University of Wisconsin-Green Bay Student Organization Fund-raising Policy
(Rev. 5/15/09) Officially registered student organizations may sponsor fund-raisers only after receiving prior University approval. The sponsoring student organization will be expected to fully understand and comply with all fund-raising policy requirements. Specific fund-raisers will be reviewed to ensure that the organization’s purpose is in agreement with the educational mission of the University of Wisconsin-Green Bay. Violation of the Student Organization Fund-raising Policy may result in student organization disciplinary sanctions, potential loss of the privilege to university facilities for fund-raising events, and possible legal action. Authorization of fund-raising activities will be determined by the Office of Student Life on the basis of other non-conflicting activities on the University campus. FUND-RAISING FORM 1. At least two weeks prior to the event, a member of the sponsoring organization meets with a Student Life staff member to discuss the event and to receive instructions about completing the form. The Student Life staff member will inform the org member if any additional permissions (e.g. Dining Services, Advancement, etc.) are required for the fund-raiser. ▪ Solicitation. Student organizations that plan to make “cold call” contacts by mail, phone, or in person to solicit contributions (e.g. money, gift certificates, etc.) from local businesses must complete a Solicitation Approval Request form, available in Student Life. Student Life will forward this form to the Advancement Office for its approval. Please note that it can take up to 10 business days to process your request. If your organization receives unsolicited donations, you do not need to complete this form. If your organization has an ongoing relationship with a donor who makes an annual contribution, please send a letter to Student Life with the details of this arrangement. ▪ Sales of products from vendors. Officially registered student organizations may sponsor sales activities only after receiving prior University approval. The sponsoring student organization will be expected to fully understand and comply with all sales contract policy requirements, including the completion of a Vendor Sales Contract form where necessary. ▪ Sales of food. With the exception of bake sales, sales of food may require the completion of a Nonstandard Food Event form to ensure safe food-handling practices. ▪ Raffles. A Wisconsin permit is required by any student organization that wishes to organize a raffle. SGA annually secures a Wisconsin Department of Regulation and Licensing Raffle License that covers all registered student organizations. ▪ Prize Verification Form. For all prizes of cash or gift card, and for any other prizes valued at $25 or more—a Prize Verification Form must be completed before the prize is given to the recipient. This form requires the recipient to list his/her social security number. The completed form must be returned by the student organization to the OFO office. 2. The student will complete the fund-raiser form and return it to Student Life for a staff member’s signature. 3. The Organization Finance Office (OFO) and Student Life will each retain a copy and the original signed form will be given to the student organization. FINANCES 1. A member of the student organization will meet with OFO, University Union Room 110, prior to the event to coordinate cash-handling procedures. 2. All funds and any required forms must be submitted to OFO by the end of the day on the next business day after the event. 3. No donations may be given from university account funds. Any university account funds used to put on a fund raiser must be paid back before any proceeds can be donated or deposited to an agency account.
Student Organization Fund-raising Form
INSTRUCTIONS: At least two weeks prior to the fund-raiser, a member of the sponsoring organization must meet with a Student Life staff member to discuss details of the event and completion of this form. A completed form with Student Life signature is required before the event can take place. Please type or print. ORGANIZATION NAME: ORGANIZATION REPRESENTATIVE: ADDRESS: TELEPHONE: ___________________________________________________________________________________ PURPOSE OF FUND-RAISER: Organizational use: Yes No No If yes, describe: If yes, recipient of donation:
Charitable donation: Yes
DESCRIPTION OF PROPOSED FUND-RAISER: SALES OF FOOD. List: SALES OF NON-FOOD. List: RAFFLE OTHER. Describe: DATE(S) OF FUND-RAISER: LOCATION(S) OF FUND-RAISER: ON-CAMPUS. Where: OFF-CAMPUS. Where: ___________________________________________________________________________________ With this signature, we agree to comply with all requirements of the Student Organization Fund-raising Policy and all other University policies. We understand that violation of this agreement may result in discipline of the student organization, potential loss of right to use university facilities, and other possible legal action. ORGANIZATION REPRESENTATIVE SIGNATURE:
OFFICE USE ONLY
Date:
Solicitation Approval Request form needed? Non-standard Food Event form needed? Vendor Sales Contract needed? STUDENT LIFE SIGNATURE:
No No No
Yes Yes Yes
Received? Received? Received?
No No No
Yes Yes Yes
Date: