Alumni Representative

The Alumni Representative writes donation request letters to alumni in December. The representative also works a full day at the Phonathon making calls to past alumni donors and later sends follow-up letters.

Asset Donations (Stock and Car)

The Asset Donation chair keeps track of stock and car donations for the year, provides information to donors on how to donate, and sends thank you letters to donors. The chair also handles the bookkeeping and tax-related accounting associated with these donations and regularly updates the Treasurer and Database Administrator.

Assistant Treasurer

The Assistant Treasurer deposits donation cash and checks to the SEF bank account and prepares a deposit summary spreadsheet for the Treasurer.

Communications Team

The Communications Team is responsible for getting the word out about SEF. They handle everything from writing newsletter announcements to backpack flyers to undertaking the creation of new banners and signage for display at the school sites.

Corporate Matching Gifts

The Corporate Matching Gifts chair is on the Database Team. The main responsibilities are to submit the application forms, confirm the donations, and record the matching amounts received on a spreadsheet which is used by the Database Administrator.

Credit Card Transactions

This position is responsible for processing all donations made through credit cards.  The process occurs twice monthly, generally in the middle and at the end of each month. The Phonathon may require an additional processing period.

Database Administrator

The Database Administrator is a member of the Executive Board.  The Database Administrator is responsible for entering the data of new students, new families, and donations to the database.  The Database Administrator also supports all the fundraising activities by providing information and mailing labels and producing donation receipts.

Database Team

The Database Team assists the Database Administrator by entering data on new families into the main SEF Database.  The time requirement for this job is about one week during late September or early October.

Digital Archivist

Responsible for acquiring, organizing and maintaining digital copies of photographs and scanned documents used in various communications channels by SEF personnel.

eScrip and Schoolpop

The responsibilities of the eScrip and Schoolpop coordinator are to promote and educate parents about eScrip and Schoolpop via signs, listserv email, flyers, newsletter articles and new parent orientations and to increase membership. The coordinator also serves as the liaison between SEF and eScrip/Schoolpop, updates supporter addresses, and verifies our accounts with merchants. 

Events

The Events person is responsible for all aspects of the annual Leadership Event which is held in early May.  The Leadership Event is a reception to which all parents who have donated at the leadership level during the school year are invited.  Coordination involves: setting a date, securing a location, selecting a caterer, designing invitations, mailing invitations, collecting RSVPs, and miscellaneous tasks relating to the event.  Assistance is provided by the Power Temps. 

Financial Secretary

The Financial Secretary checks the SEF mailbox one to three times per week depending on volume and sorts the mail into four main categories. Checks are stamped and copies are made when required; then the mail is forwarded on to the appropriate SEF board member.

Gift Wrap

The Gift Wrap chair is the primary interface with the gift wrap company representative and negotiates the contract. The chair also organizes kick-off assemblies at each school, writes informational literature, and works with all school-level coordinators to insure that the program is implemented uniformly through the district in terms of program timing, incentives offered, and sales goals. The chair supports each school coordinator throughout the fundraiser and reports the fundraiser plan, progress and results to the VP of Fundraising and the Board.

Investment Advisory Committee

The Investment Advisory Committee periodically provides advice to the SEF Board on conservative investment strategies and alternatives for SEF funds.  Preservation of SEF capital is the first priority with a second objective of maximizing investment income.

Jogathon

The Jogathon chair is responsible for putting on the Jogathon fundraiser at Redwood Middle School each spring. This event raises money through student sponsorships and the work of the chair involves coordinating publicity, prize distribution, donation collection, and many parent volunteers.

Newsletter Reporter

The Newsletter Reporter writes or edits 2-3 newsletter articles per year based on SEF communications objectives. Typical article development includes contacting the teacher of the SEF-sponsored program, arranging an interview, observing the class, taking digital pictures, and writing up a compelling article about the SEF program/teacher.

