Field Trip Guidelines and Fundraising and Travel Guidelines 2010 - 2011

Field Trip and
Travel Guidelines
Fundraising Guidelines
School Year 2010 - 2011

TABLE OF CONTENTS
Introduction……………………………………………………….…………….….… 1
Instructions for Requesting Fundraising ……………………..…………….…….. 2
FAQ Chart by Group ………………………………………….…………….……….3
Other FAQ …………………………………………………………..………………… 4
Request for Approval of Fundraising Effort Form ……………..……………….. 6
Fundraising Collection Report …………………………………..………………….8
Fundraising Activity Release and Indemnification …………..…………………9
Fiscal Transaction Instructions ………………………………….………………….10
Check Request Form …………………………………………….………………… 11
Cash Advance Form ……………………………………………….……………….12
Deposit Form (for non-fundraising) ……………………………….………………13
Fundraiser T-Shirt Deposit Form …………………………………….………………14
Fundraiser Deposit Form (for fundraising) ……………………………………….15
Account Authorization for Student Activities Account ………….……………16
Guidelines for Other Sources of Fundraising Monies …………….…………….17
Individual Student Fundraising Monies ………………………….………………..20
Performing Arts Dept. Background and Guidelines for

Performance-Based Fundraisers ……………………………………..…………….22
Guidelines on Donations ………………………………………….…………………24
Sample Donation Receipt Letter ………………………………….…….…………27
Facilities Use Guidelines ……………………………………………………………...28
Facilities Use Request Sample …………………………………...………………….34
Guidelines for Concession Fundraising Operations …………………...………..35
Food Service Procedures for Fundraising ………………………………………....38
Concession Prices for Frequently Ordered Items ………………………………. 40
Field Trip and Travel Reference Chart ……………………………………………. 41

Field Trip Guidelines ……………………………………………………………………42
Field Trips on Weekends ………………………………………………………………43
Overnight Activity Guidelines ………………………………………………………. 44
Off-Island Travel ………………………………….……………………………………. 45
Sleeping Arrangements During Travel …………………….………………………..46
Volunteer Chaperones ……………………………………….……………………… 47
Transportation Etiquette ………………………………………………………………48
Lodging Etiquette ………………………………………………………………………49
Student Code of Conduct ………………………………………………………….. 50
Incident Procedures and Consequences …………………………………………51
Responsibilities of Parent Chaperones ……………………………………………. 52
Responsibilities of KS Adult Supervisors ……………………………………………. 53
Emergency Contact Info Form …………………………………………………….. 54
Field Trip and Travel Request Form ………………………………………………… 55
Aquatics Activity Request Form ……………………………………………………. 56
Off-Campus Water-Related Activity Safety Check List ……………………….. 57
Instructions to Staff/Advisor for Use of Permission to

Participate in Field Trip/Activity Release Form…………………………………… 58
Permission to Participate if Field Trip/Activity Release Form …………………. 59
Notice and Acknowledgment of KS’ Procedures

Governing Student Behavior While Traveling With
Kamehameha Student Groups ………………………………………….………….61
Notice and Acknowledgment of KS’ Policy Governing

Withdrawal of Travel Endorsement ……………………………………….………..62
Acknowledgement and Receipt of KS’ Policy

Governing Withdrawal of Travel Endorsement ………………………………….63
Permission for Alternative Transportation …………………………………………64
Permission to Leave the Group …………………………………………………….65
Permission for Initiation of Medical Care and Release ………….…………….66

Request for Medical Information and First-Aid Kit
For KS Field Trips/Activities …………………………………………………………..67
Application to Volunteer Form …………………………………………………….68
Returning KS Volunteer Tuberculosis Screening Questionnaire ……………. 69
Authorization for Hale Ola TB Screening …………………………………………70
TB Location Information …………………………………………………………….71

INTRODUCTION
This manual is designed to address all groups who fundraise on the
Kapälama Campus. Please review the guidelines and procedures
carefully. These guidelines have been established according to KS Policy
to ensure that proper behavior and protocol are maintained by all
fundraising groups in order for Kamehameha Schools to maintain its tax-
exempt status.
All organized student activities, including fundraising, which are directly or

indirectly endorsed by KS, shall be coordinated by designated staff. This
coordination is required to assure that all activities are consistent with the
overall mission of KS, that specific reporting and approval procedures are
followed and that the activity will reflect favorably on the KS family.
1
Instructions for Requesting Fundraising
1. Fundraising requests may be submitted on a first come, first served basis. If you are
requesting fundraising dates for the following school year, please submit no earlier
than August of that year.
2. If you are fundraising for travel, your travel must be approved first. Please complete
the Field Trip and Travel Request form to the ‘Akahi Student Center. Please plan
ahead being that the approval process may take some time.
3. If you are a new advisor/coach, please make an appointment with the Dean of
Student Activities to review the fundraising guidelines. Failure to do this may delay
the approval of your fundraising request.
4. Complete the Fundraising Request form at least two weeks prior to the dates you
are requesting and submit to the ‘Akahi Student Center. If you are selling products
from another vendor, please attach a completed Indemnification Form. Failure to
do this may delay the approval of your fundraising request.
5. Please indicate the dates you wish to fundraise. If you are fundraising on campus,
you may request up to five (5) days per semester. If you would like additional
dates, please check with us on availability as we allow two groups to sell each
week provided they do not sell the same products.
6. If your fundraising dates change, fundraising is canceled or you are making

changes to the product(s) you are selling, please notify us immediately.
7. Once your fundraising activity is completed, please submit a fundraising collection

report to the ‘Akahi Student Center.
8. Please be sure to complete the appropriate forms if you need cash advances,
check payments/reimbursements and deposits. Please refer to pages 11 through
16 in this handbook for more information.
9. GIFTS SHOULD NOT BE PURCHASED FOR ANY INDIVIDUAL OR STUDENT USING

FUNDRAISED MONIES.
NOTE: Please note that money raised through fundraising efforts are considered the property of
Kamehameha Schools and the school determines how the funds are to be spent. In the event of a
cancellation of an activity and/or travel, any fundraised monies are non-refundable. Only parent
contributions, not fundraised monies, may be returned to families.
2
ATHLETIC CLUBS SANCTIONED CLUBS CLASSES BOOSTER CLUBS
Does my club need to have a No Yes No. However, the department No
club charter sanctioned by head and the Dean of Student
ASKS? Activities should be aware.
Is my club required to have No, only if the group is a No No Yes
by-laws? booster club
Does my club need to submit No Yes, the club advisor should Yes, the club advisors should No
a club report? submit at teacher check-out submit at teacher check-out
Who should sign off on Only the coaches and AD Only the club advisor and Only the teacher and Only the coach/teacher and
contracts? may sign contracts Dean of Student Activities department head AD/department head
Who signs off on the The coach and AD The club advisor and Dean of The teacher and department The coach/teacher and
fundraising request? Student Activities head AD/department head
Who signs off on flyers, The AD and Dean of Student The teacher and Dean of The teacher and Dean of The AD and Dean of Student
apparel designs and group Activities Student Activities Student Activities Activities
communications?
Can I use the KS logo? Yes as long as the item is not Yes as long as the item is not Yes as long as the item is not Yes as long as the item is not
being sold for profit. Design being sold for profit. Design being sold for profit. Design being sold for profit. Design
must meet specific use must meet specific use must meet specific use must meet specific use
requirements. Please contact requirements. Please contact requirements. Please contact requirements. Please contact
Communications Division for Communications Division for Communications Division for Communications Division for
approval. approval. approval. approval.
If I want to do an overnight Yes. Please see Field Trip Yes. Please see Field Trip Yes. Please see Field Trip Yes. Please see Field Trip
activity, do I need to submit a
and Travel Guidelines found and Travel Guidelines found and Travel Guidelines found and Travel Guidelines found
Field Trip and Travel Request in this manual. in this manual. in this manual. in this manual.
Form?
If I want to open an account, The AD and the Dean of The Dean of Student The department head/Dean of The AD/department head and
who needs to approve the Student Activities Activities Student Activities Dean of Student Activities
Account Authorization Form?
3
Other FAQ
1. Can I request ATP funds?
Yes, you can request ATP funds. Applications are located in the Principal’s Office.
2. If I want to fundraise, what do I need to do?

Complete a Request for Approval of Fundraising Effort form. Forms are located at the ‘Akahi Student Center. Please submit at least two
weeks prior to your requested fundraising date.
3. How long can I fundraise?

If you are fundraising on-campus, you are limited to five days per semester. If we have extra weeks after everyone has been
accommodated, you may inquire about additional fundraising weeks.
If you are fundraising off-campus, you may fundraise as often as you want for as long as you want. Please indicate the period in which
you intent to fundraise.
4. When do I need to submit the Fundraising Collection Report?

Please submit two weeks after your fundraising period with all original receipts and invoices attached. The GET (if applicable) will be
automatically deducted by the Student Activities Accountant.
5. What fundraisers are not subject to GET?

Fundraisers which include pledge-type activities (i.e. jog-a-thons) and donation-type activities where services are not being provided (i.e.
Pizza Hut Nights, McDonald’s Nights, Jamba Juice) are not subject to the GET.
6. I have a donation in excess of $250. What do I need to do?

A donation receipt letter must be sent to the donator. Please contact Brian Chang (brchang@ksbe.edu) for assistance in generating the
letter. If the tax ID number is required, please contact ‘Akahi Student Center at 842-8531. All donations should be tracked so please keep
a log of the name of donator, address, item donated and whether the donation was acknowledged.
7. I want to sell food in the concession. What do I need to do?

