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Fund Raising

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At some point every organization is apt to find itself in need of some money to sustain its operations. This can range from a few dollars to cover duplication of minutes to several thousand dollars to sponsor a major program. There are numerous sources for securing funds on campus. Funding is available through assessing and collecting dues, soliciting contributions, applying for grants from on and off campus sources, Associated Students Inc.'s Dollars for Organizations & Clubs (DOC), and specific fund raising projects or a combination of any of these sources. Fund raising projects can range from simple bake sale to sponsoring a major program and charging admission. The University reserves the right to regulate certain fund raising efforts through the Student Activities Office (SAO) to ensure that University facilities and resources are not misused for personal gain or pose unfair competition to local business. Only recognized student organizations are permitted to raise funds on campus and they are limited to non-commercial activities. Projects and use of funds raised are expected to be consistent with the organization's objectives. The Student Activities Office maintains information on possible fund raising activities and can assist in selecting a project. A "Request to Raise Funds on Campus" form is required for each fund raising event as specified below. Forms are available through and should be returned to the Student Activities Office preferably two weeks prior to the event. The Student Activities Office may regulate the number of individual fund raising projects at any one time as a means of providing balance and assisting groups in their efforts. A signed copy of the approved form must be available at the actual event. Most fund raising events require that the sponsoring organization reimburse the University for out-of- pocket expense, if any, incurred for using University resources. There may also be a space rental fee charged for some facilities if revenue is collected. Assistance through the Student Activities Office is not considered out-of-pocket expenses and thus is not charged back to the organization. Dues Authorization for assessing and collecting membership dues is usually specified within an organization's constitution or bylaws. Since either of these must be approved by the membership and are subject to member review/revision, no further approval is required. Voluntary donations through collections at meetings or events also do not require prior approval. Required or actively sought donations, i.e. veiled admissions or quasi-strong armed requests are considered admission fees and require prior approval. Soliciting on Campus Requests to set up a table on campus to solicit contributions are made through the Student Activities Office (not the Union Arrangements Office as would be other room reservations) and requires prior approval. A limited number of card tables are available for a two day period on a first-come first-served basis to recognized student organizations. Any other means of soliciting funds from students must be approved as described above and may be regulated as to time, place and manner so as not to interfere with the operation of the campus. Generally it is not the policy of the University to permit soliciting funds from employees during working hours without the permission of the Vice President for Administration, or his designee. Soliciting of Off-Campus Sources Any organization planning to solicit donations from off-campus sources in excess of $500 from any one donor must inform the Student Activities Office of their intentions. Any such fund raising must be in the name of the organization and not the University. Academic departments and the Office of Research and Sponsored Programs can provide information on possible government and University Enterprises, Inc. grants available for particular programs. Funding through such agencies is usually difficult and often requires a proven track record prior to the application process which may take one year for decisions. University Enterprises, Inc. Grants Limited funding is available through University Enterprises, Inc. Grants in support of projects and activities which meet the educational objectives of the University. Priority is given to non-recurring, innovative projects which have the potential of benefiting the greatest number of Sac State students, faculty and staff. Specific guidelines and request forms are available through the Administrative Offices of the University Enterprises, Inc., 3rd floor Hornet Bookstore. ASI Dollars for Organizations & Clubs (DOC) Funding is also available through the Dollars for Organizations & Clubs (DOC) of the Associated Students for recognized clubs and organizations. The DOC, which is composed of 6 voting student members and numerous non-voting student and staff resource personnel, will only consider typewritten proposals. The more complete the application (including supplementary materials), the easier the process will be. The DOC Council must be provided with documentation verifying any speakers, entertainment or conference fees in order to approve a request. Requests for speakers should include a resume; conference request must be substantiated with a brochure giving specifics for dates, registration fees, sessions, hotel rates, etc. The DOC will not fund incomplete applications. ASI Statutes provide the following guidelines: Recognized organizations are eligible to receive up to $1,500 per year. At least 60% of the annual DOC budget is dedicated to events that will occur on campus. No more than 30% of the annual DOC budget is dedicated to conferences held off campus. At least 10% of the annual DOC budget is dedicated to activities or events that occur off-campus excluding conferences but including competitions, meetings, and conventions. Whenever admission is charged at an DOC financed event, an AS Sac State ticket taker may be required. Also the first monies collected, up to the DOC allocation, must be returned to DOC for future allocations. The criteria used in evaluating proposals include, but are not limited to: Importance of the activity to the campus, Degree of planning and likelihood of success of the activity or event, Whether the organization has used funds responsibly in the past, Whether the organization has attempted to raise funds from alternate sources. DOC traditionally does not fund: Debts incurred by an organization, Activities or events not approved by the University, Payments to members of a club or organization for services rendered, such as honoraria and wages, Funding of general operating supplies, services, and