Careful consideration should always be given to fundraising and its purpose. Fundraising should not occur without advocacy and raising awareness.
Students are encouraged to plan innovative and engaging fundraising that goes beyond casual wear days and bake sales and be mindful of the number of requests made to the school community as well as provide transparency for what funds are going towards.
Whilst Student-led Events committee meetings have been put on hold during the school year 2020-21, students still need to seek approval from their relevant Service/CAS Coordinator and Ms Williams HOS in order to hold whole-school/secondary fundraising appeal. Examples of these type of fundraising events that we have had in the past are Jie Jie day appeals, Box of Hope, UNICEF dress-up days, food drives. Events like Famine 24, Pedal Kart or 24-Hour Race, where individual students gather donations for their own participation, are not expected to go through this approval process.
If you wish to run a fundraiser, you will need to follow the following protocol:
Fundraising Protocols - Secondary School:
1. You must have an activity supervisor willing to advise and support you, and to help you monitor your financial accounts.
2. A Fundraising Proposal must be written to plan what you want to do, why and how. This should be shared with your supervisor. You should also start to fill in the Fundraising Account Application form. This has to include the estimated expenditure for your activity including the cost of any products being sold to students or staff.
3. You should then email your Fundraising Proposal to both your relevant S&A/CAS Coordinator and Ms Williams HOS to request an approval meeting (if your team is made up of students from a variety of year groups, send it to the S&A/CAS coordinator who seems the best fit for the year levels of the leaders). We will then get back to you to arrange a meeting at a suitable time.
4. The lead students should attend the meeting to discuss their plans, answer any questions and receive feedback. Ideally, the supervisor should also attend.
6. The College Business Manager will supervise all fundraising.
7. Money collected every day MUST be deposited at the end of break and/or lunch with the 5th floor, where it will be counted and secured. Students should never be in charge of money overnight.
8. All receipts must be kept and all money paid out must be accounted for.
9. Money raised through fundraising should NOT be used to take taxis or order pizza or food for activity members.
10. An Accounts spreadsheet must be used to track all money in and out in relation to your fundraising activity.
11. Accounts should be signed-off by the Business Manager within ten days of the conclusion of your activity. All money should be collected in and all invoices should be paid. A minimum of 10% from all fundraising activities will be donated to [email protected], except for funds raised for the Terry Fox Run or by special arrangement. This money will be automatically donated through the Business Office. Activities may choose to donate more than 10% to [email protected] if they wish.
12. When everything is in order the Business Manager will arrange for the raised funds to be deposited into the College bank account and the benefitting charity to be issued with a cheque. Do NOT give money directly to charity representatives on the night of an event. Pay all money in and funds will be sent electronically to charity bank accounts.
13. You must inform the community of the amount raised, and the name of the benefitting charity, for example through the school newsletter and/or the bulletin.
To book any of the facilities in school, you need to ask your supervisor to book via http://booking.rchk.edu.hk/
You should check iCAL to see what else is on at that time and give consideration to whether your target audience will be available.
If you require any of the technical equipment in the PAC (e.g. microphone, projector) your supervisor will need to fill out a PAC Tech request form or email [email protected]