THE HOT SPOT
A Student Store Enterprise
A Model For
Managing
Student Stores
MARKETING EDUCATION
Student Store Guidebook
Prepared by:
Patricia J. Verdun
Graduate Studies
University of Idaho
December 2005
December 2005
Table of Contents
Introduction
i
POLICIES AND PROCEDURES
Store Security
C H A P T E R
1 :
THE STRUCTURE AND MODEL OF THE
STUDENT STORE
9
Hours of Operation
10
Manager/Employee Behavior Code
10
Returns and Adjustments
11
Purpose of the Hot Spot
1
Cashier Over rings and Voids
11
Structure of the Student Store
1
Absences and Tardiness
11
Hot Spot Vendors
2
Grounds for Dismissal
12
Location of the Student Store
3
State Regulations
3
C H A P T E R
4
GETTING STARTED
C H A P T E R
2 :
THE ORGANIZATIONAL STRUCTURE AND
STUDENT RESPONSIBILITIES
Creating A Business Plan
13
Tracking and Organizing student’s
14
Businesses
The Student Store Job Descriptions
4
Store Manager
4
FORMS
14
Business Managers
5
End of the Week Business Checklist
15
Till Counters
5
Student Manager Application
16
Employees
6
Business Expense Report
17
The Hot Spot Organizational Chart
8
Business Sales Report
17
Business Forecast
18
Summary
19
CHAPTER 3:
December 2005
Introduction
This guide to running a student school store is modeled after “The Hot
Spot” currently in operation at Southridge High School located in Kennewick,
Washington. This model can be easily adapted to meet the needs of any two-year
marketing program at the high school level. Many high school programs in the
State of Washington operate student ran stores with different and unique
characteristics that have made them successful, but the underlying goal for all
programs is that the marketing students must be ones who operate the store. As
the coordinator it will be your role to guide the student “managers”, but it is the
sole purpose for the student “managers” to make the day to day managing and
operating decisions.
In addition, the facilities of the store need to be realistic to present
meaningful experiences to the students. The activities of the store should be
planned around and made parallel to actual business conditions. A student store
laboratory provides the following benefits to the students:
1.
An actual business atmosphere to apply marketing theory and principles
learned in the classroom.
a.
Training in display
b.
Forms of business operations
c.
Financing a business
d.
Cashiering
e.
Purchasing and pricing
f.
Advertising
g.
Inventory control
h.
Security
December 2005
i.
Salesmanship
j.
Housekeeping
2.
An opportunity to supplement, reinforce, and enhance the knowledge, skills
and attitudes required for careers in marketing.
3.
The development of business like procedures and attitudes in students.
4.
The development of student leadership and management skills.
5.
Goods and services at reasonable prices for school faculty and the student
body.
Considering the state and national emphasis on competency-based,
individualized instruction in education, the ideal learning situation is one that
develops the student into an independent learner with the teacher acting as the
“manager” of learning rather than as a lecture. The unavoidable abstract nature
of many concepts in marketing and distribution, the interests and aptitudes of
many of the students, and other related considerations all stress the need for
creating hands-on learning opportunities in the classroom.
It is the intent of this guide to help create similar learning opportunities
for marketing students in various schools and classrooms. In this handbook, you
find operational guidelines, as well as, documentation forms currently used at The
Hot Spot that can be modified to fit your programs needs.
December 2005
1
Chapter
THE HOT SPOT
The Structure and Model of the
Student Store
Purpose of the Hot Spot
The Marketing Education program at Southridge High School is designed as a
three-part program consisting of classroom instruction, DECA, and the student store
lab. The incorporation of the student store is an important part of the Marketing
curriculum for our Business Academy students; the main function of the store is to act
as an educational lab where the concepts of the Marketing Education curriculum can be
put into practice. In the business academy, the operations of the Hot Spot is
introduced and implemented at the sophomore level while the management of the Hot
Spot is implemented at the Junior/Senior level.
The student store also used as tool to support the activities of the DECA
chapter by providing a source of funding. Beyond these two considerations, the store
is a service to the student body and the school staff.
Structure of the Student Store
At the beginning of each school year, students in the Junior/Senior class select
a business from the following list to manage for the entire school year. One student is
selected as the Store Manager who will oversee the entire operation at the “Hot
Spot.”
The student store is made up of the following eight businesses:

