Index:

 
 

Prepare:

  • Find a place to store the food

  • Determine a first date of distribution

  • Schedule volunteers

    • If the School is managing the volunteer schedule and/or utilizing its own volunteers, then be sure you begin signing volunteers up as soon as you can.

    • We recommend using a free online volunteer registration tool, such as Sign Up Genius.

    • The recommended days of distribution are when you'll need volunteers to distribute the food. You can find them for the whole year on your District-specific calendar for our program.

    • It takes two volunteers less than an hour to distribute bags of food to approximately 50 kids.

  • Work with your Community Sponsor (if applicable)

    • Many schools have one or more Community Sponsor's that are eager to support the school and this program by providing volunteers. The School should communicate the following to its Community Sponsor:

      • Ensure the Community Sponsor is aware of the start date of the program.

      • Work with the Community Sponsor to decide on a distribution time that works best for both the School schedule and the Community Sponsor volunteers.

      • On average, it will take two volunteers approximately one hour to distribute 50 bags of food. Actual time may vary depending on the school layout and number of students enrolled in the program at each location.

      • Either the school or the Community Sponsor should keep record of the number of bags given out each week. Sometimes it’s best for the School to keep these records, other times it’s the Community Sponsor.

        • Use your best judgment to determine who would be the most consistent person to keep track of these statistics.

        • You will report these statistics by the end of the day Friday each week of the school year.

      • Click here for some ideas on how to develop a more in depth relationship with the Community Sponsor.

 

Sign up kids:

  • One of the main roles of the School is to sign kids up for the program.

  • The Sheridan Story has some resources and tools you can use to promote the program to the families. Our goal is to ensure each family has heard about the program and has had the opportunity to sign up.

    • Click to access tools & resources to assist in promoting the program to families

    • Compile a list of students who are participating in the program. Depending on the layout of the building and the method you are using to distribute the food to the kids (into the locker, to the classroom for the teachers to give out, etc), ensure there are locker or hook numbers/classrooms/floors on the document

    • Click to download a Distribution List Template

    • Make sure to do a second promotional campaign to the families in January. Some students have come and gone, some family situations have changed, and some people may have simply not heard about it the first time around.

    • This list may change frequently – add or remove kids as needed.

 

How deliveries to the schools work:

  • Food deliveries are set up in two ways:

    • School District Partnership

      • All deliveries will be coordinated through The Sheridan Story.

      • The Sheridan Story will coordinate all the deliveries, but your food will actually come in on School District trucks. Districts use different departments for these deliveries: Nutrition Services, Mail, Central Receiving, etc.

      • Food will be delivered from your District no later than the day prior to the recommended distribution day for each week (click to access District-specific Calendars for our program).

      • ALL remaining items after the distribution (full boxes/bins, empty boxes/bins, partial boxes/bins, lids, etc.) should be sent back on the next truck from the District. If your school uses boxes, be sure you don't throw away the empty boxes.

      • VERY IMPORTANT - Your weekly stats help us to determine the number of bags to have the School District deliver to your school. Please remember to submit your stats weekly. If you have questions about this process, contact your Program Coordinator.

    • Direct to school from The Sheridan Story

      • All deliveries will be coordinated through The Sheridan Story.

      • Food will be delivered on a preferably monthly basis, depending on the school’s food storage location (different delivery periods can be determined on a school-by-school basis).

      • VERY IMPORTANT - Your weekly stats help us to determine the number of bags to deliver to your school. Please remember to submit your stats weekly. If you have questions about this process, contact your Program Coordinator.

      • Save the empty boxes or bins for The Sheridan Story to collect at our next delivery.

 

How to distribute to the kids:

  • Food should be distributed to the kids using the list you have compiled through the sign-up process.

  • Use this list or, if applicable, provide this list to those handling the distribution each week. Click here to access a template for distribution.

  • All bags should be distributed on specified dates - we recommend the last day of the school week. Click here to access District-specific calendars for our program.

  • A single bag should be placed into a single student’s backpack or locker, where applicable.

  • If a previous week’s bag remains in a student’s locker, use your discretion on whether or not to provide an additional bag - a note should be made on the distribution list.

  • If lockers are not in hallways, bags can be left for the teachers to put in the students' bags while the kids are out of the classroom (lunch, recess, etc). One option is to place a basket outside of each classroom door in which the volunteers will place the bags for the teacher to access later.

  • If you receive deliveries from your School District:

    • Following your distribution, ALL remaining items (full boxes/bins, empty boxes/bins, partial boxes/bins, lids, etc.) should be sent back on the next truck from the District.

    • If your school uses boxes, be sure you don't throw away the empty boxes!

  • If you receive deliveries directly from The Sheridan Story:

    • Following your distribution, retain any partial boxes/bins to be used for the following week’s distribution.

    • All empty bins/boxes should be broken down, saved, and returned to The Sheridan Story upon our next delivery.

    • If your school uses boxes, be sure you don't throw away the empty boxes!

 

Report statistics weekly:

  • If you haven’t already, work with the Community Sponsor to determine if they or the School should keep record of the number of bags given out each week. Sometimes it’s best for the School to keep these records; other times it’s best for the Community Sponsor to do so.

  • The School or Community Sponsor should submit statistics by the end of the day on Friday of each week of the school year. You can access the form to submit the stats by clicking here.