First check if the concession is available by calling 842-8532. If available, complete a Facilities Use Request form. All group members
selling in t he concession need to go through training with Food Services. Please call 842-8997 to schedule a training session.
8. If we have a Student Activities Accountant (SAA), do I still need to keep track of my account?
Yes. You should still be keeping track to ensure deposits and withdrawals are accurate. In addition, the SAA should be sending monthly
statements to assist you in monitoring your account.
4
9. How are fundraising weeks assigned?
Fundraising weeks are assigned on a first come, first served basis. Fundraising requests for the following year may be submitted no earlier
than the first of August. If there are outstanding financial obligations from the previous year, this may delay approving your fundraising
requests for the following year.
10. Are there restrictions to the kinds of things our group can purchase?
Any equipment purchases should first be discussed with the department head/AD to first determine if the purchase can be covered by
the department budget or be provided by KS. If this is not possible, the group, with the approval of the department head/AD and Dean
of Student Activities, may make the purchase knowing that it then becomes responsibility of the group (e.g lost/stolen, repairs,
maintenance, etc.)
11. Are we allowed to give stipends to group volunteers?

No, the funds should be for student-related activities not the volunteers.
12. Where can I get the forms to make deposits and withdrawals to my account?
Forms can be found in the ‘Akahi Student Center or may be downloaded at http://kapalama.ksbe.edu/high/internal/login.php.
13. I have questions about my account. Whom do I call?

For questions regarding your fundraising requests, fundraising collection reports and checks waiting for pick up, please call ‘Akahi Student
Center at 842-8531. For questions regarding your account’s financial status, please call the Student Activities Accountant at 842-8694.
14. When will I receive my account statements?

Account statements will be issued by the Student Activities Accountant’s office by the 15th of every month. If you require a more detailed
statement than the one provided, please call 842-8694.
15. Can corporate sponsors pay for a student’s trip and use this as a tax deductible donation?
A charitable contribution to a specific individual is not deductible.
16. Can we use fundraised monies to purchase senior gifts or mahalo gifts for coaches?
No, gifts should not be purchased with fundraised monies for any individual. Gift purchases can only be made via non-fundraised monies.
5
REQUEST FOR APPROVAL OF FUNDRAISING EFFORT
DATE: _______________________________
TO: _________________________________
FROM: _______________________________________ ______________________________

(Name of Group) Account No.
Purpose of Fundraising Effort (Describe in detail): _______________________________________
______________________________________________________________________________________
______________________________________________________________________________________
(NOTE: Travel requests must be approved prior to submitting this request. Please refer to Field
Trip and Travel Guidelines)
AMOUNT TO BE RAISED: $__________________________
Means of raising money
Product: ____________________________ Vendor: _____________________________

(Proof of purchase required two weeks prior to event)
Cost per Unit: _______________________ Items to be sold for: __________________
Packaging: _____Pre-Packaged _____ To be assembled in Board of Health certified facility
Means of distribution: _________________________________________________________________
Solicitations will be made from the following groups (Example: friends, students, parents, etc.).
Please list:
______________________________________________________________________________________
Solicitations will be made:
On and off campus ______ Off campus only _____ On campus only ______
WE UNDERSTAND THAT NO SOLICITATION WILL BE MADE OF ANY MEMBER OF THE BOARD OF TRUSTEES
OF KAMEHAMEHA SCHOOLS
Period of fundraising (NOTE: No more than five (5) school days may be allowed for on-campus
fundraising):
1st Choice: From _______________ to _______________
2nd Choice: From _______________ to _______________
3rd Choice: From _______________ to _______________
KS Services and/or Facilities required: __________________________________________________
______________________________________________________________________________________
NOTE: Work Requests and Facilities Use Request forms must be submitted upon approval.
-Continued on Back-
6
After completing the fundraising activity, a Fundraising Collection Report must be submitted to the
Dean of Student Activities (KHS), Student Activities Coordinator (KMS), or to the KES Principal. The
4.5% GET will be automatically deducted by the Student Activities Accountant.
I have read the Fundraising Handbook and will comply with the conditions contained in it.
_____________________________________ _____________________________________
Advisor’s/Coach’s Name (Please Print) Advisor’s/Coach’s Signature
Mailing Address: __________________________________________________
__________________________________________________
__________________________________________________
_______________________ _______________________
Telephone No. (Work) Telephone No. (Home)
ACTION:
____________________________________________________________________ ______________
Athletic Director/Department Head Signature Date
____________________________________________________________________ ______________
Dean of Student Activities/Student Activities Coordinator/KES Principal Date
____________________________________________________________________ ______________
Director of Food Services Date
REVISED 10/08
7
KAMEHAMEHA HIGH SCHOOL
Fundraising Collection Report
Date: _________________________
TO: ___________________________
FROM: Name of Group ________________________________________________________
Account No. _________________________________
Advisor/Coach _____________________________ Telephone ________________
RE: Project ________________________________________________________________
Date(s) Held ___________________________________________________________
Gross Receipts………………………………………………$ _________________(A)
NOTE: Where applicable, the 4.5% general excise tax will automatically
be deducted by the Student Activities Accountant.
EXPENSES:
Item Amount
General Excise Tax
$ __________________
_________________________________________ $ __________________
_________________________________________ $ __________________
_________________________________________ $ __________________
_________________________________________ $ __________________
TOTAL EXPENSES ……………………………………………….………$ _______________ (B)
NET PROFIT ……………………………………………………………..$ ______________ (A-B)
COMMENTS (if any):
Received By: _________________________________________________ Date _________________

(Please return to Dean of Student Activities (KHS), Student Activities Coordinator (KMS), or
Principal (KES) within two weeks of the completion of your activity.)
**IF ORIGINAL RECEIPTS WERE SENT TO THE STUDENT ACTIVITIES ACCOUNTANT, PLEASE ATTACH A COPY OF THE
RECEIPTS TO THIS COLLECTION REPORT. THANK YOU!**
Revised 5/09
8
KAMEHAMEHA SCHOOLS
Fundraising Activity Release and Indemnification
THIS RELEASE AND INDEMNIFICATION is made this _____ day of ________________, 20____,
by: _________________________________________________________ whose business address is:

(“Vendor”)
______________________________________________________________________________________
______________________________________________________________________________________
in favor of:
The Kamehameha Schools whose business address is 1887 Makuäkane Street, Honolulu,
Hawaii 96817.
In consideration for the promise of the following, Kamehameha Schools student
organization ______________________________________________________ to sell by ticket in

(Name of Club)
connection with the club’s fundraising drive the following perishable food item (s)
prepared and marketed by ____________________________________:

(Vendor)
(List food) _______________________________________
_______________________________________
_______________________________________
for pick-up by the ultimate buyer directly from vendor between the following date(s):
_______________________________________________________________. Vendor hereby

agrees to release, indemnify and hold forever harmless Kamehameha Schools and its
Trustees, officers, directors, agents, representatives and employees, including the club
and any subsidiary or affiliate of Kamehameha Schools, from and against all losses,
claims, demands, payments, suits, actions, recoveries and judgments of every nature
and description, including any and all attorney’s fees and costs incurred in the defense
and/or settlement thereof, brought or recoverable against it or them by reason or in
consequence of any act, omission, negligence, and/or carelessness and/or delivery of
the food. Vendor further agrees to assume all risks and bear all loss or injury arising from
or related in any way to the food.
Vendor has read and understands this Release and Indemnification, and agrees to be
bound hereby.
VENDOR
By ________________________________________
Its ________________________________________
(4125.II, 12/02)
White: ‘Akahi Student Center Canary: Club/Organization Pink: Vendor
9
The following are four forms that are to be used for recording your fiscal transactions:
1) Kamehameha Schools Student Activities – Kapälama Check Request Form (Exhibit A)

• Please utilize this form for all check requests.
• Please provide adequate details when completing the event, description and
expense type to ensure the accurate recording of the expense as well as the
production of meaningful reports.
• This form is subject to the following tiered approval levels:
Tier 1 Requests under $1,000 Form requires approval of the club advisor
only
Tier 2 Requests for $1,001 to $5,000 Form requires Tier 1 approval plus the
respective dept. head approval
Tier 3 Requests for $5,001 and above Form requires Tier 2 approval plus the
respective Student Activities
Coordinator/Dean
• These forms should be submitted to the Athletics Department, Elementary School

Office, Middle School Student Activities Center or ‘Akahi Student Center.
• We are committed to processing all requests within five (5) business days (as
long as request is submitted to the appropriate location mentioned above by
8:00 a.m.).
• In order to meet this turnaround time all requests must be submitted with the
proper approvals.
• All processed checks will be delivered back to the office to which they were
originally submitted.
• Group advisors will be asked to sign out for their check.
2) Kamehameha Schools Student Activiites – Kapälama Cash Advance Form (Exhibit B)

• Please utilize this form for all cash advances.
• Cash advances should only be made in situations where a check request could
not be used.
• All cash advances require Tier 3 approvals regardless of the amount being
requested.
• The approval form should be presented in person to the Student Activities
Accountant for receipt of the cash requested.
3) Kamehameha Schools Student Activities – Kapälama Deposit Form (Exhibit C)

• Please utilize this form for all non-fundraising deposits
• Deposits on this form will not be subject to the Hawaii State General Excise Tax
• Select the appropriate box in the right hand column for all deposits to ensure
that accurate recording of the deposit as well as the production of meaningful
reports.
4) Kamehameha Schools Student Activities – Kapälama Fundraiser Deposit Form (Exhibit D)

• Please utilize this form for all fundraising deposits
• Deposits on this form will be subject to the Hawaii State General Excise Tax
• Serves as your cash receipt listing (remember PII), inventory reconciliation and
deposit form
10
KAMEHAMEHA SCHOOLS
KAMEHAMEHA SCHOOLS STUDENT ACTIVITIES – KAPÄLAMA
CHECK REQUEST FORM
Date: Account #: Athletics Department

Elementary School, Rachel Lee
Name: Middle School, Student Act Ctr
High School, Student Act Ctr
Club:
Check payable to:

Address: Payment
City, State, Zip: Reimbursement
Event Description Amount Expense Type

