develop its own form(s) to document accountability and custody of cash for the event. The form must account for the following:
All cash counts and signatures of those involved with the cash counts
Counts shall separate and document the amounts for checks, currency, coins, and totals at minimum.
The amount to be deposited at the bank
The form shall be signed by the event supervisor at the close of the event--i.e. principal, assistant principal, teacher, etc.
4. Plastic Bank Security Bag for Deposit: At the close of the event, at least two individuals shall count the cash, prepare and sign a two-part deposit slip, and secure the cash and one copy of the deposit slip in a plastic bank security deposit bag. The school's event supervisor should work with event workers and oversee the cash count, preparation of the deposit slip and securing of cash in the bank security deposit bag. This should be done at close of business and not deferred to another time/date. The other copy of the deposit slip should accompany the security bag when delivered to the school safe for storage. The school financial secretary can then use the 2nd deposit slip for the school's accounting records and system entry.
5. Close of Business - Securing the Cash: At the discretion of the event supervisor, cash may be secured by 1) making a night deposit with the bank, or 2) securing the cash in the school safe. The school should follow all Cash Receipts & Deposits - General Procedures. In either case, at least two individuals, usually the event supervisor and one other person, should make the night deposit or secure the cash in the school safe together. Under no circumstances should the cash be secured through a night deposit or delivered to the safe by one individual. Under no circumstances shall cash be secured in any other location in the school or be taken home.
**Under no circumstances should cash counts occur with only one individual, nor should securing cash
occur with only one individual.
6. All completed paperwork must be stored in the safe with the cash at the end of the event for future processing--i.e. cash accountability form(s) and deposit slips.
7. If the cash has not been deposited with the bank already, the school financial secretary should make arrangements to transport the deposit (security bag) to the bank as soon as reasonably possible and make all necessary accounting entries in the school's accounting system. The school should follow all Cash Receipts & Deposits - General Procedures.
Cash Counts in Appropriate Locations: When counting cash, workers should do so in a semi-public but
safe location. Locations that provide for safe distances from potential theft and away from public view should
be used where possible. This is for both personal safety and cash security purposes.