Fundraising Protocol

Guidelines for Student Fundraising at CIS

Students and faculty sponsors involved in fundraising and the collection of money have to adhere to the school’s policies and the guidelines published by the Education Bureau.

As part of an application process, students must provide documentary proof of the status of the beneficiary organisation, as well as the needs that they are seeking to address. The organisation must, in turn, be aware of and support the students’ proposal. 

With the exception of dress casual days, fundraising activities should ideally take place on Fridays during the school year, however, there is room for flexibility and dates are to be discussed with the Director of Whole School Service Learning. The end of the school week allows students to promote their work at year assemblies during Flexi Time and in school bulletins. The advocacy work that students do is deemed to be an essential and key aspect of the experiential education that these activities provide.

Before students get started:

• Fundraising activities must be safe and supportive of healthy eating and student well-being

• As far as possible fundraising activities should be carbon neutral

• Fundraising activities must be supervised by the sponsoring faculty member

• All activities are required to complete a Fundraising Request Form 

• All applications must be approved by the Director of Whole School Service Learning. The Director of Student Life and the Student Council of primary and/or secondary should be aware of fundraising activities. The Council may assist in promoting the event or integrate fundraising into one of their social events

• Please make an appointment to meet with the Director of Whole School Service Learning

• Any posters to be posted around the school must be attached to the Fundraising Request Form 

• The fundraising application must be submitted a minimum of 14 days in advance of the proposed event

Planning

• Student advocates should meet with their faculty sponsor in the first instance

• Students and their faculty sponsor should complete the application form together

• It is recommended that outside companies not be used by students; exceptions may be cleared by the Service and Action Coordinator

• Activities do not have to follow a ‘business’ model. Experiential activities that encourage and promote community, creativity and physical fitness are strongly encouraged 

• Student groups are encouraged to work together, for example, groups interested in environmental action may collaborate with the Student Council to raise funds to help combat climate change

• The school community should be made fully aware of the purpose and intent behind the activity

Handling of Funds

Faculty sponsors are responsible for depositing all monies collected through fundraising activities with either Ms Catherine Yiu in the Student Affairs Office (331) for Secondary or Ms. Portia Wong in the Primary Office (250) for Primary. They will deposit the funds in the Business Office, which will direct all funds into the account of the beneficiary organization. A receipt will be sent to the students via their faculty sponsor.

Afterwards

Students and their faculty sponsor are responsible for reporting back to the school community, via school bulletins, on the success of the fundraising experience and must provide an accurate financial statement in this report. The statement should list the income raised and any expenses incurred, for example, the cost of tickets, posters etc.

These guidelines to be made available for reference in the student, teacher and parent handbooks.

Communications may celebrate the success of the activity by posting details on social media.