Internal Fundraisers and Informational Events

All monies taken in by the organization should be immediately deposited in the College Business Office using the Cash Reconciliation Sheet.

When delivering money to the Business Office, identify the source of the funds and obtain a receipt for the organization’s financial records.

Monies will be deposited in the Student Activity Fund and credited to the organization making the deposit. Be sure to receive and maintain in your files a copy of the receipt for each deposit.

If event ends after college business hours, all receipts from any college activity or organization function must be deposited in the Business Office on the next class day following the receipt of monies.

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The IVCC Cash Reconciliation Sheet Form shall be used for all cash collections.

If a cash box is requested, the form will be included in the cash box. Otherwise, the form is available on the Intranet.

• This form is to be used for all cash collected by Student Organizations. The form should include a listing of the deposit, explanation of the deposit, GL account number, and the Advisor’s or responsible party’s signature verifying the amount.
• This form and the deposit should be returned to the Accounting Department the next business day after the event.
• All funds collected must be deposited. Any expenses should be submitted separately to the Accounting Department for reimbursement.

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In order to offer a variety of food and allow organizations the ability to generate their own funds, IVCC has agreed to allow bake sales and food sales.  Following are the policies that will guide this process. 

Frequency 

In order to maintain the integrity of the contract that IVCC has with our vendors, these types of programs need to be limited. Further, by limiting these offerings, IVCC will not be violating any Health Department Policies.  

• Only 1 event can be held per week.  This includes bake sales (one per month) and food sales (one per week).

Reservations
Reservations for scheduling events will be taken on a first come, first serve basis, and will be made through the college scheduling system via facilities.

However, if multiple groups are making requests for the same dates, a group that has not yet held an event will be given priority.

Supplies

Supplies
If an organization is hosting a bake sale, items must be individually wrapped with a label that identifies the item, name of selling organization, and the initials of the individual who prepared the item. The selling organization must also maintain a master list of all items donated and the name and phone number of preparer.  Please identify any ingredients that may have been used to make the item that may be a common allergen. Items sold must be on the Safe Food List:

1. Cookies
2. Breads
3. Cakes
4. Candies
5. Any individual pre-packaged items (such as candy, chips, etc.)
6. Baked goods that contain cream or custard fillings and/or frostings (including cream cheese), such as pumpkin pie, coconut pie, banana pie, chocolate cream pie and any cream-filled baked goods (cream puffs, eclairs, etc.) are not
7. Jams and jellies may be sold. However, these products must have been processed in a boiling water bath with two-piece canning lids.
8. Home-canned vegetables, meats or meat-containing foods are prohibited.

There will be no cutting of items at a bake sale. Items must come to the College pre-wrapped.

If an organization is hosting a food sale which requires food preparation at the College (such as a cook out), the organization must collaborate with the Food Service Provider to prepare the food.

Clean-Up
Upon completion of the event, it is the sole responsibility of the sponsoring groups to thoroughly clean up the equipment and the area that was used for the event. This means that each group will properly dispose of boxes, wrappings, etc. Failure to clean the supplies will result in the loss of the privilege of using the equipment and/or location.

Location 
All food fundraisers will be held in the Student Life Center (E-201) or the cafeteria (if collaborating with the Food Service Provider).

Student Activities will create/purchase a sign that can be displayed at bake sales in order to inform potential customers those items were made in a home kitchen and that they should purchase items at their own risk. Student Activities will also provide labels to be given to bakers to attach to the individual baked item.

In a nutshell
These are the highlights of the “Food Sales” policy and procedures that were updated October 2023 for Bake Sales and Food Sales:

1. All “homemade” items must be prepared and wrapped/packaged at home.
2. Items must be labeled with the item name AND the initials of the person that brought them.  Student Activities has some general premade labels.  Please just request them from me if you would like them for your sale.
3. A master list of the items and the person that brought them must be kept by the advisor. This should be turned in with the cashbox upon the completion of the bake sale.
4. Signs that indicate that items were made in a home kitchen and that they may contain ingredients considered allergens are located in the Student Life Space Kitchenette.
5. There are also items that cannot be sold.  Please make sure that we follow that list.

If you want to have a food sale [brats, hamburgers, etc.], it must be done in collaboration with our Food Services.

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To protect IVCC students, employees, and guests, IVCC Administration is requiring that the following guidelines for the operation of temporary food service establishments (bake sales, potlucks, cook-outs, etc.), received from the LaSalle County Health Department, be followed.  IVCC Administration understands that following these guidelines will restrict the types of foods allowable at bake sales and cook-outs, but these guidelines are for the protection of the health of our community.

Food Supplies:
All food supplies shall be obtained from sources complying with applicable State Laws and Regulations. All food shall be clean, wholesome, free from adulteration and misbranding.  Home-canned foods or home-prepared potentially hazardous foods (dairy products, meat, fish or poultry) are prohibited. All fruits and vegetables shall be washed before being used.

Personal Hygiene:
Personnel with boils, cuts, respiratory infections and communicable diseases shall not be permitted to work in a food stand. Hands and arms shall be washed and clean before starting work, washed after visiting the toilet and washed as frequent as necessary during the day.

Menu Restrictions and Food Preparation:
Potentially hazardous food such as cream-filled pastries, custards, cream pies, and poultry or fish in the form of salads or sandwiches shall be prohibited. The preceding does not apply to hamburgers, frankfurters and other food which prior to service requires just seasoning and cooking. Fresh pork and poultry must be heated throughout to be a minimum internal temperature of 165°F. Chicken pies, chicken fricassee and chicken and noodles shall not be prepared or served. All hamburger intended for use in sandwiches should be purchased in patty form only. Hams, including pre-cooked hams, shall be thoroughly cooked prior to serving.

Refrigeration and Food Temperature:
Potentially hazardous food, which consists in whole or in part, of milk or milk products, eggs, meat, poultry and fish shall be maintained at temperatures of 41°F or below OR at an internal temperature of 140°F or above. Where mechanical refrigeration is unavailable, ice from an approved source shall be used. However, food items shall not be stored in direct contact with the ice.

Ice Supply and Handling:
Ice that is consumed or which will come in contact with food shall be obtained from an approved source in chipped, crushed or cubed form and transported and stored in closed containers or non-reusable bags. Bagged ice shall not be stored directly on the ground.  Containers for storage of ice on location shall be constructed of easily cleanable materials, equipped with a drain and provided with overlapping tight-fitting covers. Dippers or scoops shall be used in dispensing of ice. Hand dipping of ice is prohibited. 

Food and Drink Display and Storage:
All food on display shall be covered or be individually packaged to prevent contamination from dust and other elements.

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