Promotion should help families understand an approved fundraiser, not pressure them. The clearest campaigns use school-authorized channels, repeat a small amount of essential information and explain the student benefit, cost, deadline and support route.
Quick answer
Which channels should a council use?
Begin with the school’s official newsletter, website, calendar, parent platform and approved notices. Ask the principal which channels and branding are authorized. Personal email lists, independent social accounts or direct messaging should not be used for school-family data unless the school has explicitly approved the process.
Build the message before choosing channels
- Name the approved purpose and intended student benefit.
- State the dates, price or donation method and participation steps.
- Explain that participation is voluntary.
- Identify the official contact for questions and accessibility needs.
- If applicable, state the fundraising component and intended use of net proceeds.
Use a simple communication sequence
- Launch notice: purpose, action, deadline and link.
- Midpoint reminder: one short reminder with the same core information.
- Final reminder: deadline and any last operational details.
- Event-day update: only information families need to participate safely.
- Results report: gross revenue, expenses, net proceeds and next step.
Make promotion accessible
- Use descriptive link text rather than “click here.”
- Provide sufficient colour contrast and readable type.
- Add alt text to informative images.
- Do not put essential instructions only inside a poster image.
- Offer translation or another support route when the school community needs it.
- Make participation possible without requiring public disclosure of financial circumstances.
Protect privacy and trust
Use only approved contact lists and systems. Do not post class lists, order details, student names or family information. Avoid public leaderboards that identify non-participation. If photographs are planned, follow the school’s consent and communications process.
What to avoid
- Promoting before approval is complete.
- Changing the purpose or price after launch without explanation.
- Frequent messages that create pressure or fatigue.
- Guaranteeing tax receipts, prizes or recognition that have not been confirmed.
- Using urgent or guilt-based language aimed at children.
- Reporting only gross sales while omitting expenses.
Official sources
Confirm the school’s current approval, safety, privacy, financial and communication procedures before acting.
- YCDSB Policy 603A: School Fundraising
- YCDSB Policy 606: Catholic School Councils
- YCDSB policies and procedures library
Related parent guides
Last reviewed: July 20, 2026. Independent parent information, not medical or legal advice and not an official YCDSB publication.