VERIFY · TEMPLATE

Fulfillment & Evidence Checklist

For every accepted sponsorship benefit, be able to identify what the School owes, who will deliver it, when it is due, what will support the delivery record, and who will review that Evidence.

This checklist works in a shared document or spreadsheet. Use it for one benefit or repeat it across the whole program. It is available without a software account or email address.

Keep three steps visible

Delivery is the work staff record as completed. Evidence is the material submitted to support that work. Independent verification is a separate decision by a different authorized person who reviews the Evidence against the accepted benefit.

A photo upload does not create another delivered unit. A staff member checking their own work does not independently verify it. An unfinished or rejected item stays visible until the School resolves it.

Before the work begins

• ☐ Identify the accepted Agreement and version that contains this benefit.
• ☐ Write the specific promised benefit, unit definition and required quantity. Replace vague wording such as “social promotion” with the actual accepted commitment.
• ☐ Record the term, location or channel, due date, and any agreed conditions.
• ☐ Assign a delivery owner and confirm they understand the work.
• ☐ Agree what Evidence should demonstrate: the right benefit, context, date and qualifying quantity.
• ☐ Identify a different authorized reviewer and when review is needed.
• ☐ Check that the proposed capture can document the benefit without collecting unnecessary student or other personal information.
• ☐ Record unresolved scope questions or capacity conflicts before treating the task as ready.

If the accepted commitment needs to change, use the School's approved change process and retain the original terms. Editing a working checklist alone does not establish the sponsor's acceptance of a replacement benefit.

When staff record delivery

• ☐ Confirm the task belongs to the correct sponsor and Agreement.
• ☐ Record only the units actually delivered, with their delivery date or period.
• ☐ State whether the reported quantity is a total to date or an additional quantity for this entry; avoid counting the same work twice.
• ☐ Identify partial work, cancellations, missed dates and other exceptions explicitly.
• ☐ Attach or reference Evidence for the exact benefit and units it supports.
• ☐ Include enough context to understand the material: what it shows, where it occurred, when it was captured and who supplied it.
• ☐ Confirm that linked files or URLs are available to the intended reviewer, with appropriate access.
• ☐ Mark the Evidence Submitted / awaiting review rather than independently verified.
• ☐ Retain a next action, owner and date for any missing item.

Match the Evidence to the promise

These are examples for planning an Evidence requirement, not a claim that every type of file or workflow is supported by a particular software plan. Choose an appropriate method for the actual Agreement and School policy.

When a different authorized person reviews

• ☐ Confirm the reviewer is authorized and is not the person submitting the Evidence.
• ☐ Compare the submission with the exact benefit, accepted conditions and quantity required.
• ☐ Inspect the supporting material rather than relying only on a filename, thumbnail or submitter's description.
• ☐ Check dates, location/channel context, duplication and any limits on what the Evidence establishes.
• ☐ Record the qualifying quantity supported by the review; do not automatically credit the full required quantity.
• ☐ Record the decision, reviewer, date and reason. Preserve insufficient or rejected Evidence with its explanation.
• ☐ Request clarification or further Evidence where needed, assigning an owner and action date.
• ☐ Keep delivery totals and verified quantities separate in the next sponsor update.

If no different authorized reviewer is available, record Awaiting independent review and assign the next action. Do not award a verified status merely to finish the checklist. Completing this resource is not certification.

A fictional worked example

Fictional demonstration only. This example uses Oak Creek High School, Apex Local Automotive and the Maroon & Gold Elite Package from the VarsityProof for Schools demo. They are synthetic records, not customer proof. The checklist view below is an editorial adaptation, not an exported product screen.

The package requires one venue banner, two social recognition posts and two home game announcements.

The record therefore has two of five units reported delivered and one unit verified. There are three units still unrecorded as delivered, plus one reported unit whose Evidence awaits review. The task list should preserve both types of gap.

Exact owners, due dates, reviewer identity and review timestamps are not reproduced in this public example. Leave them marked Not reproduced rather than inventing names or treating unknown dates as overdue. The proposed next checks above explain how to use the checklist; they are not additional actions observed in the demo.

The same demonstration has zero valid responses recorded for the tracked-link campaign. That measurement does not verify the banner or posts. Equally, verified delivery does not establish that a person responded or that the sponsor made a sale.

Copy this blank fulfillment and Evidence record

Repeat this block for each accepted benefit. It is deliberately usable without software.

School / program: [ ]
Sponsor / Agreement reference / accepted version: [ ]
Benefit: [ ]
Unit definition / required quantity: [ ]
Term / location or channel / agreed conditions: [ ]
Delivery owner / due date: [ ]
Evidence required: [ ]
Different authorized reviewer: [ ]

Delivery entry

• Delivery date or period: [ ]
• Reporting person and entry date: [ ]
• Quantity: [ ]
• Quantity basis: [Total to date / additional qualifying units for this entry]
• State: [Not started / partial / reported complete / unknown / exception]
• Evidence reference and capture context: [ ]
• Missing material or delivery exception: [ ]

Evidence review entry

• Submission reference / submitter / submission date: [ ]
• Review state: [Not submitted / awaiting review / reviewed with supported quantity / rejected or insufficient]
• Different authorized reviewer / date: [ ]
• Quantity supported / benefit units covered: [ ]
• Decision and reason: [ ]
• Limitations or clarification required: [ ]

Follow-through

• Quantity still to deliver: [ ]
• Reported quantity still awaiting verification: [ ]
• Next action / owner / date: [ ]
• Sponsor update or renewal record to reference: [ ]

Use 0 for a known zero quantity. Use Unknown when the record is missing. A future due date, a missed due date and an unknown due date need different actions; retain that distinction in your weekly review.

A short weekly review

Review upcoming and missed delivery dates, unassigned work, missing Evidence, pending decisions and rejected submissions. Confirm each unresolved item has an owner and next action. Carry those exceptions into the sponsor report and renewal preparation instead of removing them to make the program look complete.

Keep measurable response in its own record, with a source, date window and method. Do not add QR activity or browser sessions to fulfilled quantities, or describe them as unique people, sales, impressions, media value or ROI.

See how the handoff works

Watch the self-guided demo. Choose 1:39 — Assign and record delivery, followed by 2:13 — Review proof against the benefit. 3:32 — Report the record, including gaps shows how unfinished work stays visible in the sponsor report.

VarsityProof for Schools connects Fulfillment and Evidence to the accepted Agreement. It distinguishes the staff submission from review by a different authorized person. Read the current Fulfillment help for product instructions, or view pricing and trial details when you want to evaluate it with your School.