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How to Organize and Administer

  1. Recruit ABC reps, (2 or 3) from the school and (2 or 3) from the Adopt-a-School Partners or PTA. (See Purpose and Benefits)

  2. Organize committee heads of responsible, committed individuals and schedule meeting. (See Sample Agenda) Needed are:
    1. ABC Sales Representatives for prize/service collection. (See Student Supporter letter, ABC Donation Form, and Sales Representative Guidelines)
    2. A Public Relations Representative for PR--flyers, school posters, prize-sign and bicycle display and media releases. (See Announcement to Parents, Sample Release and Sample Public Service Announcements)
    3. A Data Processor from the school for recipient data by month, semester and year. (See Donation Data Form, Sample Thank You and Report )
    4. A Liaison Representative from the school as primary contact with Foundation. (See Sample Certificate and Sample Questionnaire)

  3. Meet with committee to explain duties and set schedule for year. (Use Sample Agenda)
    1. Set monthly or semester drawing days for announcement of winners.
    2. Set meeting dates, perhaps with Adopt-a-School Partners. (Review How to Organize and Administer "ABC")

  4. Plan and implement parent, student and community advertising.
    1. Circulate flyers to parents and students in English and other needed languages. (Review Sample Announcement to Parents)
    2. Announce program every morning on P.A. the beginning weeks of school.
    3. Create ABC Awards case for the "Attendance Bankers". (Showing up is like putting money in the bank. Others learn that you can be counted on.)
    4. If you have contacts with local radio or TV personnel, use those contacts to set up PSA spots. Promote gifts of prizes and services to ANY junior high school; all of you working together and for each other will create the best results. (Review Sample Public Service Announcements, Public Service Announcement and Sample Release)

  5. Request letters and donation forms are sent or delivered to those interested in donating. (Review Student Supporter Letter and Donation Form) Community Sales Reps explain the program in person or by phone to area businesses, organizations or individuals. Remember to promote the whole program. (Review Sales Representative Guidelines)

  6. Forms are returned to the School's ABC Data Processor Rep, who is responsible for filing the form and recording the donation on computer. Review (Sample Donation Data Form)

  7. Monthly and/or semester attendance winners' names are prominently posted.
    1. Gifts with donor names are placed in display cases for students to review along with a list of the donations that are to be picked up by students and the names of the donors.
    2. Students with perfect attendance for the month have their names announced on the P.A. System each month.

  8. ABC School Liaison may contact Dr. Art Fisher (Santa Barbara) or John McIntosh (Carpinteria) for information on the number of prizes received to date for their school.

  9. All donations are distributed (by lottery) at the end of the school year. Donations should be separated into categories according to their value with the lesser gifts given for a semester of perfect attendance and the larger donations given for an entire year, two years etc.

  10. A party is held at the end of the year for all students who had perfect attendance for the year. There is a movie, popcorn, pizza, sodas and the lottery with the most valuable gifts given to those who had the longest perfect attendance and who demonstrated the best citizenship.

    If the awards can be given out at an assembly with the award winners on stage, more recognition is given to the students and more participation can be expected the following year.

  11. Students are given a copy of the Donation Form of the prize they received to use to pick up the gift.

  12. The Student Attendance Questionnaire is given to the students to be completed during the party and exchanged for their attendance certificate or lottery prize. (Review Questionnaire)

  13. Thank you letters are sent to the donors. (Review Sample Thank You)

  14. A news release is sent to all media the week of the awards with the names of all ABC recipients attached. (Review Sample Release)

  15. Most important is the acknowledgment of those who give gifts and prizes each year. The ABC Liaison is responsible for seeing that an accurate and complete list is kept each year to be given to the Foundation. Thank your donors personally, in your school paper, in school displays, in your releases, in person and in print. Ask the young people who receive significant prizes to go to the business and thank the owner or manager.

 

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