Note: wherever we use the word “schools” we also mean non-profit childcare centres.
We’re participating in the Nourish Your Roots (NYR) fundraiser. What’s next?
Your campaign contact, someone other than the principal, should coordinate all aspects of the fundraiser, communicating with the principal as needed. For schools, information will come from the Regional Centre for Education contact person (regional contact). For childcares, information will be sent directly from the NYR Coordinator.
Follow these steps to help make things run smoothly:
Nourish will send the fundraising packages including electronic documents and delivery date, to your regional contact. Your regional contact will arrange for you to receive the materials in time for your assigned selling period.
Based on this information, if the boxes are being delivered to/or packed at your school, you need to decide on a time for customer pick up the same day as your delivery; as the boxes should not be stored at the school overnight. If you are picking up at the farm, the time will be set.
Organize volunteers to prepare the fundraising packages/envelopes to be taken home by students with the information specific to your school including:
Date orders are due to the school (ideally this should be at least one day before orders are due to Nourish),
Box pick-up date, time and location (label template available).
Optional items for fundraising packages:
Receipts – template available; complete, print and insert.
Information for parents – template available; print and attach. It’s an opportunity to let people know how the funds will be used to support school-wide healthy food programs at your schools.
NOTE: If your school is selling during the first cycle that starts September 9, 2019, there may be a very short turn-around period to get the pre-selling preparations done.
Promote sale of your boxes during your selling period using the tools provided for social media, your website, PA announcements, notices home, local radio/newspaper. Consider reaching out to groups who may be interested in buying a box but don’t have children in school. Check out some promotional resources here. Follow Nourish at Twitter.com/NourishNS.
NOTE: other schools will be selling so please only sell during your designated selling period.
NYR provides an opportunity for customers to donate boxes to the school to use at your discretion. Customers will contact you directly if they want to donate. Keep a record of any donated boxes to add to your order numbers.
Collect money and order envelopes and tally totals (use spreadsheet in electronic document package if you wish).
Complete and submit the Order Summary Form to firstname.lastname@example.org by the required date.
Once the order is submitted, you will receive confirmation of the number of boxes, delivery time if applicable, and instructions for payment.
Organize volunteers, students and parents for delivery/pick-up day:
- If receiving delivery by truck = Minimum 6 volunteers
- If packing at school = Minimum 10 volunteers
- Assisting with customer pick up = Minimum 3 volunteers
*If your order is large you may need more volunteers.
The boxes need to be placed in a cool dry location and must be picked up that day. Have a plan for any boxes that are not picked up e.g. phoning customers, donating them.
On delivery day make sure two cheques are mailed: one to your farm partner (which will include a delivery charge of $50 or $75 if applicable) and one to Nourish Nova Scotia as per instructions sent confirming your order.
Look for opportunities to link NYR to the curriculum, develop food literacy skills and connect with farm partners. Check out some classroom resources here.
After the campaign, complete the feedback form provided and encourage your customers to submit feedback using the form available online.
Return any unused envelopes via internal school board mail to your regional contact (childcares may send directly to Nourish) to reduce waste.
Remember funds raised must be used to support school wide healthy food programs.
When is my school’s selling period?
Each school is assigned a two-week selling period (in September or October) and a designated delivery period (in October or November). This information is included in the offer letter sent to you in May.
Can a school choose the delivery day and time for the NYR boxes to arrive?
No, the scheduling of deliveries is complex as the delivery trucks will often visit 4-5 schools per day. The NYR coordinator works with regional contacts, farmers and transport companies to determine delivery schedules across the province. Many factors are taken into account.
When will the school know its actual delivery day and time?
The delivery date will be provided by email by the first week of September with an estimated delivery time. The actual delivery time will be confirmed a few days after you submit your Order Summary Form.
Why is a fee charged if we cancel after accepting our offer of participation?
Nourish Your Roots was developed to help sustain healthy food related programming in schools but equally important was fairness and supporting Nova Scotia farmers and sustaining rural infrastructure. When you accept your offer the farm partners are notified and plan/grow produce to fill your boxes and delivery routes are arranged specifically for your boxes with the local transportation partners. When a school withdraws late, it not only means that farmers will need to find new markets for the produce they have grown for you, but their transport partner will have lost the delivery fee. Since transport is arranged as part of a “delivery route” of which your school is part, a late cancellation does not provide the transport company the option to replace, since routes are determined in advance. In fairness to our transport partners, we need to apply this charge.
How are the boxes delivered?
For most schools the boxes are delivered ready-packed directly to the school from the farm and must be picked up by customers the same day. Delivery will usually occur between 7:00am and 3:30pm.
Some farms may want to involve students/community in the harvesting and/or packing of the boxes. This would be discussed with the school when offered the opportunity to participate and prior to confirmation of participation. Specific details for each of these options will be confirmed directly with any schools to which they apply.
When should customers pick up their boxes?
Box pick-up must occur the day the boxes are delivered/packed to ensure the quality of the produce. However, you can set the time based on what works best for your volunteers/community, but remember to allow time for those who work. Most schools set a 2 to 3 hour period. NOTE: For schools packing/picking up at the farm, the time will be set for you.
Consider sending out a message on social media or the radio the day before to remind customers to pick up their NYR boxes. This will be especially helpful to customers who are not parents. You may also want to consider making phone calls. Have a plan for any boxes that are not collected during your pick-up time. Some schools make it clear to customers that they will be donated.
Can students carry the boxes home?
Although most students are capable of helping unload the boxes, it is not reasonable for them to carry a box home. Usually each box is between 20 and 25 pounds in weight so they cannot be carried home by students.
What can the funds raised be used for?
Money raised must be used to support school-wide healthy food programs. Many schools use the funds to support or enhance their breakfast program e.g. including more vegetables and fruit. Other ideas include: vegetable and fruit snack programs, taste testing, or a salad bar; inviting a NS farmer to visit your school or plan a trip to a farm; cooking skills programs to get children and families excited about cooking; a School Food Garden or hosting a school/community garden harvest event using produce out of the garden plus more local produce.