Newcomers

The Newcomers chair educates, informs, and orients families who are new to SUSD. Responsibilities can include speaking at new parent events such as the Kindergarten Tea, delivering informative handouts, and representing newcomers at SEF meetings. The Newcomers chair also works with the District Office to identify new families and send them welcome letters and coordinates with the Phonathon chair.

Paper Scrip Orders

The Paper Scrip Order representative works with the Treasurer to obtain checks for merchants, turn in checks from customer sales, and report the scrip order balances. Responsibilities also include working with the volunteers from each school, delivering scrip, and picking up checks.

Phonathon

The Phonathon chair oversees the operation of a volunteer-staffed Phonathon which generates over $300,000 in gifts and pledges.  The chair leads a team of ten subcommittee chairs and over eighty volunteer callers in contacting parents and alumni of the Saratoga Union School District.   The chair is responsible for recruiting volunteers, updating pledge packets and training materials, and coordinating publicity, signage, mailings, data processing, training, and supplies.

Power Temps

The Power Temps are the mailing and distribution team behind the production of most literature sent to families in the district. Power Temps work alone or as a team in a ‘quilting bee’ fashion to collate, stuff envelopes, stick labels, staple and whatever else it takes to prepare mailings.

President

The President is a member of the Executive Board. The President is responsible for presiding over the monthly SEF meetings, attending various district meetings as the representative of SEF, and acting as the spokesperson for the Foundation. The President also is responsible for the annual report, Outlook. Generally, the President speaks at school events to promote SEF, such as the back to school events or the new parent orientations. This is a two-year, rolling co-Presidency.

Realtor Program and Local Business

The Realtor and Business chair solicits the local business community, submits ads to the Saratoga News, sells donor advertisements for the back of the school directories in the May-August timeframe, and manages and lays out the business section of the directories. The chair also coordinates the Savour Saratoga campaign in the fall which is designed to promote downtown Saratoga businesses and encourage partnerships with SEF.

Receipts/Thank You Letters

The Receipts and Thank You Letters chair receives receipts, thank you letters and printed mailing labels from database team throughout the year. In a timely fashion the chair stuffs, labels, stamps, and mails each envelope containing a receipt and/or thank you note.

School SEF Representative

The School SEF Representative is the SEF communication channel for the school. The representative speaks at New Parent Orientations and Welcome meetings to inform parents of the purpose of SEF and attends SEF and school PTA meetings to report on what each organization is doing. The representative delivers SEF material, hangs banners when appropriate, checks school SEF folders for donation checks, and supports SEF activities at the school, such as Redwood Jogathon or elementary school Art Shows.

Secretary

The Secretary is a member of the Executive Board.  The Secretary is responsible for writing meeting minutes and keeping time at meetings.  The Secretary is also in charge of the Power Temps, who assist the Secretary in preparing mailings and flyer packages for distribution throughout the year. 

Treasurer

The Treasurer is a member of the Executive Board and maintains SEF’s financial records. Responsibilities include proposing the annual budget, writing checks, working with the financial advisory board to determine where to invest money, and managing all financial assistants. The Treasurer also hires an accountant to complete the tax return.

VP of Communications

The VP of Communications is a member of the Executive Board who coordinates SEF publicity efforts in order to increase SEF awareness and donor contributions. The VP Communication develops a communication plan and timeline for the year and specific jobs include overseeing newsletter writers, producing SEF literature for school newsletters, flyers and newspapers, writing/reviewing written communication for consistency, and working with School Reps to get SEF’s message delivered at each site.

VP of Fundraising

The VP of Fundraising is a member of the Executive Board. The VP of Fundraising is responsible for ensuring that all of the fundraising events have teams in place and run smoothly. The VP also makes recommendations for future fundraising events and strategies.

Webmaster

The Webmaster maintains the SEF website and keeps all information on the site current and up-to-date.  Specific responsibilities include posting new information as it becomes available, changing and removing information which is no longer applicable, and communicating with board members on an ongoing basis to ensure web information is accurate at all times.

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