Espresso Business: Mochas, Lattes, Cappuccinos, and Hot Chocolates
1
THE HOT SPOT

Smoothie Business

Coca-Cola Business: Minute Maids, Powerades, and Bottled Waters

Otis SpunkMeyer Cookies Business

Ice Cream Business

Hot Foods Business: Nachos, Pretzels, and Pizza Sticks

Snack Foods Business: Chips, Jerky, and Peanuts

Apparel Business: Shirts, Sweatshirts, Sweatpants, Bags, Lanyards, Hats,
Beanies, and Blankets
Depending on the size of the class, each business typically has two to three students
managing them.
Hot Spot Vendors
Cash & Carry No. 3 URM
Yakima, WA 98901
525 North Fruitland
(509) 249-5525
Kennewick, WA 99336
Island Oasis
509) 582-8338
141 Norfolk Street
Cola-Cola Bottling Co.
Walpole, MA 02081
1225 North Road 34
Toll Free Number:
Pasco, WA 99301
1-800-777-4752 Weekdays, 9:00 am to
4:00 pm. Eastern Standard Time. Or
use our regular business number (508)
660-1176 Weekdays, 9:00 am to 4:00
pm. Eastern Standard Time.
(509) 547-6712
Sysco Food Service
504 North Naches Avenue
2
THE HOT SPOT
Location of the Student Store
It is been said there are three things in running a successful business: location,
location, location. It is critical for the success of any student store to be located in a
high-traffic area of the school. Ideally, the student store should be placed adjacent
to the school cafeteria for it’s central location and faster service. Another important
factor in location is the location of the classroom. Your student store should also be
close to your marketing class for easy access to and from the store during daily
operations.
State Regulations
Washington State requires all food workers to have food safety training before
handling food for the public. Food workers that have attended the food worker
training class and passed the Washington test on food safety basics are issued a Food
Worker Card (FWC).
Check your local health department as soon as the new school year begins
to schedule training for your students. The sooner your students are trained, the
sooner your store will be operational.
3
2
Chapter
THE HOT SPOT
The Organizational Structure and
Student Responsibilities
The organizational chart on page 8 shows the hierarchy of the various positions,
and to whom each employee reports. The instructor is ultimately responsible for all
decisions made, however, the student store manager hold meetings with the students
to make decisions regarding the operations of the store. Each student therefore has a
voice and an opportunity to initiate changes through the meetings.
The Student Store Job Descriptions
Store Manager
The student store manager will be in charge of and responsible for the total operations
of the school store. This person shall oversee the business managers and all store
functions. Below is a description of the duties:

Shall directly supervise all business managers.

Shall be responsible for the ongoing operations of the student store.

Shall train new employees with assistance from the instructor.

Shall oversee bookkeeping and inventory operations.

Shall fill out quarterly evaluations with the assistance from the business
managers.

Shall handle complaints
4
THE HOT SPOT

Shall inform the instructor of any problem area that may arise.

Shall conduct weekly meetings with all business managers.
Business Manager
The business managers are responsible for managing all aspects of their own
businesses as well as the following duties when “on duty” in the student store. Below is
a description of the duties:

Shall report to work on scheduled days.

Shall directly supervise all employees when “on duty” at the store.

Shall remain in the store the entire time it is open.

Shall dismiss employees at the end of the shift.

Has basic decision making authority.

Shall be responsible for all cashier duties when “on duty” at the store.

Shall order and purchase products as needed.

Shall keep inventory stocked daily.

