Donor Form
Use this form if you are soliciting donors (money or goods and services). When you turn it into the office, SDAF will issue a receipt for the donor. Please note: SDAF needs a valid mailing address in order to recognize the donation (many storefronts do not accept mail). If you need 3-part donor forms (one copy for the donor, one copy for SDAF and one copy for your records) stop by the Foundation office to pick them up.

Check/Reimbursement Request
Use this form — two versions available — if you need to pay a vendor or if you need reimbursement for out-of-pocket expenses on behalf of your Council. Make sure you obtain signatures from your team/club head and your Council. It’s always a good idea to plan on 2 weeks for a check request to be processed.

Deposit Form
If you have collected money for your Council, submit it for deposit to SDAF with this form.

Generic Budget Worksheet
You volunteered (or were volunteered) to be the team or club “manager.” Now what? You need to have a plan! The budget worksheet helps you estimate your expenses — and how much money you need to raise cover these expenses.

Special Event Fundraiser Checklist
Every club or team can use some financial support. If you have a fundraising event, this is where you start! This fundraiser checklist will guide you through the steps you need to take to

• Ensure there are no calendar conflicts with another fundraiser
• Ensure you have the support you need from SDAF
• Help you make the most out of the different marketing opportunities

Raffle Packet
Please do not consider a raffle or opportunity drawing until you review our Raffle / Opportunity Drawing Checklist, which will help guide you through the tangle of laws and statues regarding such events.

Grant Request Form
Have a school-related project that needs funding? Use this form to ask the Foundation for financial assistance. Review the Shared Vision document to determine if your project qualifies.

Press Release Guide
For a successful event, you need publicity. Let the Foundation help you by getting you media attention with a press release sent to our database of key media contacts, including print, television, social media, and radio.

CCT Policy and Insurance (2023-24)
These are the policies, guidelines and forms for Camps, Clinics and Tournaments (CCT) that run outside of season play and managed through the Foundation.

W9 Form
SDA Foundation W9 form prefilled and signed for fundraisers and other vendor needs.

Business Management

1. Collect and track donations, including preparing and sending out donation request letters
2. Make deposits and submit check requests
3. Verify accuracy of monthly P&L statements
4. Coordinate team fundraising
5. Establish team budget in conjunction with coach or program leader while considering short and long-term needs
6. Coordinate with coach or program leader regarding team’s ASB account, if applicable

Coach or Program Leader Support

1. Communicate with coach or program leader regarding team needs
2. Establish procedure for obtaining signatures on check requests
3. Send communications to parents from coaches or program leader
4. Obtain information from coach or program leader for team webpage and publish

Communication

1. Maintain and update team’s or programs sdafoundation.com team page
2. Share SDAF information with team as requested
3. Share coach or program leader communications with parents as requested
4. Keep an open line of communication between yourself and parents
5. Communicate with SDAF Executive Director, SDA or Athletics Council Bookkeepers, and Athletic Director regarding any questions or issues that arise

Social Activities

1. Coordinate team social activities, including kick off parties & end of season banquets
2. Coordinate gifts for coaches or program leaders and other volunteers

Succession Planning

1. Keep detailed records of what you do throughout the year, including maintaining a timeline
2. Keep all passwords and vendor contact information
3. In conjunction with the coach, identify your successor
4. facilitate the transition between yourself and your successor