(Senior Lü’au) (Food) (Events-meals)
(Car wash fundraiser) (Car wash supplies-soap, towels, buckets) (Fundraiser supplies)
*Payment made to other KS Student Activity Clubs will not generate a check; process will occur as an internal transaction.*
**All original invoices and receipts are attached.**
TOTAL
Approved by:
(Advisor) Print Name Signature Date Phone/Email
Approved by:
(Department Head) Print Name Signature Date Phone/Email
***If amount is more than $1,000.00, second approval by Department Head required***
Approved by:
(Dean of Student Activities/Student Activities Coordinator) (Date)
****If amount is more than $5,000.00, approval by Student Activities Dean/Coordinator required****
By your signature, you are certifying that you have reviewed the transaction and related documentation and they conform to Kamehameha
Schools (KS) policy and that the transaction is within budget, free from known conflict of interest and in the best interest of KS.
For KSSA Office Use Only Expense Acct:

Date: Amount:
11
KAMEHAMEHA SCHOOLS
CASH ADVANCE FORM

Elementary School, Rachel Lee
Name: Middle School, Student Act Ctr
High School, Student Act Ctr
Club:
Check payable to:

Address:
City, State, Zip:
Event Description Amount Expense Type

(Senior Lü’au) (Food) (Events-meals)
(Car wash fundraiser) (Car wash supplies-soap, towels, buckets) (Fundraiser supplies)
*All original invoices and receipts are attached. All change to be reimbursed to Student Activities accountant.*
TOTAL
Approved by:
(Advisor) Print Name Signature Date Phone/Email
Approved by:
(Department Head) Print Name Signature Date Phone/Email
Approved by:
**Cash Advance requires approval by the Club Advisor, Department Head, and Student Activities Dean/Coordinator**
By your signature, you are certifying that you have reviewed the transaction and related documentation and they conform to Kamehameha
Schools (KS) policy and that the transaction is within budget, free from known conflict of interest and in the best interest of KS.
For KSSA Office Use Only Expense Acct:

Date: Amount:
12
KAMEHAMEHA SCHOOLS

DEPOSIT FORM

Name: Elementary School Offc, Rachel Lee
Email: Middle School, Student Act Ctr
Club: High School, Student Act Ctr
Event
Parent Assesment
ATP Grant
Donation
Cash or
Dues
Check # Payer Student Name Amount Other (Please provide explanation)
Cash
Cash
Cash
Cash
1
10
11
12
13
14
15
16
17
18
19
20
Cash Collected -
Checks Collected -
Total Amount Collected -
Page 1
Please Retain a Copy for your Records

KAMEHAMEHA SCHOOLS

FUNDRAISER DEPOSIT FORM
Name: Email:
Club: Date:
Event: Account #:
Beginning Inventory - - - - -
Total Cost
Check
Student's Name Quantity Cost/Item Quantity Cost/Item Quantity Cost/Item Quantity Cost/Item Quantity Cost/Item Check Payer (List Check #) Amount
CASH - $ - - $ - - $ - - $ - - $ - $ - - CASH - - CASH -
1 $ -
2 $ -
3 $ -
4 $ -
5 $ -
6 $ -
7 $ -
8 $ -
9 $ -
10 $ -
11 $ -
12 $ -
13 $ -
14 $ -
15 $ -
16 $ -
17 $ -
18 $ -
19 $ -
20 $ -
Ending Inventory - - - - - Cash Collected $ -

Actual Inventory - - - - - Checks Collected $ -
Variance - - - - - Total Amount Collected $ -
Variance Explanation
Signature Date
*Hawaii General Excise Tax (4.5%) will be automatically calculated and remitted from the deposit total.
Please Retain a Copy for your Records

15
KAMEHAMEHA SCHOOLS
ACCOUNT AUTHORIZATION
FOR STUDENT ACTIVITIES ACCOUNT
Athletics Department Middle School

(Date) Elementary School High School
(Club’s Name)
Please Open an Account
Club’s Purpose:
Advisor
(Print Name) (Signature) (Phone) (Email)
has signed a statement acknowledging the forms and procedures pertaining to the use of a Kamehameha
Schools student activities account will be adhered to as outlined in the Student Activities Handbook.
Please Close our Account
Reason for closing account:
Instructions for Remaining Funds:
Approved by:
16
GUIDELINES FOR OTHER SOURCES OF FUNDRAISING
MONIES
1. Should a sanctioned club, class, booster, or athletic team wish to sell

garments as a fundraiser, please be advised of the following policies:
a. The advisor should submit a sketch of the garment with location of

design(s), school logo, etc. to the Dean of Student Activities. The advisor
should initial drawing prior to submitting to the Dean.
b. The profits to be made should be determined by the vendor and the
organization prior to the start of sales.
c. The sanctioned club should designate a person to whom all orders are to
be sent. This person is responsible for collecting monies and keeping a
record of all items purchased. Kamehameha Schools is not responsible for
lost monies or unsent items.
d. All collected monies should be given to the group advisor to submit with
the proper paperwork to the Student Activities Accountant for deposit.
e. All proceeds must be deposited before expenses are paid. Payments,
including reimbursements, must be made via the club’s designated
financial account.
f. All cancellations of on-campus fundraising must be reported to ‘Akahi
Student Center (KHS) or to the Principal’s Office (KMS and KES) as it could
jeopardize future fundraisers.
2. Should a sanctioned club, class, booster club, or athletic team wish to charge
admission to their event, the following policies should be adhered to:
a. The monetary amount should appear on all forms of communication

(flyers, posters, announcements, etc.)
b. The admission fee should be used to defray costs that have not been
accounted for in the sanctioned organization’s existing budget.
c. All collected monies should be given to the group advisor to submit with
the proper paperwork to the Student Activities Accountant for deposit.
d. All proceeds must be deposited before expenses are paid. Payments,
including reimbursements, must be made via the club’s designated
financial account.
e. All cancellations of on-campus fundraising must be reported to ‘Akahi
Student Center (KHS) or to the Principal’s Office (KMS and KES) as it could
jeopardize future fundraisers.
3. Should a group receive donations from parents or outside sources:
a. A separate log of donations should be kept and submitted with the

fundraising collection report (if donation was received for a particular
17
fundraising activity). Donations are part of your income and should be
logged as such; they are not part of your expenses and should not be
included when calculating your GET tax.
b. Donations received for services are subject to GET tax (e.g. gift wrapping,
Honolulu Marathon, etc.).
c. If you need to issue contribution receipt letters to those who have made
donations, please email (brchang@ksbe.edu) an excel spreadsheet to
include name, address, city, state, zip code, description of donation,
purpose of donation. Contribution letters will be drafted and sent to you.
Everyone should be advised of the following policies:
1. All requests for fundraising MUST indicate products to be sold. Any changes
must be reported to ‘Akahi Student Center (KHS) or Principal’s Offices (KMS
and KES).
2. All forms of publicity (posters, flyers, commercials on Puka Mai Ka Lä, etc.)
must have approval from the Dean of Student Activities. Please allow 1 – 2
weeks PRIOR to publicizing event to account for any corrections and/or
approval.
3. Daily Bulletin announcements should be submitted by 9:00 am the day before

it is to appear in the bulletin. NO EXCEPTIONS. Bulletin announcements
should be signed by the club’s advisor.
4. Clubs are allowed to fundraise only within the designated period. FAILURE TO
DO SO MAY RESULT IN PRODUCTS BEING CONFISCATED AND/OR FUNDRAISING
BEING DENIED.
5. It is the club advisor’s responsibility to monitor students and remind them of

appropriate fundraising procedures.
6. Selection for fundraising dates will be on a FIRST COME, FIRST SERVED BASIS.
THIS IS A CHANGE IN POLICY FROM PREVIOUS YEARS. The Request for
Approval of Fundraising Effort may be submitted no earlier than the first of
June as long as all GET taxes and year-end financial reports have been filed.
FAILURE TO DO THIS MAY RESULT IN THE DELAY OF APPROVING FUNDRAISING
REQUESTS.
MONITORING THE ACCOUNT
1. After fundraising efforts are complete, all funds raised should go directly into
the club’s checking account using the appropriate deposit form (pp. 13 –
15). DO NOT KEEP CASH in an office, home, or classroom. ANY STAFF MEMBER
18
WHO DISREGARDS THIS POLICY WILL BE PERSONALLY RESPONSIBLE FOR ANY
FUNDS THAT ARE STOLEN FROM HIS/HER CLASSROOM, HOME OR OFFICE.
2. Check requests should be made in advance. Please allow at least a week

for your check to be processed.
3. INDIVIDUALS SEEKING REIMBURSEMENT FOR PURCHASES, INVOICES, ETC. MUST

SUBMIT AN ORIGINAL RECEIPT OR INVOICE ALONG WITH THE REQUEST.
4. Please keep accurate records of all deposits and expenditures. Account

records may be requested by the Dean of Student Activities for auditing
purposes.
5. General excise taxes will automatically be deducted from your account by

the Student Activities Accountant.
6. A Recognized Organization Tax Questionnaire will be distributed to you at the

end of the year. This form must be completed no later than the end of the
fiscal year (July). Failure to complete the form may impact the approval of
activities/fundraising for the following year.
NOTE: REGARDLESS OF WHO INITIATES FORMS, COACHES/ADVISOR, AND IN THE