Shall record sales and expenses for their businesses weekly.

Shall develop and implement a business plan for their business.

Shall keep all records up to date.

Shall be responsible for the promotion and advertisement of their business
throughout the entire school year.
Till Counters
The till counters are responsible for verifying the daily till records to the cash
on hand and investigate any cash overage or cash shortages. Below is a description of
the duties.
5
THE HOT SPOT

Shall count the money collected after the business day.

Shall record daily sales on the appropriate form and balance each register total
to the total on the Z tape.

Shall record daily deposits on the appropriate form and give to the Treasure to
deposit.

Shall report all shortages to the instructor and the store manager immediately.
In addition, you must submit the name of the person who was running the cash
register at the time of the shortage.
Employees
The employees are responsible for the
daily work duties in the student store. The
following are guidelines that are used for the
“workers” in the Hot Spot.
Below is a
description of the duties:

Shall wash hands immediately upon
reporting for work duty.

Shall put on gloves if working at the hot foods station.

Shall fill the sink with hot soapy water.

Shall put bleach in white bin and put in middle sink.

Shall make sure coffee and cheese machines are on.

Shall fill the bucket with ice for smoothies.

Shall make sure dishes are clean and ready to use.

Shall take smoothie mix out of fridge and set up smoothie station.

Shall fill 10 nacho boats with chips and set on counter ready to add cheese.

Shall make sure products are not expired.
6
THE HOT SPOT

Shall use the oldest products first.

Shall place smoothie mix in fridge at the end of the work shift.

Shall wash all dishes at the end of the work shift.

Shall wash smoothie blenders at the end of the work shift.

Shall wipe down the counters and dump leftover ice into sink at the end of the
work shift.
7
THE HOT SPOT
The Hot Spot Organizational Chart
Instructor of
Junior/Senior
Class
Student Store
Manager
Managers
Espresso
Smoothies
Cola-Cola Businesses
Managers
Otis Spunk Meyer
Ice Cream
Businesses
Managers
Hot Foods
Snack Foods
Businesses
Instructor of
Sophomore Class
Employees
“Workers” at the
student store
8
Managers
Apparel Business
THE HOT SPOT
3
Chapter
Policies and Procedures
A handbook, or manual, is important for every store and company. This format is
an easy, inexpensive way to communicate to your students the store’s procedures,
rules, expectation, goals and philosophy. It is the best way to make sure that a school
store is run smoothly and consistently. If a store manual is not available, a lot of time
is spent orienting each new student, and a lot more time explaining procedures over and
over to your current students.
Also, much time is spent reviewing or explaining every time an issue is
misunderstood, a privilege abused, or a policy changed.
It is recommended that the school principal read the entire handbook and
approve its contents before it is printed and shared with the store employees. This
process will aid in gaining administrative approval and assist in handling behavior
problems when they arise. It is also recommended that the manual be placed in a looseleaf binder. Then, when a change is needed, all that has to be done is to reprint the
section and replace it, rather than reprinting the entire manual.
As must be the case in every well-organized business, we have prepared a few
ground rules that must be observed to keep us working in the same direction. Rules are
necessary to assist us in providing the best possible service to our customers in the
most efficient, orderly and profitable way. This section includes store policies in place
at the Hot Spot.
Store Security
It is best to have an adult present at all times during store operations or when
students are in the store. Our school store uses a cash register so that no money is
left exposed at anytime, except when receiving payment or giving change to the
customer.
9
THE HOT SPOT
The school store must be locked when not open for business. All opportunities
for theft must be considered and preventative measures need to be taken. Only the
adult supervisor shall have a key to the school store at any given time. The school
store should never be unattended during business hours.
Hours of Operation
The Hot Spot operates during lunch hour from 11:30-12:10. The windows are
closed at approximately 12:00. Additional hours beyond the school day may be
required during special events and open houses.
Manager/Employee Behavior Code
Here are a few general conduct rules actually practiced in business and is
expected of all Hot Spot employees while they are working in the school store:

Food and beverage are not to be consumed by employees while on a work shift.

