Financial Policies: Fundraising
- Fundraising for Non-college–affiliated Charitable Organizations
- Prohibitions
- Locations
- Additional Restrictions and Requirements
- Enforcement
- Sanctions
- Collaborating with Faculty and Administration
- Accepting Donations
For purposes of this policy, fundraising is defined as the collection of money through donations, sales, and/or event programming for the purposes of charitable donation or organizational budget enhancement.
The following guidelines are applicable to all fundraising activities by recognized student clubs at Â鶹Æƽâ°æ College:
- The sponsor of a fundraising activity must complete a proper and be approved to host.
- The purpose for which the funds will be raised must be consistent with the purpose of the recognized student club and other applicable policies of Â鶹Æƽâ°æ College. Further, the fundraising activity must not violate legal, tax or corporate restraints upon the college.
- An accounting of any funds raised must be provided to the Office of Leadership Activities within five business days after the event (all deposits and expense requests completed)
- A currently enrolled student member(s) of the sponsoring recognized student club must be present during the entire time of the event.
- In the absence of an available exemption, the event sponsor is responsible for ensuring the collection, reporting and payment of all applicable New York State sales and use taxes.
- Event sponsors are responsible for ensuring that proposed activities comply with all applicable federal, state and local laws, rules and regulations.
- Spaces in which the fundraising activity is occurring must be identified by a sign indicating the conducting entity's name, goods and/or services being sold and prices.
- Neither individuals (regardless of affiliations with Â鶹Æƽâ°æ College) nor private,
commercial organizations may sell or promote the sale of products or services on property
owned, operated, or controlled by Â鶹Æƽâ°æ College, except:
- Individuals or organizations with whom/which Â鶹Æƽâ°æ College has entered into a written contract and approved by the Â鶹Æƽâ°æ Shop.
- Individuals or organizations authorized in writing by the Office of Leadership Activities to engage in the sales of goods or services for the benefit of a recognized student organization, in which case 20% of the proceeds must go to the sponsoring club.
- Commercial or corporate sponsorship of programs or events is permissible provided that no products and/or services are sold at the event and with the approval of the Office of Advancement. Sponsorship of campus events/promotions by the alcohol industry is prohibited.
- Â鶹Æƽâ°æ College reserves the right to require third parties participating in or conducting fundraising activities to meet additional requirements, including without limitation requirements that such parties furnish evidence of insurance coverage acceptable to the college and/or agree to indemnify the college and its personnel against liabilities arising from their acts or omissions.
- Â鶹Æƽâ°æ College reserves the right to approve the identity of any proposed sponsor and the content of sponsorship materials associated with a fundraising activity.
Fundraising Examples:
Â鶹Æƽâ°æ College provides the following as general examples of items that may be used to raise funds. Please note that the college reserves the right to review and approve all items.
- Items for sale that have been produced by the organization (e.g., baskets, bouquets of flowers)
- Cash donations
- Donations of items of value (e.g., clothing, school supplies)
- Items for sale that are directly related to the student organization's mission or goals (e.g., plants sold by the Horticulture Club)
- Items that promote school spirit (e.g., buttons, balloons) but do not conflict with college trademark policies
- Pre-packaged items (e.g., candy, gum)
1. Fundraising for Non-college–affiliated Charitable Organizations
Fundraising for nonprofit, charitable organizations (e.g., the Red Cross, Salvation Army, etc.) having no direct affiliation with Â鶹Æƽâ°æ College are permissible provided that the above guidelines are followed, and:
- The organization submits a statement of support to the Office of Leadership Activities acknowledging that the fundraising will occur on its behalf and indicating the expected date of the receipt of the donation.
- The organization provides proof to the College that it is registered with the Secretary
of State of the State of New York as a not-for-profit, charitable organization, that
it has received an Internal Revenue Service exemption letter, and that its proposed
use of property owned, operated or controlled by the college is in furtherance of
its tax-exempt, charitable purpose(s).
- It is recommended that the club also examine the affiliated organization financial reports to ensure that the funds are used for the intended purpose.
- The recognized student club planning the event is responsible for all costs incurred in connection with the event, other than those borne by the charitable organization.
- Educational information about the agency and the services it provides is made available at the event.
- Notwithstanding the above, in the absence of an available exemption, the charitable organization is responsible for the collection and reporting of all applicable New York State sales and use taxes.
- The charitable organization is responsible for ensuring that its activities comply with all applicable federal, state and local laws, rules and regulations.
- Funds donated must exceed the cost of hosting an event/program.
Â鶹Æƽâ°æ College reserves the right to restrict all fundraising activities to reasonable times, places and manners. The following activities are specifically prohibited:
- Solicitation of donation (monetary or otherwise) from any off-campus business, organization or cooperation, including, but not limited to alumni and preferred vendors
- Door-to-door fundraising on property owned, operated or controlled by the college
- Fundraising for any candidate for political office
- Sale or distribution of items that violate college trademark rights or existing contracts
- Receipt by individuals who organize a fundraising activity of proceeds from the activity
- Sponsorship of campus events/promotions by the alcohol industry
- Funds cannot be raised/donated via the SkidCard.
The specific campus locations listed below have established additional criteria for fundraising activities. All of these areas require additional approval and:
- Residence halls: approval by the Office of Residence Life and the Residence Director of each residence hall in which fundraising is to occur.
- Dining areas: approval by Dining Services/location manager.
- Academic buildings: approval by the appropriate dean, director or building coordinator of the facility.
- Athletic facilities: approval by the Department of Athletics. This applies to athletic fields and gymnasiums.
4. Additional Restrictions and Requirements
The Office of Leadership Activities acknowledges that a policy of this nature may not anticipate every possible issue that may arise with respect to fundraising activities. As a result, the college reserves the right to impose reasonable restrictions and/or requirements with respect to the time, place and manner of fundraising activities. These restrictions may be in addition to, or in lieu of, those set forth in the policy.
The Office of Leadership Activities reserves the right to amend these guidelines at any time or as required by College, State or Federal financial regulation change.
- Failure to obtain permission to engage in or sponsor sales or fundraising, or failure to adhere to college policy regarding activities for which permission has been granted, will result in the curtailment and/or cancellation of the event by the Office of Leadership Activities and/or freezing of club funds.
- The Integrity Board has jurisdiction over complaints against any student or recognized student organization(s) alleged to have violated this policy.
Sanctions for violation of this policy by students and/or recognized student organizations include, but are not limited to, restitution, loss of the right to use college property or facilities for activities, loss of recognition for recognized student organizations, other disciplinary sanctions and other educational sanctions appropriate to the circumstances.
7. Collaborating with Faculty and Administration
Requests by faculty and administrative employees of the college to raise funds or solicit business on campus should be directed to the Office of Advancement. This includes, but is not limited to, any fundraising or collections for off-campus charities or any open party where admission is charged of all guests for the purpose of making money.
Student organizations may accept donations to be deposited by the Office of Leadership Activities. College department donations made to student organizations should be spent out of the respective departmental account and therefore money should not be transferred from a college department into the student organization fundraising account.
Donations received from off-campus benefactors must be received by the Office of Advancement for proper processing and will be assigned to the appropriate club account after receipt.