CASE OF ATHLETICS, THE ATHLETIC DIRECTOR MUST SIGN OFF ON FORMS (e.g.
facilities use requests).
NOTE #2: Please note that money raised through fundraising efforts are
considered the property of Kamehameha Schools and the school determines
how the funds are to be spent. In the event of a cancellation of an
activity and/or travel, any fundraised monies are non-refundable. Only parent
contributions, not fundraised monies, may be returned to families.
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INDIVIDUAL STUDENT FUNDRAISING MONIES
A portion of the revenues from designated fundraisers may be credited to

the appropriate students’ account provided that the following is applied:
1. Monies raised must be used specifically for the purpose approved by

the Student Activities Office. If the activity is cancelled, all monies must
remain in the individual account and will be transferred to the group’s
general fund at the end of the school year.
2. Under no circumstances shall any funds be used for non-student

activities (e.g. staff stipends, parent travel, spending money, etc.). All
monies are to be spent for the direct benefit of the group’s students.
3. No approval for funds to be transferred to other group functions, other

students, siblings, or other activities will be allowed.
4. No individual checks will be issued to the student at the end of the

school year for any remaining balances. All funds will be transferred to
the group’s general fund at the end of the school year.
5. All payments must be reconciled before any monies are credited or

disbursed to the students or their accounts. This includes any balances
owed for fundraising projects, returned check fees, etc.
6. In the event a student drops the class or organization, or is dismissed

from Kamehameha, the student’s account will be closed and all
fundraising monies should be transferred to the group’s general fund.
If a student is reinstated, funds transferred to the
club’s/team’s/organization’s general fund will not be re-credited to the
student’s account
7. Fundraising monies should be used strictly to subsidize students’

required fees (airfare, food, lodging, etc.)
8. Students may not fundraise for trip “spending money” or for parent
travel costs.
9. Upon completion of trip, any left over funds in the student’s account
may be used for group-sponsored events for the remainder of that
school year only with the approval from the Dean of Student Activities
(KHS), Student Activities Coordinator (KMS), or Principal (KES).
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10. In a non-travel year, funds in student accounts may be used, subject to
the approval of the Dean of Student Activities (KHS), Student Activities
Coordinator (KMS) or Principal (KES), for group-sponsored activities
(e.g. camps, uniforms, tournament tickets, etc.).
11. Alternative uses for funds may be possible only with the approval of the
Dean of Student Activities (KHS), Student Activities Coordinator (KMS),
or the Principal (KES).
12. Should donations be made to the account, it should be labeled as

such in the student’s individual log. If there are leftover monies in the
account at the end of a student’s senior year, only donated monies or
deposits may be returned. Any fundraised monies should go into the
group’s general account.
NOTE: Please note that money raised through fundraising efforts are
considered the property of Kamehameha Schools and the
school determines how the funds are to be spent. In the event of a
cancellation of an activity and/or travel, any fundraised monies are
non-refundable. Only parent contributions, not fundraised
monies, may be returned to families.
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KAMEHAMEHA HIGH SCHOOL
KAPÄLAMA CAMPUS
PERFORMING ARTS DEPARTMENT
Background and Guidelines for Performance-Based Fund Raisers
The background information and guidelines below represent the current

understandings and practices of the Performing Arts Department for both
on and off campus concerts, plays and festivals where admission fees are
charged. The guidelines are aligned with the high school's fund raising
policies and procedures which require specific review and approval of
each activity by the Student Activities Office every school year. The
guidelines also follow a consistent line of precedents that have been
observed at the high school for over twenty-five years and are largely
consistent with the practices of other private and public high schools in
the state of Hawai'i.
Background
1. Performing Arts ensembles are curricular subjects (Band, Orchestra,

Concert Glee, Hawaiian Ensemble, Contemporary Dance, etc.).
Students are required to meet daily educational objectives the same
as for any other course. However, in addition, Performing Arts students
are expected to fulfill after school and weekend obligations as well,
which include rehearsing, performing, community service and fund
raising. Further, students are sometimes required to miss other classes in
order meet the demands of the program (administrative performance
requests, Christmas Concert, drama productions, etc.). Student
learning and achievement is assessed and graded based on their work
and dedication during the school day and after hours. This requires
more time and effort than what is normally expected by students in
other courses.
2. Participants in Performing Arts ensembles are expected to pay fees
from their own pockets and to fund raise for their own enrichment
activities and travel. According to School travel policies, no financial
assistance is provided for student travel. Hence, students are
expected to fund raise to pay full travel expenses for not only
themselves, but also for their own directors, chaperones, medical staff
and KS administrators.
3. Based on these factors, Performing Arts ensembles are strongly
encouraged to fund raise -- one means of which involves the charging
of nominal admission fees for performances both on and off campus.
4. Proceeds from admission fees go to student club accounts for the
following purposes:
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a. To provide enrichment opportunities not covered by the Schools,
such as:
• End of the year banquets/culminating activity
• Achievement awards/letters/jackets
• Some guest speakers/clinicians
• Supplementary uniforms
• Some afterschool meals and snacks
• Some admission fees to community plays, symphony
concerts, operas, recitals, etc.
b. To help defray the cost of enrichment travel.
5. The Performing Arts Dept. budget covers the basic cost of supplies and
services to operate at a level consistent with performing arts departments
nationally. However, the level of quality and output expected from
Kamehameha Schools is decidely higher than other local high schools,
public or private, and is acknoweldged as being above the national norm
for high school performing arts departments. Therefore, to meet this
demand, staff, students and families are expected to provide their own
supplementary resources in the form of volunteerism, donation of services,
out of pocket funds and devotion of personal time.
Guidelines
1. All department-sponsored performances on-campus for which an

admission fee is charged must be approved by the Dean of Student
Activities as a fund raising event.
2. All accounting and applicable taxes must be handled in
accordance with Student Activities fund raising guidelines.
3. All proceeds are to be deposited in the respective club accounts
managed by the Student Activities Office.
4. The Performing Arts Department recommends that admission fees
not exceed $5/adult and $3/student for department-sponsored
events.
5. When possible/practical, special consideration may be given to KS
students and staff by offering exclusive performances and/or by
offering either a discounted or complimentary admission fee.
Please feel free to contact the Performing Arts Department Chair, at 842-
8975 if there are questions or for more information.
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Procedures for use of KS Campus Facilities
Policy 255 – Facilities Use

A. Responsibilities, Prohibited Activities and General Rules for KS Facilities Use

B. Acceptable Types of Facilities Use and Scheduling Priorities
C. Procedures for Use of KS Campus Facilities
D. Pedestrian Agreement for Walkers/Joggers
E. Forms
A. Responsibilities, KS Responsibilities
Prohibited Activities
and General Rules for 1. The Headmaster, through the campus operations office, is authorized to
KS Facilities Use develop the day-to-day implementation of procedures governing the use
of campus facilities.
2. The CEO or his/her designee may grant exceptions to established
procedures when the best interests of KS would be served by an
exception.
User’s Responsibilities
Users:
1. Must designate an individual who will be on site and responsible for the
conduct of the user’s members and guests during the function. KS
reserves the right to end an activity and/or to direct individual(s) to leave
the campus.
2. Are responsible for damages or losses to KS property resulting from the
use of campus facilities.
3. Are responsible for their own clean-up after usage unless prior
arrangements have been made. Groups will be billed for applicable
custodial charges.
4. Must follow all rules and regulations. Failure to comply may result in loss
of future use of facilities.
Prohibited Activities
1. Use of Alcohol: The distribution, sale, possession or consumption of

alcoholic beverages is prohibited in all campus facilities. However,
consumption and possession of alcoholic beverages in private residences
is permitted, when approved in writing by the Headmaster. All users are
responsible for the conduct of their members and guests at events and
activities scheduled in campus facilities.
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file:///E|/Procedures%20for%20use%20of%20KS%20Campus%20Facilities.htm (1 of 6) [12/9/2008 12:21:23 PM]

2. Smoking is prohibited in all campus facilities except in designated

smoking areas.
3. Personal use of campus facilities: Use of campus facilities for activities
which are operated for personal benefit and/or profit are prohibited, except
for personal uses noted in policies for the Chapel and facilities used by
staff for recreational purposes.
General Rules
1. The use of all campus facilities must be in compliance with all applicable
County ordinances, State and Federal laws, and established KS policies
and procedures. Failure to observe any statues, ordinances, laws or
policies and procedures may result in suspension of privileges.
2. The omission of any rules, practices or policies and procedures from this
document does not mean they do not apply. Rules, practices and policies
and procedures contained in other KS official publications and documents
apply to the use and scheduling of campus facilities as applicable.
3. Any use of a campus facility which interferes with KS activities will not be
allowed.
4. The use of campus facilities for an event where food is to be consumed,
distributed or sold may occur only when in compliance with Policy 253[C] -
Use of Food Services or Food Services Facilities at all KS Sites.
B. Acceptable Types of 1. Acceptable Types of Facilities Use

Facilities and a. The primary purpose for KS campus facilities is to support the
Scheduling Priorities educational mission of KS.
b. Activities of KS-related programs and non-KS organizations are
allowed use of campus facilities subject to the conditions set forth
in these procedures, if they:
i. do not interfere with, delay or conflict with the normal
operations of KS;
ii. are directly related to the educational mission of KS;
iii. comply with certain requirements before using the campus
facilities; including requirements for insurance and
indemnification and
iv. pay any direct expenses associated with the use.
2. Scheduling Priorities for Use of Campus Facilities
a. Campus facilities, including the grounds, are provided primarily for
KS programs and the activities necessary for the support of these
programs. These programs have priority over any other use.
b. KS-related programs have the second highest priority for use of
campus facilities.
c. Use of campus facilities by Non-KS organizations is subject to the
needs and convenience of KS.
d. Staff person use of recreational facilities is of the lowest priority.
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C. Procedures for Use 1. When to Use a Facilities Use Form (FUR)

of KS Campus
Facilities A FUR is not required for routine program facilities use: Regularly
scheduled classes during the school day DO NOT require a
Facilities Use Request form ("FUR").
A FUR is required for non-routine facility use: Non-routine activities

during school hours, e.g., assemblies, concerts, conferences, etc.,
or any activities outside the regular school day DO REQUIRE
submittal of a FUR.
Additional forms may be required for services associated with

campus facilities use, i.e., Work Orders, A.V. Service Requests,
Food Service Requests, etc. Call the facilities manager or the
campus operations office with questions.
2. Where to Obtain the Facilities Use Request (FUR) Form
Facilities Use Request forms are available from Unit Offices, Principals'
Offices or from the Operations Office.
3. Facilities Use Request Deadline
FUR must be submitted to the campus facilities manager or the campus

operations office at least 14 calendar days prior to the event.
4. Time Limit for Reservations
The maximum period for reserving a campus facility for a recurring

reservation (e.g., a weekly meeting) is usually three (3) months.
Reservations must be expressed as DATES, NOT "every Monday"
5. Routing the Facilities Use Request
Route requests as follows (keep a photo copy of completed form for

reference):
a. To the principal/division director of the requestor.