Gum chewing is not allowed during your work shift.

Personal business is to be conducted prior to or after your work shift.
Schoolwork is not appropriate while you are working.

Maintain a businesslike behavior and attitude during your work shift. Any
activity identified as horseplay or behavior that is considered unprofessional will
not be tolerated.

Do not enter the working area until your work shift hour.

Keep yourself busy and productive during slow times. Ask your store manager if
there are other duties or chores that can be performed. Look for routine tasks
that can be done and do it without being asked. This is considered one of the
most important traits of a valued employee. Our most successful students have
been those that look for opportunities to contribute rather than wait to be told.

Loyalty to your school store operations and employer/employee relations is of
critical importance to all of our success. Each of us will subscribe to a code of
ethics and be accountable to each other for our actions. We need 100%
cooperation if we are to achieve our goals.
10
THE HOT SPOT
Returns and Adjustments
A defined policy for returned merchandise used at the Hot Spot is outlined
below. Any business can be as restrictive ("All sales final") to as liberal ("Total
satisfaction guaranteed") as you decide. Some of the following guidelines for returns
should be considered for any student store.

All merchandise returns must have an accompanying sales receipt.

All returns must be made within 30 days.

No worn athletic wear will be refunded.

A Manager’s approval is required for all returns.

The purchases of sale or clearance merchandise are final; therefore, no refund
will be granted.
Cashier Over rings and Voids
If a cashier has an over ring/void, the store manager/supervisor must be
contacted immediately. The over ring or void slip/paperwork must be placed in the
register under the cash drawer.
Absence and Tardiness
Students shall sign-in when reporting to their work shift. It is imperative that
workers and managers find a replacement if they cannot make their scheduled shift.
If you do not show up for a schedule shift and arrangement made for another worker
to fill in, you will receive a NO SHOW on your work schedule. After three (3) NO
SHOWS you are fired and will receive a failing grade in class.
All business organizations succeed or fail depending upon the quality of the
organization personnel and the degree of “teamwork” they display. When one member
of the team is away from the job, everyone else must adjust and adapt accordingly. If
we plan and organize our operations well, the adjustment will be easy and the impact on
our operations will be minimal. However, if students establish patterns of absenteeism
and tardiness on a consistent basis, it puts an unfair amount of workload on everyone
else.
11
THE HOT SPOT
Grounds for Dismissal from the Program
From time to time students will be dismissed from the program. This is rare as
expectations are outlined at the beginning of the school year and most students will
opt to dismiss themselves from the program if it is not good fit. The following
guidelines have been established at the HOT SPOT and are expressed in the Class
Expectations prior to the opening of the student store. The guidelines are as follows:

Conduct that is not consistent with the established code of conduct policies.

Evidence and conviction of dishonesty or theft.

Committing, or attempting to commit, deliberate damage to the store/class
property.

Excessive absences or tardiness. Three NO SHOWS to a scheduled work shift
during the course of the school year.
12
THE HOT SPOT
4
Chapter
Getting Started
Creating a Business Plan
Creating a business plan offers numerous and unlimited ventures for your
students. One of the most important foundations of our marketing education/DECA
program is to provide meaningful and realistic educational opportunities. Related
activities are virtually endless for the creative teacher as each topic in the business
plan offers numerous assignments that will provide a “real life” experience for your
students.
A realistic business plan will provide you and your students with great insight as
to the future success of your school-based enterprise. The business plan is a written
document that clearly defines the goals of each business in the Hot Spot and outlines
the methods for achieving them. A good business plan describes what the business
does, how it will be done, who has to do it, where it will be done, why it is being done
and when it has to be done. Most importantly, it will tell you if your student’s ideas
make sound fiscal sense (i.e., if it will be successful).
Listed below are components that are included in each business at the Hot Spot.
1. Executive Summary
2. Business Information

