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SStandShare

Understanding Document Compliance

Working concession stands at professional sporting events and major concert venues comes with legal and organizational requirements. StandShare's document compliance system ensures that every family (and every individual worker) has the paperwork in order before they work events.

Why documents are required​

Fundraising organizations operate under agreements with venues, leagues, and regulatory bodies. These agreements often require that:

  • Every participating family signs an annual contract with the organization
  • Workers at NFL venues complete league-specific credentialing
  • Certain forms (like Exhibit C) are completed per individual worker, not just per family
  • Payment information is on file so the organization can process scholarship disbursements

Without proper documentation, the organization risks losing its venue contracts, facing legal liability, or being unable to process payments. That is why StandShare tracks compliance and gives both families and administrators clear visibility into what is required.

What documents families need​

The specific documents required depend on the organization's arrangements, but StandShare is designed to handle the common types:

DocumentScopePurpose
ContractPer familyAnnual participation agreement between the family and the organization. Covers terms of membership, financial policies, and responsibilities.
AmendmentPer familyAddendums to the contract that modify or supplement the original terms. Issued when policies change mid-season.
NFL CredentialingPer workerRequired for workers who will work at NFL stadium events. Each individual worker must complete this separately.
Exhibit CPer workerAn additional compliance form required per worker, not per family. Each adult who works events must have their own.
Payment InformationPer familyPayment method details needed to process scholarship disbursements (check mailing address, phone number for card payments, etc.).
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The distinction between "per family" and "per worker" documents is important. A family with three adults who work events needs one Contract (per family) but three separate NFL Credentialing forms (one per worker).

Compliance statuses​

Each document for each family (or worker) has a status:

StatusWhat it means
CompleteThe document has been signed, uploaded, or otherwise fulfilled. The requirement is met.
PendingThe document has been sent to the family but has not been completed yet. The family needs to take action.
MissingThe document has not been sent or started. An administrator needs to distribute it or the family needs to upload it.
ExpiredThe document was previously complete but has passed its expiration date and needs to be renewed.

A family is considered fully compliant only when all required documents are in "Complete" status. Any other combination means the family has outstanding requirements.

How compliance works in practice​

For families​

When you log into StandShare, your dashboard shows your document compliance status at a glance -- a progress indicator like "3 of 5 documents complete" and a list of what is outstanding. You can:

  • View documents that have been shared with you
  • Download documents that need to be printed and signed
  • Upload signed documents (scanned copies in PDF, JPG, or PNG format)
  • See which specific workers in your family need per-worker documents

The Documents section of your profile makes it clear which items need your attention.

tip

Keep an eye on your compliance status. Completing all required documents early in the season ensures you do not miss any event assignments due to outstanding paperwork.

For administrators​

Administrators have a Compliance Dashboard that shows the status of every family across all document types in a single view. The dashboard is organized as a table:

Family Name   | Contract | Amendment | NFL Cred. | Exhibit C | Payment
-----------   | -------- | --------- | --------- | --------- | -------
Adams Family  |    OK    |    OK     |   OK (3)  |   OK (3)  |   OK
Baker Family  |    OK    |  MISSING  |   OK (2)  | PENDING(1)|   OK
Clark Family  | PENDING  |  MISSING  |  MISSING  |  MISSING  | MISSING

For per-worker documents (like NFL Credentialing and Exhibit C), the dashboard shows how many workers have completed the requirement out of how many total workers the family has.

Administrators can:

  • Filter the dashboard by compliance status (fully compliant, partially compliant, non-compliant)
  • Filter by specific document type to see which families are missing a particular form
  • See summary statistics ("62 of 69 families fully compliant -- 90%")
  • Export the compliance report to CSV for offline review
  • Send reminders to families with outstanding documents

What happens when you are not compliant​

The impact of non-compliance depends on how the organization configures its policies. StandShare supports several enforcement approaches:

Visibility and reminders​

At a minimum, non-compliant families see clear indicators in their dashboard about what is outstanding. Administrators can send targeted reminders to families who have not completed specific documents.

Automated reminders​

StandShare can be configured to send automatic reminders at set intervals. For example:

  • 7 days after a document is distributed: first reminder
  • 3 days before a deadline: urgency reminder
  • On the deadline: overdue notice
  • Weekly after the deadline: ongoing reminders until completed

Event assignment restrictions​

Organizations can optionally configure the system to prevent workers from being assigned to events if their family (or the individual worker) does not have all required documents. This is the strongest enforcement mechanism -- if your NFL Credentialing is not complete, you cannot be assigned to NFL stadium events.

Expiration alerts​

For documents that have expiration dates (such as annual contracts that need to be renewed each season), StandShare sends advance alerts at 90, 60, and 30 days before expiration so families and administrators can plan ahead.

The compliance lifecycle​

Here is the typical flow for a required document:

Admin creates or uploads a document template
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Document is distributed to families (individually or in bulk)
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Family receives notification that a document requires action
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Family reviews and either:
  - Signs electronically (if e-signature is enabled)
  - Downloads, signs, scans, and uploads
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System records the completion with timestamp
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Compliance dashboard updates in real time
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(If document has expiration) Renewal alerts sent before expiry

Per-worker tracking​

Some documents must be completed by each individual worker in a family, not just once per family. StandShare tracks these at the worker level:

  • When a family adds a new adult worker to their profile, the system identifies which per-worker documents are required for that individual
  • The compliance dashboard shows per-worker status (for example, "NFL Credentialing: 2 of 3 workers complete")
  • Reminders can be sent specifically about which workers have outstanding requirements

This is particularly important for NFL credentialing, where the league requires individual verification of every person who enters restricted areas at stadium events.

Audit trail​

Every document action is logged:

  • When a document was distributed to a family
  • When a family viewed a document
  • When a document was uploaded or signed
  • The timestamp, IP address, and user who took the action

This audit trail protects both the organization and the families by providing a verifiable record of compliance activities.

Key takeaways​

  • Document compliance ensures families and workers meet legal and organizational requirements for event participation
  • Documents are tracked per family (contracts, amendments) and per worker (NFL credentialing, Exhibit C)
  • Families see their compliance status on their dashboard and can upload documents directly
  • Administrators have a comprehensive compliance dashboard across all families
  • Automated reminders help ensure documents are completed on time
  • The organization can optionally restrict event assignments for non-compliant families or workers
  • All compliance activities are logged with timestamps for auditability

Next Steps​