b. To the campus facilities manager who will check with the
appropriate scheduling coordinator to determine the availability of
the requested facility. Once approved, a copy of the FUR form is
returned to the requestor and scheduling coordinator.
6. Review of Facilities Use Request (FUR) at Event
A copy of the approved FUR form must be available for inspection by

Security during the entire use of the campus facility.
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7. General Liability and Indemnification Requirements for Related and Non-

related Programs
General Liability Insurance
All programs must obtain and submit evidence of a commercial general

liability insurance policy naming KS and the Trustees as additional
insured. The cost of this commercial liability insurance is the responsibility
of the group. Specific requirements for this insurance are detailed on the
Insurance and Indemnity Requirements for Facility Use information sheet.
For more information see Policy 540[C] – Risk Management and Safety.
The insurance must cover the entire KS campus facility made available for
use to the program, and must provide that the policy cannot be canceled
without giving KS at least 30 days written notice of cancellation.
NOTE: A sample Certificate of Insurance is included and should be made

available for users to show their insurance agents KS's requirements.
Indemnification Statement
● An authorized representative from programs using campus

facilities must sign and return the KS Indemnification Statement.
● The Certificate of Insurance and the Indemnification Statement
must be submitted to the facilities manager or the campus
operations office at least 14 calendar days prior to use of any KS
facility.
● The Release and Indemnification By Faculty and Staff Making
Unsupervised Use of Kamehameha School Recreational Facilities
form must be completed by faculty and staff who are allowed to
use KS recreational facilities without supervision.
8. Determining and Recovering Facility Use Charges Created by Facilities

Use
KS Divisions and Departments:
● KS Divisions and Departments are not charged a fee for the use of
campus facilities when the meetings or activities are a direct part of
their regular activities. Programs may be charged for direct
personnel costs arising from their use of a facility, e.g., extra
security for directing traffic, etc.
● Direct costs are billed through the inter-departmental billing
system.
● The department’s director or fiscal officer is responsible to verify
charges. Discrepancies should be reported immediately to the
facilities manager or the campus operations office.
KS Recognized Organizations:
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● KS Recognized organizations may be charged for additional direct

expenses associated with their use of a campus facility. Direct
expenses include, but are not limited to, labor costs for security,
transportation, food services, custodial or audio-visual support.
● All charges are coordinated through the campus facilities manager
or the campus operations office.
Non-KS Organizations:
● Non-KS recognized programs or activities are charged for direct

expenses and any extraordinary expenses associated with their
use of a facility. Direct expenses include, but are not limited to,
costs for security, transportation, food services, custodial or audio-
visual support.
● Headmaster or his/her designee may waive or reduce the
applicable charges for the use of their respective campus facilities
if directly related to furthering KS’ educational mission and is a tax
exempt organization.
● All charges are coordinated through the facilities manager or the
campus operations office.
D. Pedestrian 1. To maintain a safe and secure campus environment for students, KS

Agreement for Walkers/ regulations require that pedestrians who are not KS staff register with the
Joggers Using the KS KS gate officers annually. Pedestrian traffic in and out of the campus is
Campus monitored.
2. Requirements for registration include:
● completing and signing the Annual Pedestrian Registration
Agreement form
● living in the immediate neighborhood of KS
3. Upon registration, walkers/joggers are issued a Pedestrian’s Pass and a

Campus Map for Walkers. Walkers must present their Pedestrian’s Pass
when entering the campus and must stay on the route noted in the map.
4. Requirements for walkers/joggers:
● Registration must be renewed annually;
● Walkers/joggers are not allowed to bring animals on campus
● The Pedestrian’s Pass must be worn at all times
● Walker/joggers must stay on the route identified on the Campus
Route Map
● Walk/jog during the designated hours of:
Schools days: 8:00 a.m. to 2:00 p.m.

4:45 p.m. to 7:00 p.m.
Saturdays: 7:30 a.m. to 7:00 p.m.
5. Questions on these procedures should be directed to the Security
Department.
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E. Forms 1. Facility Use Request

2. Insurance and Indemnity Requirements for Facility and/or Site Use
3. Certificate of Liability Insurance
4. Indemnification Statement
5. Release and Indemnification by Faculty and Staff Making Unsupervised
Use of KS Recreational Facilities
6. Annual Pedestrian Registration Agreement
Back to Policy Page
Page Managed by: Leah Mariani

Last Updated: 2/26/2007
) 2001 Kamehameha Schools. All rights reserved. Statements of Privacy, Copyright, and Disclaimer.
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Field Trip Request Off-Island Travel Overnight Activity
Clear financial No Yes No

obligations prior to
completing a Field
Trip and Travel
Request Form?
Grade checks No Yes, for athletics No

required?
Complete Field Trip Yes, even if event occurs when Yes, even if event occurs when Yes, even if event occurs when
and Travel Request school is not in session school is not in session school is not in session
form
Aquatic Activity Yes, if event is in, around, near Yes, if event is in, around, near Yes, if event is in, around, near
Request Form water water water
Additional Yes, if 25 or more attending Yes, if 25 or more attending Yes, if 25 or more attending activity
Chaperones? activity activity
Class list and ID#s 4 copies submitted with packet 5 copies submitted with packet N/A
Transportation Yes, if needed N/A

Request
Food Service Request Yes, if needed N/A Yes, if needed
Volunteer Form Yes, check with Hawley Cappo Yes, check with Hawley Cappo Yes, check with Hawley Cappo
completed for all (842- 8659) or Cheryl (842- 8659) or Cheryl Yamamoto (842- 8659) or Cheryl Yamamoto
accompanying parent Yamamoto (842-8531) for a list (842-8531) for a list of cleared (842-8531) for a list of cleared
volunteers of cleared parent volunteers. parent volunteers. parent volunteers.
Alternate activity for Yes N/A N/A
non-participants
Complete Permission Yes, if activity will occur Yes Yes
to Participate in Field outside of the normal school
Trip/Activity Form? day
Provide emergency Yes, if activity will occur Yes Yes
contact information? outside of the normal school
day
Do I submit an Not required but would be Yes Yes
itinerary? helpful
Do I need an No If traveling to the neighbor island Only if travel is involved, otherwise
administrator to = NO no administrator is required.
accompany our If traveling internationally = YES
group? – one administrator if the group is
larger than 30; two administrators
is the group is over 100.
If traveling to the continent =YES
– one administrator if the group is
larger than 30; two administrators
is the group is over 100.
FIELD TRIPS
Field Trips (trips that are occurring during the school day and/or are part of class
curriculum):
1. All field trips are to be approved at a quarterly meeting.
2. First quarter field trip requests are submitted to the committee no later than one
week after the quarter begins. Second, third and fourth quarter requests are to
be submitted one week before the start of each quarter. Please use the Field
Trip and Travel Request Form and include all necessary paperwork.
3. The Field Trip Committee: 1) consists of one member per department; 2) will
include a rotating Unit VP; 3) serves for one year and meets once per quarter; 4)
members will be recommended by the department head.
4. Field trips can be held during the school day only when the location of the field
trip cannot be visited on a weekend or evening (i.e. visits to courtrooms,
legislative meetings) or when an outstanding guest is available for a limited
time.
5. Teachers must justify the reason for each field trip as well as why it cannot be
held on a weekend (See Field Trip and Travel Request Form).
6. Provide for an alternative activity in case a student cannot go (See Field Trip
and Travel Request Form).
7. If students will be in, around or near water (e.g. lo’i, beach, pool, etc.) an
Aquatic Activity Request form must be included in the packet as well.
8. Depending on its nature, field trips fewer than twenty-five (25) people may not
require an additional chaperone. All field trips with twenty-five (25) or more
people require at least one (1) chaperone in addition to the teacher.
9. All student work for classes missed on the day of the field trip is to be handed in
prior to going on the field trip.
10. Students must adhere to the school dress code when on a field trip. Exceptions
must be approved by the vice principal.
11. A supplemental meeting is to be scheduled, if necessary, to hear any appeals
from teachers whose trips have been denied.
12. Approved field trips will be listed in the Daily Bulletin.
13. Students with ten (10) absences per semester will not be permitted to attend a
field trip.
14. The teacher/advisor requesting the trip and the department head should sign the
request.
15. The Field Trip and Travel Request Form, along with necessary documents,
should be sent to ‘Akahi Student Center. Please do not send Transportation
Requests or Food Service Requests. Those forms should be processed by you or
your department clerk once your trip has been approved.
16. ‘Akahi Student Center will route the packet to the appropriate vice principal.
The appropriate vice principal will notify the teacher if the trip has been
approved.
17. Once the trip is completed, all permission forms should be submitted to ‘Akahi
Student Center.
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FIELD TRIPS ON WEEKENDS
1. The Field Trip and Travel Request Form, along with necessary documents,
should be sent to ‘Akahi Student Center. Please do not send Transportation
Requests or Food Service Requests. Those forms should be processed by you or
your department clerk once your trip has been approved.
2. If students will be in, around or near water (e.g. lo’i, beach, pool, etc.) an
Aquatic Activity Request form must be included in the packet as well.
3. The teacher/advisor requesting the trip and the department head should sign the
request.
4. The first aid kit request along with a roster must be completed as part of the
packet.
5. Depending on its nature, field trips fewer than twenty-five (25) people may not
require an additional chaperone. All field trips with twenty-five (25) or more
people require at least one (1) chaperone in addition to the teacher.
6. ‘Akahi Student Center will notify the teacher if the trip has been approved.
7. Once the trip is completed, please submit all permission forms to the ‘Akahi
Student Center.
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OVERNIGHT ACTIVITY GUIDELINES
For overnight activities that occur on campus/on O’ahu:

