Funding 101 Toolkit

This Funding 101 Toolkit shares tips, ideas and real-life experiences from educators who have successfully secured additional funding to support their school’s comprehensive physical activity programming, which includes physical education and the Presidential Youth Fitness Program.

Support for Securing Funding is Here

Finding and securing additional funds in support of your school’s physical education program, including continued implementation of the Presidential Youth Fitness Program (PYFP), can seem out of reach. Referring to the resources within this Toolkit, which include tips and testimonials from educators who have identified successful methods, can help you secure the funding you need.

Don’t let lack of funds be a barrier to providing a quality physical education program in your school.

This Toolkit Offers: • A Fundraising “Tips Sheet” and Conversation Guide • “What Works” Educator Testimonials • A Customizable Donation Request Letter Template

“A lot of organizations have a lot of money and they want to give it to people…somebody is going to get it, so take the time to apply and it just might be you. There are numerous opportunities out there and a lot of times organizations don’t get to give away all the money they have because people don’t apply for it.”

PE Teacher Beckley, WV

Tips Sheet To get started down a path that will bring important funding to your school, refer to the these tips to get ideas (and funds) flowing!

Start on the Inside

Before attempting to bring outside funding into your school, get in contact with school and district administrators first — they may be able to offer additional support. They can also help you explore possible internal funding options, such as principal budget, school or district IT budget (to access funding for any software components), Individuals with Disabilities Act Funding (fitness education and assessment is for all students!) and PTA/PTO/“Friends” organizations.

Involve Students

Don’t make the mistake of overlooking your greatest creative and innovative resource — your students! Brainstorming with students can lead to “outside the box” ideas and thinking that could help guide you to an excellent fundraising solution that appeals to students and community members. Your students may also know the latest software, App or online resource, making some fundraising efforts effortless AND paperless.

Step into the Future

Don’t get caught up in traditional fundraiser ideas such as selling goods and merchandise by passing around signup sheets and collecting money. Use the internet to tap into more modern fundraising streams. A good place to start is with an online search, entering any of the following into the search field: School Fundraising Ideas, Easy Ways to Raise School Funds, Raising School Funds Online.

Be in the Know — Join the Conversation

Join programs and organizations online to be aware of funding opportunities available to schools. For example, join your state SHAPE America or Action for Healthy Kids affiliate. By creating an account and providing your email address, you’ll begin to receive newsletters and other informational emails. When an organization or program has a new opportunity available, they let their members know first.

Approach Local Organizations — But Have a Plan

Organizations like your local grocery or hardware store can be a great resource when seeking funding sources for your school, but they will want to know what’s in it for them. If you don’t have a clear plan for how your proposal can be mutually beneficial, you are making it easy for the organization to say no.

What Works The following are testimonials collected during one-on-one interviews with a Physical Education and Health Department Coordinator from Avon, IN, and a Physical Education Teacher from Beckley, WV. Below are their tactics to stay on top of, and benefit from, school funding opportunities.

Work Together → “Be connected with other schools in your district. What we do with our sister schools is, if they see something they’ll send it to me, if I find things I’ll send it to them. Get connected with your PTA and your local organizations. They seem to always know when things are coming up.”

“Using PYFP is part of how we are going to let children know how well they’re performing in line with what they’re learning in

physical education.”

Director of Health and PE Fort Worth, TX

Get Online →

“Be part of any of the organizations that will represent or encourage physical education for students. I am always on the internet. I see stuff all the time from different organizations where you can apply (for funding), mostly through…emails that I get from these organizations.”

Be Willing → “If you’re willing to take the time to fill out the paperwork or whatever it is that’s required, that’s usually all it takes. I think people are intimidated sometimes by doing the work.”

Conversation Guide When approaching organizations or individuals (school administrators, community members or small business owners) use this Conversation Guide to prepare for a thorough and effective dialogue that results in a positive outcome (and donations!).

1. Get to Know the Organization

Perform an online search and find out more about the organization’s donation history. Search using the organization’s name and a few keywords like “donation” or “school support.” You may find out that your school has worked with this organization in the past. If so, it would be a good idea to talk with your colleagues to get the background information and history. 2. Arm Yourself with Information

To help you feel more confident for the conversation, some information you might look into beforehand includes: stats on the challenge or problem you are trying to overcome with your cause, the history of PE at your school, your school’s annual PE budget, stats about the positive impact physical activity has on students and the learning process, including firsthand experiences you may be able to share.

3. Introduce Yourself and Your Cause

Tell them about you (your name, your school and your role) and describe your cause. Be prepared to answer questions and share details about why this is important.

4. Be Clear About Your Request

Have a clear explanation ready for what you need. Or, if you’re not sure what role they could play and would like to brainstorm with them, have questions prepared to guide the conversation. Be prepared to answer any questions about your plans as well.

5. Tell Them Why They Should Help (What’s in it for them?)

Be sure to give some thought as to how your proposal can be mutually beneficial. How can the organization or business benefit from helping to support your cause? Consider whether your proposal could have some longevity. Could it be a yearly co-sponsored event that builds on your success from year to year? (For example, an annual taste testing where local restaurants sample food for community members every spring.) Funds might be raised via tickets sold to the event.

6. Share Your Contact Information and Follow Up!

Make communicating with each other easy. Give them your email address and phone number, preferably on a business card. Then, after your conversation, follow up with them. Be sure to thank them for their time and consideration. This follow-up can be via email, but you might also consider a handwritten note, which adds a personal touch and makes an impression. Following up ensures they have your contact information and conveys a positive message.

Donation Request Letter Template There are many organizations, businesses and individuals that would like to make charitable donations and have the resources to do so. You just need to make the connection. This template letter is intended as a guide and can be customized to fit your needs. A donation request letter can be casual yet professional, conversational and straight to the point.

[Date]

[Name] [Address] [City, State, Zip Code] Dear [Name]: I am writing on behalf of [insert school or district name]. This [fall/winter/spring/summer] I/we identified [insert a short snippet about the challenge or problem that is driving need for resources]. As a result, I/we are seeking [describe request in detail].

Your support will go towards [describe programming that will result from organization’s contribution].

Your contribution will help us meet our goals and will help make [insert school or district name] a healthier environment for students. Plus, [tell them what’s in it for them — how they can benefit from helping].

Thank you in advance for your consideration. If you are interested in supporting this work, or if you have any questions, please contact [insert contact name] at [phone number] or [email address].

We look forward to hearing from you soon!

Sincerely,

[Signatures]

“The strength of our country is really no greater than the wellbeing of our citizens.” – President John F. Kennedy