Enrichment · Passion Projects

Raise the money,
and know where every dollar went.

A trip, a competition or a cause usually takes more than one fundraiser. Log each one with its goal, what came in and what it cost, and work through six money-handling checks that keep students and money safe. The page works out the net for each, the campaign’s total and how close you are to the goal, and flags fundraisers that cost too much or fell short.

Add a fundraiserWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with the Caveat Academy pass and Whole-school licenses. Or get it in the Passion projects kit, $39 for 48 items.

Campaign

The worked example is made up: four fundraisers by a school robotics team. Student codes, not names. Saved on this device only.

Loading the fundraiser form. If nothing appears, turn on JavaScript.

What you get

Enrichment · Passion Projects$5

What you finish with
A record per fundraiser: kind, student lead code, date, goal, raised, costs, how much came in as cash and six money-handling checks. Works out the net for each and the campaign’s raised, net and percent of the combined goal; flags high costs, missed goals, mostly-cash events and checks not yet met.
Who it is for
Student club officers, team captains and class councils; the club advisers and coaches who sign off on fundraising.
Format
Browser campaign book with a saved record per fundraiser. Prints one fundraiser, the whole campaign as a table for the adviser or bookkeeper, or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with the Caveat Academy pass and Whole-school licenses. Also in the Passion projects kit ($39) and the Enrichment Suite pass ($119), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Passion Projects space in Caveat Enrichment.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Get the fundraiser approved first, then add it with a goal.
  2. After it runs, enter what came in and everything it cost.
  3. Work through the six money-handling checks with your adviser.
  4. Watch the side panel for the campaign total and the percent of the goal.
  5. Clear the flags before the next fundraiser, starting with thank-yous and labels.

Add a fundraiser

Handling money the safe way

Three habits that keep student money safeBeforeGet approval from theschool or adviserSet a goal and a budgetfor costsPlan who handles cash, andwhere it is keptDuringTwo people count everycash total and both signRecord each sale or giftas it happensKeep cash in a locked box,never in a pocketAfterHand money in the same ornext school dayWork out the net: raisedminus costsThank every donor andsponsorThree habits that keep student money safeBeforeGet approval from the school or adviserSet a goal and a budget for costsPlan who handles cash, and where it is keptDuringTwo people count every cash total and bothsignRecord each sale or gift as it happensKeep cash in a locked box, never in a pocketAfterHand money in the same or next school dayWork out the net: raised minus costsThank every donor and sponsor
These habits protect the students as much as the money: nobody is ever alone with cash nobody else counted.

Net is what counts

A shirt sale that brings in $900 but costs $560 nets $340; a car wash that brings in $720 with $60 of soap and sponges nets $660. Compare fundraisers by net, and by the hours they took, before choosing which to run again.

Food sales

Label baked goods with their ingredients and the major allergens, such as milk, eggs, peanuts, tree nuts, wheat, soy and sesame. Many schools and districts also have rules about homemade food and about food sales during the school day; ask before you bake.

Gifts and sponsors

Record every gift with the date and amount, and send a thank-you. Large gifts can need a written receipt for the donor’s taxes; the school business office or bookkeeper handles those, so pass them on promptly.

Sources

  1. Internal Revenue Service: Publication 1771, Charitable contributions, substantiation and disclosure requirements (irs.gov).
  2. U.S. Food and Drug Administration: Food allergies, what you need to know; the major food allergens including sesame (fda.gov).
  3. Association of School Business Officials International: Guidance on student activity funds and cash handling (asbointl.org).
  4. Government Finance Officers Association: Best practices on cash handling and internal controls (gfoa.org).

The worked example is made up. Your school’s and district’s rules on fundraising, food and money come first. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.