• Prior to the activity, a letter must be submitted to all parents listing the following
information:
Purpose of the overnight activity
Date, time and location
Staff in charge of activity
Emergency contact numbers
Student behavior guidelines
Parent permission forms
• Staff members in charge must review student guidelines and expectations to ensure
student safety and accountability. All school rules are to be followed and applied.
• Students should be made aware of the appropriate check-in time. All late arrivals
should receive prior approval from the staff member in charge of the activity. Once
the late check-in time has been determined, no students should be allowed to enter or
leave the sleepover area.
• Male and female students should sleep in separate areas. Staff and parent supervisors
who are assigned to monitor student behavior during sleep hours must be of the same
gender. Adult supervision ratio should be one (1) adult to 20 students.
• Following the overnight activity, all students must be transported home by a
parent/guardian. Exceptions to this must be made to the teacher in writing in advance
and signed by the parent/guardian. The staff member in charge must be sure to check
students out to the appropriate parent/guardian responsible for pick-up. All KS staff are
responsible for the supervision of students for half an hour from the end time of a
sleepover event.
• Staff members in charge of the overnight activity must follow all Facility Use
Guidelines to ensure that facilities are well kept and maintained.
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OFF-ISLAND TRAVEL
1. Complete the Field Trip and Travel Request Form. This form must be completed no
matter when the travel is occurring (weekends, holidays, vacations and/or summer).
2. The advisor/coach/teacher requesting the trip and the department head should sign the
request.
3. Send form, along with required documents, to the ‘Akahi Student Center. Please note
that a completed template of the Permission to Participate in Field Trip/Activity and
Release Form must be submitted as part of the required documents. Per KS Policy and
Guidelines, the Permission to Participate in Field Trip/Activity and Release Form is
initiated when a KS staff member/advisor is planning field trips/activities that occur
outside of the normal school day hours (e.g. weekend overnights, neighbor island or
out-of-state travel).
4. If students will be in, around or near water (e.g. lo’i, beach, pool, etc.) an Aquatic
Activity Request form must be included in the packet as well.
5. If requesting a first aid kit, an additional roster should be included in your packet.
6. The Dean of Student Activities will review the request and verify if all financial
obligations (if necessary) have been completed. If so, the Dean will send the request
to the Administrative Team for approval.
7. The Administrative Team will review the request; if the field trip does not affect school
days, the request is sent to the principal for approval. If the request affects school
days, then the request is forwarded to the Field Trip Committee (see Field Trip).
8. If the Field Trip Committee approves the request, it is then sent to the principal for final
approval. Principal will then route the form back to the ‘Akahi Student Center. ‘Akahi
Student Center will notify the advisor that the trip has been approved.
9. If a group is also requesting ATP funds, the approved Field Trip and Travel Request
Form should be attached to the ATP request as verification that the travel has been
approved by the principal.
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SLEEPING ARRANGEMENTS DURING TRAVEL
1. Prior to the activity, a letter must be submitted to all parents listing the following
information:
• Staff in charge of activity
• Emergency contact numbers
• Student behavior guidelines
• Parent permission forms
2. Staff members in charge must review student guidelines and expectations to ensure
student safety and accountability. All school rules are to be followed and applied.
3. Students should be made aware of the appropriate check-in time. All late arrivals
should receive prior approval from the staff member in charge of the activity. Once
the late check-in time has been determined, no students should be allowed to enter or
leave the sleepover area.
4. Male and female students should sleep in separate areas. Staff and parent supervisors
who are assigned to monitor student behavior during sleep hours must be of the same
gender. Adult supervision ratio should be one (1) adult to 20 students.
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PARENT VOLUNTEER CHAPERONES
1. Volunteers who are assisting KS staff must have completed an Application to Volunteer for KS
form, the Authorization to Conduct Criminal History Record Check/Statement of
Understanding form and tuberculin skin test. All documents are to be submitted to the ‘Akahi
Student Center for approval and routing.
2. It is the responsibility of the staff member in charge of the activity/function to ensure all
volunteers have been cleared. Cleared parents will have a volunteer card issued by Parent
Alumni Relations (PAR). You may also call 842-8659 to verify if your volunteers have been
cleared.
3. Volunteers should not have responsibility for students without a staff member present in the
same room or area and is always in visual contact with the Volunteer.
4. Please have parent mail form directly to the address listed. In order to comply with our PII
policy, do not collect the form yourself.
5. For further questions regarding the volunteer policy, please refer to Policy 223(C) Policy on
Volunteers at Kamehameha Schools.
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TRANSPORTATION ETIQUETTE
Airplane Guidelines:
• Be prompt! Check in early.
• Checked luggage should measure no more than 62” and weigh no more than 50
pounds.
• Be courteous of other travelers on the aircraft and refrain from excessive noise and
loud talking.
• Be mindful of your belongings, especially your ID, airline tickets, medical card,
money and other valuables.
• Upon arriving at your destination, do not be in a rush to deplane. Take your time
to check under the seats, in the seat pockets and overhead compartments for your
belongings.
Bus Guidelines:
• Be prompt! Buses need to leave on time.
• Treat your driver with courtesy and respect. Keep in mind that SAFETY is the
driver’s main concern.
• Keep head, arms and legs inside the bus. Remember, throwing objects inside or
outside of the bus is prohibited.
• Remain seated while the bus is in motion.
• Buses must be kept clean. Food and drinks may be taken and consumed while
traveling ONLY IF allowed by bus officials.
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LODGING ETIQUETTE
• Be in your room 30 minutes prior to “lights out” time. Be certain lights are out and
you are quiet.
• While in your room be courteous of others. Hallways and walls carry sound so please
be a “good neighbor.” Remember, making noise or disturbing others by running down
corridors will not be tolerated.
• Keep your room locked at all times. Know who has the key. Keep track of personal
belongings. Leave valuables at home. Lock your suitcase when leaving your room.
Open your door only if you know who is on the other side. Even if they identify
themselves as hotel employees, do not open your door. Call the front desk and ask if
someone from their staff is supposed to have access to your room and for what
purpose. Call your chaperone and inform him/her of the situation.
• Close the door securely whenever you are in your room and use all of the locking
devices provided.
• Please leave hotel linen, furnishings and any other items when you leave. Be a
responsible guest by keeping your room in proper order. You will be financially
responsible for any loss or damages.
• When returning to your lodging late in the evening, use the main entrance. Be
observant and look around before entering parking lots.
• If you see any suspicious activity, please report your observations to your chaperone.
• Be cautious about displaying guestroom keys in public or carelessly leaving them on
restaurant tables or other places where they can be easily stolen or forgotten.
• Telephone usage should be kept to a minimum. You will be assessed for any phone
calls that are made when you check out.
49
STUDENT CODE OF CONDUCT
We place great faith in our students. We believe they are capable of being exemplary
ambassadors. However, there have been situations in the past where a single person has
negatively impacted the group as a whole.
We expect our students to:

• Behave in a manner that reflects positively on Kamehameha Schools and the group
that your are traveling with.
• Be honest, caring, respectful, dignified, hardworking and use common sense.
• Comply with all KS expectations as outlined in the Kamehameha Student/Parent
Handbook.
MAJOR INFRACTIONS
Safety and Well-Being

1. Safety of individuals jeopardized
2. Property damage (hotel, airline, public/private property)
3. Theft
4. Any unauthorized departure from lodging; any unauthorized departure from premises
5. Violent or over-aggressive behavior
6. Knowledge of major infraction/potential violations but failure to make a report
Sexual Behavior/Disregard for Privacy

1. Sexually intimate behavior
2. Public displays of affection (behavior that may make others feel uncomfortable)
3. Sexual harassment
4. Entering rooms of the opposite sex
Substance Abuse
1. Smoking/chewing tobacco, etc.
2. Partaking in or possession of alcohol or any unauthorized medication
3. Partaking in or possession of any illegal substances
4. Possession of drug paraphernalia
Insubordination
1. Verbally abusive behavior
2. Physically abusive behavior; fighting
3. Disrespect towards adults or students
4. Flagrant disrespect for hosts, elders or KS staff
5. Flagrant violation of KS rules
6. Inappropriate conduct when part of a school-related activity
50
INCIDENT PROCEDURES AND CONSEQUENCES
1. The incident will be addressed on the spot by any KS adult supervisor and/or
chaperone.
2. Report infraction to the appropriate chaperone who will notify the adult in charge.
3. If necessary, parents and school officials will be notified.
4. Consequences for infractions can be found in the Student/Parent Handbook.
5. If infraction requires that the student be released from the group, parents will bear the
cost of the return ticket to O’ahu.
51
RESPONSIBILITIES OF PARENT CHAPERONES
Parent chaperones assist the group by providing security, guidance and coordination for
assigned students throughout the trip. All parent chaperones must complete the KS
Application to Volunteer form prior to the trip. The process involved a TB test and
Criminal Background check so please check with the PAR Office (842– 8659) or Student
Activities (842-8531) to verified if you have been cleared to participate.
Discipline Issues: Any discipline issues should be handled by KS adult supervisors and/or
administrators.
Medical Emergencies: Refer any medical concerns to the KS adult supervisors and/or
administrator. The KS adult supervisor(s) should have medical information for each
student traveling with the group at all times.
Student Information: Chaperones must carry with them, at all times, each of their
student’s medical information.
General Expectations: While traveling with the group, it is prohibited to consume alcohol
for the duration of the trip. If you become under the influence of prescription drugs
and/or over-the-counter medication for medical illness, please notify the KS adult
supervisor in charge.
52
RESPONSIBILITIES OF KS ADULT SUPERVISORS
As the adult responsible for the group, you have the responsibility of ensuring that students
are safe and are adequately supervised for the duration of the trip. You are also
responsible for ensuring that chaperones are fulfilling their responsibilities in seeing that
all students are safe.
Discipline Issues: Any discipline issues should be handled by KS adult supervisors and/or
administrators. Serious infractions should be reported immediately to an administrator
traveling with the group or immediately upon return. Obtain written statements from all
involved.
Medical Emergencies: The KS adult supervisor(s) should have medical information for
each student traveling with the group at all times. By completing the medical kit form in
the permission form packet, Hale Ola will provide you medical information for each
student traveling in your group. Contact parents if the situation warrants.
Student Information: Chaperones must carry with them, at all times, each of their
student’s medical information and parent contact information.
General Expectations: While traveling with the group, it is prohibited to consume alcohol
for the duration of the trip. Any incidents involving you and students should be reported
immediately upon return from your trip. Upon return, please submit all permission forms,
incident reports, etc. to the ’Akahi Student Center. Records of the trip will be stored for
seven years.
53
Emergency Contact Information
Name Contact Number
Supervisor in Charge
Chaperones
Name of Lodging
Contact Information for Activity Sites
Contact Information for Students
54
KAMEHAMEHA SCHOOLS KAPÄLAMA HIGH SCHOOL
FIELD TRIP AND TRAVEL REQUEST FORM
DATE: ___________________
NAME OF TEACHER: ______________________________ GROUP _____________________________________
TRAVEL DATE(S): ________________________# OF STUDENTS: _________ # OF CHAPERONES: __________
PLACE OF EVENT: ______________________________________________________________________________
HOW DOES EVENT RELATE SCHOOL PROGRAM/SCHOOL GOALS:

