|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. PLAN AHEAD! In order to raise funds on campus, you must have prior approval from CSI. 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 mortgage 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 CSI. The fundraising application is available online via OrgSync.
- If your event is in a reserved campus facility:
- Make the facility reservation with Conferences & Event Services (CES), 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 CSI Design Approval Form with the Application to Raise Funds. Prior to ordering or printing any product, be sure your application has been approved by CSI.
- 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.
- You will be notified of the status of your application through Email and Orgsync. If your activity is approved, you will receive an approval notice and a Permit to Sell (if applicable) in your CSI Mailbox.
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 CSI).
- Soliciting donations at tables immediately outside the Memorial and Silo Unions (reservation of tables goes through Guest Services and approval isrequired from CSI).
- Charging admission to scheduled events such as films, speakers and dances (requires facility reservation through CES, fundraising approval from CSI, and use of Campus Box Office).
- Conducting sales at approved events or at tables immediately outside the MU and Silo ( table space is reserved through Guest Services and fundraising approved through CSI).
- 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 pumpkins) 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 CSI. The Office of Environmental Health and Safety must approve all other food sales. (See Special Fundraising Requirements). Bake Sale Guidelines
- 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 CSI.
- Selling at the annual Activities Fair. 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 CSI).
- 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 CSI early in Winter Quarter for more information (approval required by CSI).
- 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 the Student Organization Sourcebook to get the policy on Film/Video Copy rights.
- Staffing a Sodexo Concession Booth at a special event For more information about how your group can earn money by working at the University Food Service, contact Sodexo, 752-5052. A campus Agency Account, which can be opened through CSI, 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 CSI 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
- Operational costs, postage, office supplies and AV equipment
- 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
- 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 CSI.
- 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 CSI. 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 CSI 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 reservation approval made through Guest Services and fundraising approval through CSI.
- 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
State law requires that raffle tickets and raffle contest publicity materials clearly indicate no purchase is necessary or donation 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 CSI, 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 CSI 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 CSI. You must obtain fundraising and design approval from CSI 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.
Strict campus guidelines govern auction activities held on campus. Schedule an appointment with a CSI Advisor prior to any planning for an auction.
- When handling cash or checks your group must make every effort to ensure that all forms of currency is collected, transported and deposited into your organization’s account successfully in a timely manner.
- Create reasonable and reliable procedures for your group so there is no ambiguity regarding the responsibilities of student handling group proceeds.
- Each group should have one designated person responsible for handling cash and checks. That person must maintain accurate records and be responsible for reporting receipts to the organization regularly or on demand.
- Have an easily readable and retrievable system for recording how much money is received, from whom, on what date and for what purpose.
- Keep funds in a code or lock protected cash box until you are able to make a deposit. Do not carry around group money in your wallet or backpack. Do not leave cash/checks in a group office or in a place where people congregate. Deposits should be made as soon as possible.
- Student organization leaders should become familiar with the Agency Account Policies for Student Organizations (pdf) to ensure full compliance with all related policies.