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 cook outs, and other food service on an occasional basis. 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 can include a breakfast, brunch, or lunch.

Reservations
Reservations for scheduling events will be taken on a first come, first serve basis.
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 provided for events include: Tongs, Turners, Plastic Gloves, Cleaning Brushes, Cleaning Supplies, Plates, Cups, Plastic Cutlery, and Napkins. These are available in the Student Life Center kitchenette.
Table coverings may be available for nicer events.  If a group is interested, please add these to the catering request for a nominal fee.

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.

Follow-Up
It would be appreciated if each group could monitor the grill’s propane level and notify the Coordinator of Student Activities when it is low.

Location
All food fundraisers will be held in the Student Life Center (E-201) or in the cafeteria foyer.

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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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