________________________________________________________________________________________________
________________________________________________________________________________________________
IF OTHER THAN EVENING OR WEEKENDS, JUSTIFICATION FOR GOING DURING SCHOOL HOURS:
________________________________________________________________________________________________
________________________________________________________________________________________________
IF EVENT WILL OCCUR DURING NORMAL SCHOOL HOURS AND/OR IS PART OF CLASS
CURRICULUM:
Time students to be excused: _______ AM/PM Time to return: _______AM/PM
Periods students will be missing (Circle each one) HR 1 2 3 4 5 6 7 8 9 NONE

(Please be sure to check black & white calendar for bell schedule)
Alternate activity for non-participating students: ________________________________________________________
Classes teacher will be miss attending event (Circle each one) HR 1 2 3 4 5 6 7 8 9 NONE
How will classes be covered: _______________________________________________________________________
Event contact person: ________________________________________ Event Phone #: ________________________
PLEASE ATTACH LESSON PLAN AND OBJECTIVES, FOUR (4) COPIES OF YOUR GROUP ROSTER
(NAMES AND ID NUMBERS), TRANSPORTATION & FOOD SERVICE FORMS (IF NECESSARY) TO YOUR
DEPARTMENT HEAD.
DISTRIBUTION
1. Copy w/ class list (DH) 2. Copy w/ class list (Unit 11/12) 3. Copy w/ class list (Unit 9/10) 4. Copy (ASC)
------------------------------------------------------------------------------------------------------------------------------------------------------------------
IF EVENT IS TO OCCUR OFF-ISLAND (any off-island travel at ANY time):
PLEASE ATTACH 5 COPIES OF YOUR GROUP ROSTER (NAMES AND ID NUMBERS) TRAVEL
ITINERARY,COMPLETED PERMISSION FORM TEMPLATE AND EMERGENCY CONTACT INFORMATION
FOR DISTRIBUTION TO YOUR DEPARTMENT HEAD, UNIT VPs, BOARDING OFFICE AND PRINCIPAL’S
OFFICE.
I certify that the financial obligations for this group are current.
_____ Approve _____Disapprove Comments:
__________________________________
Dean of Student Activities Date
DISTRIBUTION:
1. Copy w/ class list, itinerary, emerg. contact (DH) 2. Copy w/ class list, itinerary, emerg. contact (Unit 11/12)
3. Copy w/ class list, itinerary, emerg. contact (Unit 9/10) 4. Copy (ASC) 5. Copy w/ class list, itinerary, emergency
contact (Boarding) 6. Copy w/ class list, itinerary, emergency contact (Principal’s Office)
I certify that I have attached all required documents and I have cleared any financial obligations related to my
group (if applicable).
__________________________________
Advisor’s Signature Date
I approve the field trip and/or request to travel.
__________________________________
Department Head’s Signature Date
The Field Trip committee approves this group’s request.
__________________________________
Field Trip Committee VP Date
Approved: ___________________________________________
Julian Ako, Principal Date
55
56
57
58
59
60
61
62
63
64
65
66
67
FORM A
TB read date: __________
CB clr date: ___________
Other siblings at KS:

Name/Gr ___________________
Name/Gr ___________________
KAMEHAMEHA SCHOOL
Application to Volunteer KS Kapälama Campus 2009-2010
Personal Information
Name (Print: Last, First, Middle): _______________________________________________________________
Home address: _______________________________________________________________ Apt. #_________
City: __________________________ State: _____________________ Zip Code: ________________________
Home Phone: _______________________________ Work Phone: __________________________
Student’s Name: _____________________________ Relationship: (to student) __________________________
Grade: ______ Activities wishing to volunteer for: ______________________________________ALL________
Emergency Contact Information
Primary Contact Name (Print): __________________________________Relationship:________________________

Address: _____________________________________________________________________ Apt. #________
City: _____________________________ State: _____________________ Zip Code: ________________________
Home Phone: _____________________________ Work Phone: _______________________________________
Secondary Contact Name (Print): _______________________________ Relationship: _____________________

Address: ______________________________________________________________________ Apt. #_______
City: _____________________________ State: _____________________ Zip Code: _____________________
Home Phone: ___________________________ Work Phone: ________________________________________
Name of Physician to be Notified: ___________________________________ Phone: ____________________
Confidentiality Pledge
I agree that in conjunction with my volunteering any and all information obtained by me or disclosed to me during my service at KS
which includes information not generally known to the general public or other departments within KS are strictly confidential and
proprietary to KS and shall be treated as confidential information. I covenant in perpetuity that such information shall not be
disclosed, discussed or revealed to any persons, entities or organizations. I understand and acknowledge this Confidentiality
provision is a mandatory condition for KS to permit me to participate as a volunteer. I agree that KS would suffer irreparable harm
if I breach this Confidentiality Pledge and therefore both parties agree that if such breach occurs, my service shall immediately
terminate, and KS may take further appropriate action.
Statement of Understanding/Approval Signature
I hereby certify that the above information is true and correct and that the Kamehameha Schools may rely upon and release any such
information they deem advisable under the circumstances. I assume all risks of injury, damage or loss I sustain while I am on KS’s
premises or while I am participating in any KS program or service arising out of any cause whatsoever, and I hereby waive, release,
and discharge KS of liability for such injury, damage or loss.
Authorization to Conduct Criminal History Record Check and Statement of Understanding
I authorize Kamehameha Schools to conduct a criminal history record check, which may include fingerprinting, in accordance with
the procedures specified under section 302C-1 and 378-3 of the Hawaii Revised Statutes, to determine my suitability for working in
close proximity to children. I understand that if Kamehameha Schools finds by reason of the nature and circumstances of such
crime(s), if any, that I pose a risk to the health, safety, or well-being of children Kamehameha Schools may refuse to consider me as
a volunteer. I hereby agree to release, indemnify and defend Kamehameha Schools, its trustees and employees, from all liability for
any damage whatsoever that may arise from my disclosing this information. I swear under penalty of perjury that the above is true
and correct.
(X)Volunteer’s Signature___________________________________________________________Date _______________
Soc. Sec. # (required)________________________________________Birth date: _________________________
****SSN # REQUIRED FOR THE SOLE PURPOSE OF CONDUCTING A CRIMINAL BACKGROUND CHECK and WILL NOT BE PUBLISHED.
KS Approval Signature: ________________________________________________________Date: _________________

Send completed application along with the TB questionnaire or TB clearance to:
Parent & Alumni Relations, ATTEN: Parent Volunteer Coordinator, 1887 Makuakäne St, Honolulu, HI 96817
68
Form B
RETURNING KS VOLUNTEER TUBERCULOSIS SCREENING QUESTIONNAIRE

This form is mandatory and must be submitted with your volunteer application yearly
Thank you for applying to volunteer at KS for another year. For the safety of our students,
please complete this Tuberculosis Screening Questionnaire to determine if you will need to have
a NEW TB test done this school year.
Check One
QUESTIONS NO YES
1. Since your last TB Skin Test results were submitted to KS, have you had a new
POSITIVE TB Skin Test?
*** If YES, PLEASE ASK YOUR DOCTOR TO COMPLETE THE REST OF BOX #1:***
Date PPD Given:____________ Date PPD Read:___________ PPD Results:__________
Date Chest Xray Done:_______________ Chest Xray Results: ______________________
Physician’s Name:___________________Physician’s Signature:_____________________
2. Has a FAMILY MEMBER or a CLOSE CONTACT had a POSITIVE TB Skin Test

OR Tuberculosis disease since your last TB Skin Test results were submitted to KS?
3. Have you traveled to any high-risk tuberculosis areas like: Africa, Asia, Eastern Europe,
Central America, South America, Mexico, Caribbean, Japan, Philippines or the Middle
East for more than one week since your last TB Skin Test results were submitted to KS?
4. Has anyone living in your household come to the US from a high-risk tuberculosis area
like: Africa, Asia, Eastern Europe, Central America, South America, Mexico,
Caribbean, Japan, Philippines, or the Middle East in the past 5 years?
5. Have you worked or volunteered in a correctional facility, nursing home, homeless

shelter, healthcare facility, hospital, police department, fire department or with an
Emergency Response Team since your last TB Skin Test results were submitted to KS?
If you responded “NO” to all of the above, please submit this questionnaire with your volunteer application.
If you responded “YES” to Question #1, take this form to your physician to complete the rest of Box #1
before submitting this form with your volunteer application.
If you responded “YES” to Question #2, #3, #4, OR #5, take this form to your physician to have a NEW TB
Skin Test done and documented below before submitting this form with your volunteer application.
PPD SKIN TEST