Type of Business

Mission Statement

Location
3. Industry, Market and Competition
13
THE HOT SPOT

Industry (size, growth, seasonality)

Target market

Customer buying behavior

Competition
4. Products and Services

.
Description of goods or services
Executive Summary
5. Suppliers and Services

Suppliers

Services
6. Marketing Plan

Promotional mix

Calendar of promotions

Pricing policies
7. Management Team and Key Personnel

Managers

Advisors and other business professionals
8. Financial Plan

Projected start-up costs

Projected income and expenses for the year
9. Appendices
Perhaps the most important number in this section is the bottom line. Will your
students make a profit? Your student’s numbers should be realistic and credible.
14
THE HOT SPOT
Obviously, the most difficult numbers to predict are your projected sales. Your
business plan should be complete, clear, neat, accurate and professional. It is a
reflection of you and your program. Planning is paramount to the success of any
business. If you don’t know where you are going, how will you get there?
Tracking and Organizing Businesses
Each Business has a binder that is kept in the classroom and is used only by the
managers of that particular business. In the binder, students keep their business plan,
sales records, expense records, inventory orders, and any other forms or
documentation necessary for their business. At the end of each quarter, the business
binders are submitted by review by the store manager and classroom instructor.
Forms
The following pages include forms that have been used for the Hot Spot and can
be used as a guide in creating your own.
15
THE HOT SPOT
End of Week Business Check List
For the week ending _________________, 20____
Business:
Otis SpunkMeyer Cookies
Managers:
Task
Completed
Check Inventory
________
Record sales
________
Record Expenses
________
Update Business Binder
________
(Put sales & expense records in binder)
Order Product (if needed)
________
Weekly Sales
$ _____________
Weekly Expenses
$ _____________
Managers Signatures:
______________________________________
______________________________________
______________________________________
16
THE HOT SPOT
STUDENT STORE MANAGER APPLICATION
Name:___________________________________________________________
Employment experience (list duties you have had on the job):
List other applicable skills and abilities that you posses:
School activities you have been involved in during high school:
List activities you will be involved in during this school year:
Are you willing to spend some of your personal time when required? Yes________
No_________
What is your class schedule for this year?
What is your current grade point average (GPA)? __________
What is your attendance record at school? _________ Absentness ________Tardies
List references: Name__________________________ Phone________________
Name__________________________ Phone________________
Why do you want to be a student store manager?
17
THE HOT SPOT
Otis Spunk Meyer Expense Report
For the Week of _______________________
Date
Vendor
Products
Amount
Unit
Cost
Total
Cost
Cash
Under
Waste
Total Weekly Expenses
Otis Spunk Meyer Sales Report
For the Week of _______________________
Day
Date
Cashier
Sales
Monday
Tuesday
Wednesday
Thursday
Friday
Total Weekly Sales
18
Cash
Over
THE HOT SPOT
THE HOT SPOT
BUSINESS FORECAST
Date___________________________
Business
_________________________________________
Managers
_________________________________________
_________________________________________
This is only an estimate of the profit to be made from this business.
Revenue: (Merchandise sold)
Item
Price
x No of Units =
Revenue
__________________________________________$____________*_____________ _____________
__________________________________________$____________*_____________ _____________
__________________________________________$____________*_____________ _____________
Total Projected Revenue
$ ________________
Cost: (Merchandise purchased vendor quote or catalog, including shipping and taxes)
Item
Price
x No of Units =
Revenue
__________________________________________$____________*_____________ _____________
__________________________________________$____________*_____________ _____________
__________________________________________$____________*_____________ _____________
Total Projected Costs
$ ________________
Expected Profit
$_________________
(Total projected revenue minus total cost)
Store Manager’s Approval:_______________________________________________Date___________________
Instructor’s Approval:__________________________________________________Date___________________
19