Student Leader Guides | Resources for Leaders | Campus Policies

Policies and Guidelines

Fundraising (Printable Version)

A fund raising event is defined as an activity where admission is charged, donations are required or actively solicited, sales take place, or other financial consideration is accrued by the sponsoring organization.

All student organizations must submit a Request to Raise Funds on Campus By Student Organizations or ASI to the Student Activities Office and receive written approval prior to using any University facilities for a fund raising event. In addition, student organizations shall comply with the following:

General

1. The activity must be of such a nature as to contribute to the educational, cultural, or social benefit of the University.
   
2. It is advisable to have contracts between outside agencies and the sponsoring organizations reviewed by a Student Activities Advisor (and the ASI Executive Director if the event is co-sponsored by ASI) prior to being signed or before commitments are made. It should be evident in the terms of the contract that the organization, rather than the promoter, is initiating and publicizing the event.
   
3. Use of alcoholic beverages are allowed only in strict compliance with the University Alcoholic Beverages Policy.
   
4. A student coordinator designated by the sponsoring organization shall represent the organization in all arrangements concerning the event with the Student Activities Office and ASI.
   
5. No payment of funds from a fund raising event may be made to any full-time University employee without prior approval of the University Director of Personnel Services and after consultation with the ASI Executive Director.
   
6. A report of cash grants, scholarships, or awards allocated to students of the University as a result of a fund raising event(s) should be filed with the Financial Aid Office no more than seven days after the monies are awarded. The designated student coordinator will be responsible for filing the report. The Student Activities Office will assist in the completion of the form.

Sales Activities

1. Items to be sold must be approved at the time space is requested. Requests for tables should be made through the Student Activities Office. Requests for other campus facilities should be made through the University Union Arrangements Office. All food sales must, additionally, be in compliance with the Sale and Dispensing of Food on Campus Policy.
   
2. Sales by recognized student organizations through commercial transactions may be permitted if the proposed activity aids achievement of the educational objectives of the campus, does not unreasonably interfere with the operation of the campus and is not prohibited by law. A copy of the Student Activities Office approval of the event specifying time, place and manner must be available at the event. Permission may be withheld as to time when areas may be overcrowded by campus activities.
   
3. Student organizations are not permitted to charge or accept donations from outside vendors for the vendor's privilege of utilizing University property to sell items or to present informational or educational shows, demonstrations, etc., under the organization's sponsorship. An organization may act on behalf of a vendor providing student organization members staff the operation totally.

Program Activities

1. Facilities must be properly reserved through the Arrangements Office. Any event where attendance includes non-members of the organization or where special equipment or facilities (i.e. the South Gym, North Gym, Stadium, Music Recital Hall, etc.) are requested, may be determined to be a major event which, additionally, requires compliance with the Major Events Policy.
   
   
2. Sponsoring organizations are responsible for reimbursing the University for incurred expenses arising from a fund raising program. In specific cases where there are facility rental or use charges assessed to the organization, an advance deposit may be required.
   
   
3. Advance ticket sales and other financial transactions may be arranged by the student coordinator and the ASI Executive Director.
   
   
4. The University and its affiliated organizations will not sponsor or co-sponsor raffles, sweepstakes, or drawings.
   
   
5. Events produced solely by either Associated Students Inc. and to which admission may be charged are not considered fund raising events within the definition of this policy, but shall be considered within the Major Events Policy