(To be completed by your Physician or certified RN or taken to Hale Ola or Elem/Middle Medical Services Dept)
Volunteer Name ________________________________________________Birth Date________________

Date PPD given ______________ Time: _________ Site: right / left forearm. Administered by _________
Date PPD Read: ______________ Results: _______ mm Induration Read by: ___________________
If PPD is Positive, Please document Chest X-ray Date ____________ Chest X-ray Results ______________
Revised 6/16/09 White copy to Parent-Parent to forward to PAR Yellow copy-Hale Ola
69
FORM C
Kamehameha Schools
Parent and Alumni Relations Office
SY 2009-2010
This authorization is ONLY required if you are having your TB test done at Hale
Ola. Please present to KS nurse, at time of TB test so that you will not be charged.
To: HALE OLA STAFF/ K-8 Dispensary Staff
From: Parent & Alumni Relations Office

RE: Confirmation of Volunteer Parent/Guardian
(Parent completes the following):
Students Name_______________________________ Grade ______
The following individual is a (circle one) parent or guardian of a student at Kamehameha Schools-
Kapälama Campus and is authorized to have a TB test administered at your facility.
Parent/Guardian Name: ____________________________________________________

Reason: Volunteer on Campus
TUBERCULIN (TB) SCREENING/CLEARANCE INFORMATION
Kamehameha Schools requires proof of a current TB test result/clearance which has been done within
the last 12 months, before you can be cleared to volunteer at Kamehameha.
• If you have had a TB test done within the past 12 months, a copy of your TB clearance is
sufficient.
• If you do not have a current TB clearance, you may make arrangements to have a skin test taken
through your private physician at your expense, OR you may have your TB test done at either of
the following locations:
State Department of Health Public Center

See reverse side for information.
Kamehameha Schools Medical Services Department- Hale Ola

Open for TB testing- 7:30am-3:30pm NOTE: Students are service first, before parent TB’s.
Hale Ola is located at Kamehameha Schools’ Kapalama Campus in Building 14 (on school map)
on Ke Ala Ola Road (across tennis courts).
TB tests are administered between 7:30 am to 3:30 pm on Monday, Tuesday, Wednesday and
Friday* (Note: No skin test on Thursdays).
After the test is administered, you will be required to return to Hale Ola within 48 to 72 hours to
have your test read.
Failure to return within the specified time will result in a re-test and a charge of $5.00.
Authorization form above is required at time TB test is given. Please take this form with you and
present it to the nurse.
*Schedule is subject to change if there is a holiday during the week.
Grades K-8, our KS dispensary (located across of Elementary Dining hall) is also available for TB
testing. Hours 8:00am-2:00pm and procedure is the same as Hale Ola (see above).
IMPORTANT
Once you receive your TB clearance, please submit a copy of your TB card (from the State) or TB results form
(from Hale Ola or your physician) to Parent & Alumni Relations Office,
1887 Makuakane St, Honolulu, HI 96817. Phone (808) 842-8659 Fax #841-5293
70
(OVER)
TB Location Information
State Department of Health Public Centers:

Please call 832-5738 for important recorded information or visit the Tuberculosis Control Program
website at
http://www.hawaii.gov/health/family-child-heath/contagious-disease/tb/location.html
Skin Test
Monday, Tuesday, Wednesday and Friday (Note: NO SKIN TEST ON Thursday)
Lanakila Health Center -ground floor 7:45am – 3pm 832-5731
(Skin Test Reading 2 days after it is given)
Stationary Chest X-Ray Unit-Mon, Tues, Wed, Fri- 7:45 – 3 pm Thur- 7:45 – 2 pm
Lanakila Health Center ground floor 832-5731
1700 Lanakila Ave, Room 213, Honolulu, HI 96817
Skin Test also at these locations:
Monday Only
Wahiawa Nursing Office 2pm - 4pm 622-6445
910 California Ave, Rm. 119 PICTURE ID REQUIRED
(Skin Test Reading- Wednesday only, same time)
Tuesday Only
Diamond Head Health Center 2pm-4pm 733-9220
3627 Kilauea Ave, Room 302 PICTURE ID REQUIRED
(Skin Test Reading- Thursday only, same time)
Waianae Public Heath Center 697-7839

85-670 Farrington Hwy, Rm.7 PICTURED ID REQUIRED
3rd Tues of each month, 2pm-3pm Readings on 3rd Thurs each month, 2pm-3pm
Windward Health Center 1:30 – 3:30pm 233-5450

45-591 Keaahala Road PICTURE ID REQUIRED
(Skin Test Reading- Thursday only, same time) First come, First serve
Wednesday Only
Waipahu Civic Center 2pm – 4pm 675-0080
94-275 Mokuola St, Room 101 PICTURE ID REQUIRED
Waipahu, HI 96797 Skin Test Reading-Fridays, 2pm-4pm
Other Island State Department of Health Public Centers- volunteers desiring to take the TB skin test through the
State of Hawaii must call the appropriate Outer Island Public Health Centers:
Hawaii County (East) 974-6025 Kauai 241-3387
Hawaii County (West) 322-1500 Maui 984-8260
Molokai 553-3663 Lanai 565-7114
NOTE: Kamehameha Medical Services Department can also provide TB test

to our KS parents. Please see reverse side for more information and
authorization form.
Once you have received your TB clearance card, please make a copy and attach to your volunteer application
All documents should be sent to Kamehameha Schools, ATTEN: Parent Volunteer Coordinator,
1887 Makuakane St, Honolulu, HI 96817, or Fax #841-5293.
Mahalo
71

Field Trip Guidelines and Fundraising and Travel Guidelines 2010 - 2011

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Field Trip Guidelines and Fundraising and Travel Guidelines 2010 - 2011

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Field Trip and

School Year 2010 - 2011

Instructions for Requesting Fundraising ……………………..…………….…….. 2

FAQ Chart by Group ………………………………………….…………….……….3

Other FAQ …………………………………………………………..………………… 4

Request for Approval of Fundraising Effort Form ……………..……………….. 6

Fundraising Collection Report …………………………………..………………….8

Fundraising Activity Release and Indemnification …………..…………………9

Fiscal Transaction Instructions ………………………………….………………….10

Check Request Form …………………………………………….………………… 11

Cash Advance Form ……………………………………………….……………….12

Deposit Form (for non-fundraising) ……………………………….………………13

Fundraiser T-Shirt Deposit Form …………………………………….………………14

Fundraiser Deposit Form (for fundraising) ……………………………………….15

Account Authorization for Student Activities Account ………….……………16

Guidelines for Other Sources of Fundraising Monies …………….…………….17

Individual Student Fundraising Monies ………………………….………………..20

Performing Arts Dept. Background and Guidelines for

Guidelines on Donations ………………………………………….…………………24

Sample Donation Receipt Letter ………………………………….…….…………27

Facilities Use Guidelines ……………………………………………………………...28

Facilities Use Request Sample …………………………………...………………….34

Guidelines for Concession Fundraising Operations …………………...………..35

Food Service Procedures for Fundraising ………………………………………....38

Concession Prices for Frequently Ordered Items ………………………………. 40

Field Trip and Travel Reference Chart ……………………………………………. 41

Field Trips on Weekends ………………………………………………………………43

Overnight Activity Guidelines ………………………………………………………. 44

Off-Island Travel ………………………………….……………………………………. 45

Sleeping Arrangements During Travel …………………….………………………..46

Volunteer Chaperones ……………………………………….……………………… 47

Transportation Etiquette ………………………………………………………………48

Lodging Etiquette ………………………………………………………………………49

Student Code of Conduct ………………………………………………………….. 50

Incident Procedures and Consequences …………………………………………51

Responsibilities of Parent Chaperones ……………………………………………. 52

Responsibilities of KS Adult Supervisors ……………………………………………. 53

Emergency Contact Info Form …………………………………………………….. 54

Field Trip and Travel Request Form ………………………………………………… 55

Aquatics Activity Request Form ……………………………………………………. 56

Off-Campus Water-Related Activity Safety Check List ……………………….. 57

Instructions to Staff/Advisor for Use of Permission to

Permission to Participate if Field Trip/Activity Release Form …………………. 59

Notice and Acknowledgment of KS’ Procedures

Notice and Acknowledgment of KS’ Policy Governing

Acknowledgement and Receipt of KS’ Policy

Permission for Alternative Transportation …………………………………………64

Permission to Leave the Group …………………………………………………….65

Permission for Initiation of Medical Care and Release ………….…………….66

Application to Volunteer Form …………………………………………………….68

Returning KS Volunteer Tuberculosis Screening Questionnaire ……………. 69

Authorization for Hale Ola TB Screening …………………………………………70

TB Location Information …………………………………………………………….71

All organized student activities, including fundraising, which are directly or

6. If your fundraising dates change, fundraising is canceled or you are making

7. Once your fundraising activity is completed, please submit a fundraising collection

9. GIFTS SHOULD NOT BE PURCHASED FOR ANY INDIVIDUAL OR STUDENT USING

2. If I want to fundraise, what do I need to do?

3. How long can I fundraise?

4. When do I need to submit the Fundraising Collection Report?

5. What fundraisers are not subject to GET?

6. I have a donation in excess of $250. What do I need to do?

7. I want to sell food in the concession. What do I need to do?

FROM: _________

Product: Vendor: _

Cost per Unit: _____ Items to be sold for:

Packaging: _Pre-Packaged _ To be assembled in Board of Health certified facility

Advisor/Coach _____________ Telephone

Received By: _________________________________ Date _