Donations, Solicitations and Fundraising
Definition of Donations and Fundraisers
Generally, donations are considered to be the complete, voluntary and unconditional transfer of money or other assets. Fundraisers typically include a transfer of money in exchange for a service or product, such as a car wash or spaghetti dinner.
Donations
Your club may ask for donations from a variety of sources including club members, parents, local and national retailers, as well as alumni and friends of the university. The Office of University Advancement recommends that you refer to the University Communication & Solicitation Guidelines regarding all donation solicitations. If you do not find the information readily available in the guidelines, please contact Advancement Services for clarification. They can be reached at extension 826-5142 or 826-3130.
Clubs who receive cash/check donations or non cash gifts (In-kind donation) will need to fill out a Donation Acknowledgement form and submit it to University Advancement.
Types of Fundraisers
There are a variety of fundraising activities clubs may sponsor. A few suggestions are:
food sales, car washes, drawings, dances, thons (walk-a-thon, etc.). Different fundraising activities may be regulated by certain campus policies. Income generated through fund-raising must be deposited on a regular basis into your AS Trust Account. Contact the Clubs Office for further clarifications of policies or additional fundraising ideas.
Solicitation
All solicitors must adhere to the University’s policy regarding the dissemination of information and/or products. Any action that would disrupt the Universities educational mission will not be permitted. The University regulates time, place, and manner of all forms of speech, presentations, solicitations, and sales.
To view the solicitation policy in its entirety please visit the Student Affair’s Website at: http://studentaffairs.humboldt.edu/vpoffice/campus_solicitation.php
Food Policy
On campus food sales is restricted to University recognized student organizations. Organizations wishing to sell food on campus must complete a Food Sales and Distribution Certification Form at the Clubs and Activities office, at which time each member of the organization wishing to participate in food sales or handling must obtain a Food Sales and Distribution Certification Card. All organizations participating in food sales and handling must adhere to the guidelines outlined in the Temporary Food Facilities and Food Sanitation Policy [Executive Memorandum P10-02].
Any club or organization who wishes to operate a temporary food facility on the HSU campus must submit a Temporary Food Facility Permit Application to the office of Environmental Health and Safety at least five (5) working days prior to the preparation and/or dispensing of any food items. Upon receipt of the application, the Food Safety Officer will review the application and will either issue a permit or return the application with one of the following notices within forty-eight (48) hours:
Denied – request further information
Denied – proposed food items are not allowed under the HSU Temporary Food Facility Policy
Pending – Food Safety Officer needs to consult Humboldt County Department of Health Services
To review the complete Temporary Food Facilities and Food Sanitation Policy, please visit: http://www.humboldt.edu/president/documents/P10-02TemporaryFoodFacilities.pdf
Merchandise Sales
Only organizations recognized by the University may hold sales on campus by filling out the appropriate tabling form at the Clubs Office prior to the date of the sale. Since there are a limited number of tables available from the Clubs Office, it is best practice to get the tabling form into the Clubs Office as soon as possible. Tabling forms must be filled out once each semester.
If clubs would like to table in other spaces on campus, they must obtain appropriate approval from the designated building coordinator. A current list of Building Coordinators can be found at: http://www.humboldt.edu/~facsmgmt/Building%20Coordinator/09-10/Building%20Coordinator%20List%202009-10.pdf
Athletic Events
For opportunities to be involved at HSU athletic events contact Tom Trepiak, Associate Director of Athletics at 826-5959 or visit the Clubs Office to reserve tables at Football Games.
Club Events
Any club event that collects money must deposit all funds into their AS club account. For information on organizing club events, please refer to “Organizing Events” section of this Handbook.
Drawings
A Drawing is different than a raffle. (Raffles are illegal because they are considered gambling; in a raffle you have to pay to enter and win while a drawing is free of charge to enter). There are only three restrictions on drawings:
- Only approved campus organizations can have them.
- The word “drawing” must be used in publicity, not “raffle”.
- Alcohol may not be offered as a prize.
