Site team support raising policy

From The Collaboratory

The proposed revised Site Team Support Raising Policy can be found here.

1. All Site Team participants must be sponsored by a Group in order to join a Site Team.
   • Site Team participant applicants are required to obtain the signature of their Group Advisor and Group Leader before submitting their application to the Manager of the Collaboratory for a Site Team trip.
   • The Group Advisor and Leader's signatures indicate that the Group is agreeing to sponsor the Collaboratory member, should the member be invited to join the Site Team.
   • Sponsorship entails agreeing to fund up to 100% of the member's Site Team costs, should the member have a deficit after the Site Team has returned. (While Site Team members agree to self fund any deficit remaining after they return from their trip, should a Site Team member renege on this commitment, the sponsoring Group will assume responsibility for their sponsored member's remaining deficit.)
2. The Site Team Advisor and Leader will set an approximate amount that each Site Team member will need to raise or self fund for their Site Team trip, and will communicate this amount during interviews and at the first Site Team meeting. The Manager of the Collaboratory will fully explain the Site Team Support Raising Policy to all Site Team members at their first Site Team meeting.
3. The Site Team Advisor and Leader will send official Site Team Acceptance Letters to the members that they choose to invite to join their Site Team, including a portion that must be signed and returned to the Manager of the Collaboratory.
   • The Acceptance Letter, among other things, will explain the financial obligation that the member is incurring by joining the Site Team.
   • Each member must sign a statement indicating that they understand the financial obligation that they are under and that they agree to raise or self-fund 100% of their Site Team trip cost. (Note that the Site Team Advisor has the authority to make exceptions for individual team members.)
4. Site Team members are required to follow the Collaboratory's procedure for sending support letters.
   • Site Teams raise money as a team; money is tracked and reported both for the team and for individual members.
   • Members will receive regular reports with names of donors who have made a donation toward their Site Team and the total amount that they have raised.
   • Site Team Advisors and Leaders will receive regular reports detailing the total amount the team has raised as well as how much each individual team member has raised.
   • Sponsoring Group Advisors and Leaders will be notified by the Manager of the Collaboratory as to the projected cost of the Site Team trip, and will receive regular reports detailing how much their sponsored team members have raised.
5. Site Team "classes" will be zeroed out and closed by the Manager of the Collaboratory approximately 60 days after the Site Team has returned, unless extenuating circumstances prohibit this closure (e.g., if the partner organization has not yet submitted the final bill to the Site Team).
   • At this point, the total cost of the Site Team trip will be calculated, as well as the cost per person, and each member's support total.
   • Deficits will be transferred to sponsoring Groups. (Note that extra money that individual team members have raised will be divided evenly among team members who have a deficit.)
   • Individual Site Team members will be notified of their personal deficit and will be told that they are responsible to provide the remaining deficit to the Collaboratory.
   • If there is an overage, per the Collaboratory's Scholarship Fund policy, 50% of the overage funds raised by the Site Team will be set aside for the Scholarship Fund. The remaining 50% of the overage funds will be used with the discretion of the advisor and student leader of the site team.