Fundraising Policy
Intent
Develop a reasonable fundraising policy to support student organizations while maintaining a consistency and climate appropriate for a Catholic postsecondary community.
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Definition of Fundraiser
Fundraising is defined as the collection of money through donations, sales, solicitations and/or event programming for the purposes of charitable donation or organizational/program budget enhancement. These activities will be referred to as “Fundraiser/Fundraising” for the purposes of this policy.
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Administrators of Policy
The Office of Student Development provides oversight of student fundraising. Specific offices will be responsible for the implementation of this policy depending on the constituency:
- The Center for Student Involvement (CSI) will work with student organizations.
- The Athletic Department will work with athletic teams.
- The International Office will work with international service and study abroad groups.
- The Campus Ministry Office will work with service and retreat groups.
- Class projects will work with the Academic Affairs Office and Student Activities Office.
All fundraising events must be registered with the office that oversees their fundraisers via the online Fundraiser Registration Form.
A master Fundraising calendar will be maintained by the Center for Student Involvement. The University will facilitate student groups in determining the most appropriate time for fundraising based on the type of fundraiser, events, etc.
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Fundraising Guidelines
The fundraising activity is required to offer a benefit to the University community that is consistent with the University’s educational mission and comply with all local, state, and Federal laws and ordinances.
Fundraising events may not disrupt or impair the normal operation of the University.
Fundraising events may not interfere with existing University-operated services or contracts.
Fundraising organizers may not use overbearing or coercive acts that might intimidate those persons from whom support is sought.
All fundraising contracts must meet the guidelines in this policy and must be reviewed and signed by the sponsoring ODU office/department. This may include consultation and review from the Office of Student Development and will be signed by the Office of Finance and Administration.
A student, on behalf of their group, may be permitted to ask members of the ODU community to buy an item or attend an event planned by the group as part of a fundraiser. In some instances, a portion or all of the proceeds may offset the costs a student incurs for trips, study abroad, etc.
A student may not directly ask members of the ODU Community for a cash donation to support his/her participation in an ODU or a non-ODU affiliated event. This includes direct solicitation, office solicitation, email or personal letter.
When working outside the ODU community, a student has the right to affiliate her/himself as a member of the ODU community and can ask for written verification on ODU letterhead from the designated ODU office/department. This letter will indicate that s/he is part of a specific group and s/he is raising funds for a specific purpose. (A sample letter will be created.) A student can and should show her/his ODU ID to help identify her/himself as a member of the ODU community.
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Types of Fundraisers
There are four different types of fundraising activities: (1) internal fundraisers, (2) external fundraisers, (3) sales, and (4) solicitations/donations/in-kind contributions.
Internal Fundraisers - Events sponsored to raise money for internal organizational use (e.g. operating expenses, organizational activities, etc.)
- The net proceeds of the fundraiser are to be dedicated only to funding the organization’s activities that comport with the organization’s stated purpose(s).
External Fundraisers - Events sponsored to raise money for charitable, tax-exempt organizations external to the university.
- The proposed recipient must be an IRS-recognized 501 (c)(3) organization. All commercial or political activities or organizations as well as unorganized or unrecognized public groups irrespective of their avowed aims or purposes are strictly excluded as recipient.
- For the donor to realize the tax benefit, contributions to external fundraisers must be made payable directly to the external charitable organization.
Sales - Activity of exchanging a product or service in exchange for money, goods, or other services. Sales can be used for internal or external fundraisers.
- Sales are permitted only from behind table in approved locations reserved through Facilities Reservations and coordinated by sponsoring office. Door-to-door sales are expressly prohibited in offices, classrooms and residence halls unless prior authorization has been provided.
- A member of the sponsoring organization or University department must be present at the sale at all times.
- The use of the ODU logo or other indicia on the items for sale may not be used without prior approval of the sponsoring department/office and will require review from the University Relations Office.
- Organizations should display their authorization certificate (received via sponsoring department) on their tabletop when conducting a fundraiser.
- Collection of sales tax will be required for fundraisers that involve the sale of goods and services (w/ limited exceptions as allowed by law).
Solicitations/Donations/In-Kind Contributions - Asking for funds or donations of goods or services either for internal organizational use, activity, or in support of an approved internal or external fundraiser.
- Individuals may not sell or solicit among the general University population unless they are sponsored by a recognized student organization or University department.
- Contacting alumni, individuals, foundations, or corporations must have the prior approval of University Advancement. Since ODU is an active fundraising organization, it takes great strides to be sure that outside organizations and persons do not receive multiple requests from ODU.
- A student may not directly ask members of the ODU Community for a financial donation to support his/her participation in an ODU or a non-ODU affiliated event. This includes direct solicitation, office solicitation, email or personal letter.
- A student may be authorized to ask family, friends, church, etc for financial support with prior approval from the sponsoring department. The Advancement Office must be notified when cash and checks are received by Ohio Dominican University. Checks written to ODU for tax benefits must be handled by the Advancement Office.
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Additional Information
Student fundraisers that promote the use or sale of alcohol will in general, not be approved.
Use of the ODU Tax Exempt Status must receive prior approval from the sponsoring department and Office of Finance and Administration.
Raffles, lotteries and sweepstakes may be approved but require appropriate oversight and compliance.
The sale of baked goods may require additional authorizations and provisions for food safety/preparation.
This policy is not intended to address/encompass all fundraising activities (e.g. hosting of camps, etc) and separate guidelines will be drafted for those entities.
Note: This policy will be reviewed and amended as needed in May, 2011. Exceptions to this policy may be made.
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