Jump To:
Definition
Who Can Raise Funds
How to Apply to Raise Funds
How to Raise Funds on Campus
Fundraising Policies
Special Fundraising Requirements
Raffles / Drawings
Food
& Beverage Sales
Apparel or Printed Materials
Auctions
WHAT
IS FUNDRAISING?
For University purposes, fundraising
is defined as “any activity in which money is collected on
campus.” Even if all you wish to do is break even or recover
costs, your activity will be considered fundraising if money is
collected. A separate Application to Raise Funds Form must be completed
and approved for each fundraising activity. Some examples of fundraising
are tournament entry fees, t-shirt and bake sales, ticket sales
including events held off campus, raffles and soliciting donations.
NOTE: PLAN AHEAD! In order to raise
funds on campus, you must have prior approval from SPAC. Ask questions,
check out your ideas, and get approval for your project early.
WHO CAN RAISE FUNDS
- You must be a currently registered student
organization or sport club in good standing.
- You must have an off campus bank account or
a University Agency Account to apply for the approval to
raise funds on campus. (Note: Fraternities and sororities must
have a separate account for the money
they raise on campus which is distinct from the accounts used
to pay for property expenses such as
mortage payments, rent, property improvements, maintenance,
etc.)
- Someone in your organization must serve the
function of Treasurer/Financial Officer, who will keep thorough
and accurate records of income and expense
HOW TO APPLY TO RAISE FUNDS
- Complete and submit the Application to Raise
Funds on Campus to SPAC. Forms available in SPAC or can be downloaded
at spac.ucdavis.edu
- If your event is in a reserved campus facility:
- Make the facility reservation with Campus
Events and Visitor Services (CEVS), 442 MU.
- Submit a copy of your approved Request to
Use Campus Facilities form along with your
Application to Raise Funds.
- If your fundraising activity is approved,
you must then finalize your paperwork
with CEVS before the cancellation date of your reservation.
- If you plan to sell an apparel item (i.e.,
t-shirts, caps, sweatshirts, etc.) or button/ bumper sticker
with text or design, you must complete and submit the SPAC Design
Approval Form with the Application
to Raise Funds. Prior to ordering or printing any product, be
sure your application has been approved by SPAC.
- If the event is sponsored by a sport club or
professional school organization, the Application to Raise Funds
must be signed by the designated department representative.
- Check your SPAC mailbox after 7 working days
for the status of your application. If your activity is
approved, you will receive an approval notice and a Permit to
Sell (if applicable) and any CEVS facility
reservation paperwork.
HOW TO RAISE FUNDS ON CAMPUS
- Collecting membership dues at a meeting (does
not require fundraising approval).
- Applying for funds from various funding sources
on campus. These include Club Finance Council (CFC) (see information
about CFC on page 7), the Cross Cultural Center, MU Auxilary
Services, Student
Recruitment & Retention Center, Student Assistants to the
Chancellor and various other funding sources. For an updated
list of funding sources, visit the CFC website. (Applying for
funds on campus does not require fundraising approval)
- Collecting donations during meetings or events
(approval required from SPAC).
- Soliciting donations at tables immediately
outside the Memorial and Silo Unions (approval required from
SPAC; table reserved through the MU Campus Information Center).
- Charging admission to scheduled events such
as films, speakers and dances (requires facility
reservation through CEVS, fundraising approval from SPAC, and
use of Campus Box Office).
- Conducting sales at approved events or at tables
immediately outside the MU and Silo (approved through SPAC,
table space is reserved through the MU Campus Information Center).
- Selling commercial items may be considered.
One of the criteria used to review your request to sell is the
“value added” consideration described below:
Items purchased and resold “as is” constitute a
commercial activity, which is prohibited on campus. If a group
changes or enhances the item (e.g. deliver flowers with a message,
carve pump kins) then the concern over commercialization is
reduced. There must demonstrated “value added” to
what you plan to sell. Your group’s name must be on the
items you sell. Selling items/ services on campus on behalf
of a commercial business (credit cards, etc.) is prohibited.
- Selling food items generally limited to
baked goods made by members. Selling food that
requires refrigeration or heating to maintain health and safety
is severely limited. Approval for
standard baked goods must be obtained from SPAC. The Office
of Environmental Health and
Safety must approve all other food sales. (See Special Fundraising
Requirements).
- Sponsoring of one or more of the organization’s
members as vendors to raise funds for the group.
- Items to be sold must be hand-crafted by the members and sold
by members of the
organization.
- Sponsorship of a vendor cannot exceed seven consecutive days.
- The sponsoring group must receive at least 50% of the net
income from such sales, and a
written agreement signed by the vendor and the organization
to this effect shall be presented to SPAC.
- Selling at the annual Activities Faire.
An opportunity for registered student groups and sport clubs
to promote and publicize their organizations, recruit new members,
disseminate
information, offer demonstrations and exhibits, and raise funds
(approval required by SPAC).
- Selling at campus approved events/programs
throughout the year. Registered student organizations, sport
clubs and ASUCD units may earn money by setting up a carnival-type
activity, food booth, or selling other non commercial items.
Contact SPAC early in Winter Quarter for more information (approval
required by SPAC).
- Showing a film on your own.
Registered student organizations wishing to show a film or video
on their own must comply with copyright laws that govern the
use of these materials. Federal copyright statutes prohibit
the showing of movies that have been rented or purchased for
personal use for anything other than private home viewing
without written permission of the copyright holder. Refer to
page 31 to get the policy on Film/Video Copy rights.
- Staffing a Sodexho Concession Booth
at a special event For more information about how your group
can earn money by working at the University Food Service, contact
the Sodexho Marriot Corporation, 752-5052. A campus Agency Account,
which can be opened through SPAC, is required to receive payment
(does not require fundraising approval).
Note: Soliciting donations, gifts or sponsorships from off-campus
individuals, businesses or organizations does not require SPAC
fundraising approval when the solicitation takes place entirely
off campus. However, organizations must explicitly state that
they are acting in a private capacity and not as a representative
of the University. The name of the University may not be used
except to identify the location of the group.
HOW STUDENT ORGANIZATIONS
MAY USE FUNDS RAISED
Funds cannot be used for personal gain
and must always be consistent with the purpose of the organization/club.
The funds that your group raises may be used to cover the costs
of the following types of expenses:
-Instructors, speakers, films
- Publicity
- Operational costs, postage, office supplies
and AV equipment
- Transportation
- Literature
- Equipment, if related to the purpose of the
organization (sports equipment for
sport clubs, etc.)
- Conferences and retreats (funds may be used
to send delegates to conferences or to host retreats or conferences)
- Facility use fee
- Social activities
FUNDRAISING POLICIES
- All registered student organizations or sport
clubs must have prior fundraising approval and must clearly
identify itself when raising funds. Sport clubs and Professional
School Organizations must have their designated department representative
sign the Application to Raise Funds prior to submitting it to
SPAC.
- All registered student organizations must have
a financial account (on or off campus) in order to raise funds
on campus. They must also have a Treasurer/ Financial Officer
who maintains accurate records of the group’s income and
expenses. Student organizations may open and maintain an Agency
Account on campus at SPAC. This account has an annual fee of
$35 and may be established as the organizations’ general
operating fund for all income, expenditures, and campus recharges.
See Agency Accounts under SERVICES for more information.
- Individuals are not permitted to raise or solicit
funds on campus, with the exception of student government candidates
who may solicit funds to participate in student government elections.
- No individual member may profit from an organization’s
fundraising on campus nor may a member normally be a paid participant
in a fundraising event. This policy is not intended to prevent
legitimate and fair compensation when an individual member contributes
to the event through his/her artistic, musical, dramatic or
other talent.
- Student organizations are not permitted to
raise funds on campus for the purpose of making rent or mortgage
payments. A registered student organization may apply to raise
funds on campus for capital improvements on its facilities that
it can demonstrate will benefit the organization’s program.
- All student organizations are charged a reservation
fee for use of campus facilities for fundraising activities.
The University does not subsidize fundraising on campus by student
groups. This means groups do not have the benefit of a variable
rate when fundraising, and instead will pay the significantly
higher University community rate. Check with Campus Events and
Visitor Services for details on use fee.
- Student groups sponsoring events on campus
that are open to the public and that charge
admission or request donations for admission are required to
arrange and report ticket sales and receipts through the Campus
Box Office.
- Student organizations or sport clubs planning
to use an off-campus or commercial promoter to help sponsor
or organize an on-campus event must contact a SPAC Advisor for
special guidelines before making any arrangements or contractual
agreement. Publicity and promotion must make it clear that the
function is sponsored by that organization acting in a private
capacity and not as a representative of the University.
- Student organizations and sport clubs may not
sign any contracts on behalf of the University or act as its
agent.
- Fundraising approval for donations and table
sales will be approved for no more than one quarter at a time.
- Solicitation of donations in outdoor areas
is prohibited except at tables immediately outside the MU and
Silo, with prior approval from SPAC.
- All fundraising activities shall comply with
licensing and tax laws as well as University and campus regulations.
- If you are co-sponsoring a fundraising activity
with another student organization, all co-sponsoring groups
must complete separate applications and submit them together.
Your activity will not be approved until all applications are
received.
SPECIAL
FUNDRAISING REQUIREMENTS
DRAWINGS/RAFFLES
State law requires that raffle tickets and raffle contest publicity
materials clearly indicate that no purchase or donation is necessary
to participate in the contest. Anyone requesting a free raffle ticket
must be provided one. Printed tickets must have the name of the
organization and, if a dollar amount is listed, the word “donation”
must appear.
FOOD AND
BEVERAGE SALES
Food and beverage (other than bake sales) may be sold on campus
by student organizations and sport clubs only under limited and
specific conditions. These sales require advance approval by SPAC,
Environmental Health and Safety (EH&S), and if applicable Director of
MU Auxiliary Services and Fire Department to determine compliance with
detailed regulations. Food preparation is usually required to take place
in a University-approved kitchen. Contact a SPAC Advisor for more information.
Organizations must attend a mandatory scheduled food sale approval meeting.
T-SHIRT, SWEATSHIRT, CAP,
BUTTON AND BUMPERSTICKER SALES
The following requirements must be satisfied for your group to sell
t-shirts, sweatshirts, caps, buttons or bumper stickers on campus:
- Submit an Application to Raise Funds and a
Design Approval Form to SPAC. You must
obtain fundraising and design approval from SPAC prior to printing
the items for sale.
- Your organization’s name must be identified
on the items you sell. You may not use the
University name, except to describe the location of your group
(e.g., “Social Club at UC
Davis”).
- The design must be related to the purpose
of your organization.
- The names or logos of any sponsors must be
incidental in prominence to the name of
your organization and the design or message of the item being
produced
If you wish to use any form of the
UC Davis name or logo, you must comply with University Trademark
Guidelines.
http://manuals.ucdavis.edu/ppm/310/310-65.htm
AUCTIONS
Strict campus guidelines govern auction activities held on campus.
See Policy and Guidelines on page 19 and schedule an appointment
with a SPAC Program Coordinator prior to any planning for an auction.
|