utilities, Sponsorship or payment of monies or honoraria to faculty, staff, and administrators at Sac State. Full guidelines, budget request forms and required accounting procedures are available from the ASI Business Office (3rd floor University Union). DOC reserves the right to withhold funds and/or hold officers liable for funds not spent or accounted for in accordance with established procedures: DOC Meetings are held on a biweekly basis. Meetings begin at 4 PM. at the designated location. The completed application must be turned in to the ASI Business Office by 5:00pm on the deadline date 1 week prior to the upcoming meeting. Late applications will not be accepted. The application must be reviewed by the Student Activities Advisor designated for the organization and must have his/her signature on the application. The application must have the signature of the organization's president on the application. The application must be typewritten in order to be eligible for funding. (Note: A copy of the DOC forms is available on the Macintosh located in the Student Activities Office.)This will enable the committee to review applications efficiently and quickly. A representative of the organization must be present at the DOC meeting at which the application is being reviewed to answer questions. Fund Raising Many organizations undertake fund raising projects to augment other sources and to fund items which cannot be funded from those sources. The two most common types of projects are limited term sales of a particular item and sponsoring program where admission is charged. Organizations should be reminded that there are no guarantees that all programs will produce a profit and groups should determine carefully how much they care to risk. All fund raising projects require approval. The Fund Raising Policy should be reviewed before submitting the "Request to Raise Funds on Campus", which is available in the Student Activities Office. As with any activity, it should contribute to the educational, cultural or social benefit of the University and the funds raised should be used to benefit the sponsoring organization. It is beneficial to identify one member to be responsible for all arrangements with the Student Activities Office, and other appropriate campus offices. If the person designated as coordinator is not a current officer of the organization, they should be empowered to make commitments for the organization. (This is also a great way to develop future leadership for the organization). The Fund Raising Policy outlines how sales are permitted on campus. The Student Activities Office has been designated to regulate state, federal and University regulations on behalf of the President. Non-food items which may be sold include, but are not limited to: plants, posters, balloons, buttons, bumper stickers, T-Shirts, flowers, pet rocks, discount books, etc. Organizations planning to sell specially printed items should receive Student Activities Office approval prior to the actual printing of the items. Food Sales Food sales are generally limited to items not requiring heat or refrigeration to retard spoilage in normal serving time. The most common items sold include: products made and contained by a licensed producer which do not require temperature control, i.e. candy, ground coffee, etc.; fruits not normally washed before serving, i.e. bananas, oranges, etc.; popcorn made in a commercial popper; unfilled pastries, adequately covered/protected from contamination; coffee, tea and punch made in approved containers and served in single-serving cups. Under special conditions, perishable foods may be sold, but this requires approval of the Student Activities Office two weeks in advance of the event. Organizations should review the Sale and Dispensing of Food on Campus Policy, prior to meeting with a Student Activities Advisor to plan their event. Events Charging admission to scheduled events such as films, dances or performers is one of the most popular means of raising funds on campus. It is recommended that the event coordinator meet with a Student Activities Advisor prior to reserving space in the Arrangements Office to review all details and needs of the particular event. If the event will be open to persons not members of your organization, as most fund raisers are, it is also classified as a major event, regardless of expected numbers, and must meet special provisions of the Major Events Policy. Costs incurred by the University for security, special personnel, ticket sales, insurance, equipment rental, etc. will be charged back to the organization, as well as possible rental fee for the space used. The Student Activities Advisor can help determine costs in advance. A deposit will be required to cover anticipated costs prior to the event. Recognized clubs or organizations are not permitted to serve as sponsors or "fronts" for outside vendors and promoters. A Student Activities Advisor and/or your faculty advisor are available to review contracts between the sponsoring organization and persons/companies providing services. It is helpful to review details with either of the persons listed above prior to requesting a contract, since requesting a contract can be deemed a verbal commitment. The Event/Program Checklist, available in the Student Activities Office, will be helpful as you begin your planning. Record Keeping and Audits Recognized clubs and organizations are expected to keep complete and accurate records of all financial transactions. These records must be kept current and available for inspection and audit by the Student Activities Office at anytime. The ASI may also regulate funds organizations receive through ASI funding sources. Officers of organizations may be held accountable and liable for misused funds. For additional information on record keeping and audits, please consult the Leadership Development Resource Library publication Record Keeping and Audits. Raffles and Casino Nights Raffles and casino nights may appear to be a great way to raise money for an organization with minimal effort or expense. Unfortunately such "get rich quick" schemes are not permitted under current University policy. In the same manner, organizations are not permitted to sponsor a Casino Night event where there is an exchange of money for playing tokens or chips. Free drawings are permitted as a means of promoting an organization provided there is no money or other valuable consideration given in exchange for a chance. Questions on what might be considered a free drawing rather than a raffle should be directed to a Student Activities Advisor. For additional information on raffles and casino nights, please consult the Leadership Development Resource Library publication Raffles and Casino Nights.