Student Handbook

Student Sales & Fundraising

In order to ensure that the University of Saint Francis and its constituents are aware of all fundraising activities and events that take place throughout the calendar year, this fundraising policy provides process and procedure for fundraising proposals.  In order to avoid duplication and provide a framework for approvals, the following policy outlines the process for requesting permission to fundraise as a University recognized student group at the University of Saint Francis.  Approved proposals will be added to the Student Fundraiser Calendar.  This policy is not intended to create roadblocks, but rather to promote proper planning and adequate time for quality programs.

Definitions:

  • Fundraising is defined as the collection of money or goods through donations, sales, and/or event programming for the purpose of charitable donation or budget enhancement (for food sales, please see the Food and Catering Policy).
  • Student fundraising at the University of Saint Francis can be identified at three different levels:
    1. University-led initiatives (i.e. projects by Advancement, institution-wide campaigns such as USF Feeds the Fort, United Way, etc.)
    2. Departmental-led initiatives (i.e. Athletics Department, Campus Ministry offerings, etc.)
    3. University-Recognized Student Group-led initiatives.

For the purposes of this policy, University-recognized Student Group shall be defined as a collection of students associated with or sponsored by:

  • Recognized clubs
  • Recognized organizations
  • Athletic teams
  • University-offered courses and subsequent projects

The aim of this policy is to provide approval for and registration of the fundraising efforts that take place at the third level, University-recognized Student Group Led Initiatives.

Administration of the Policy

The Office of Student Affairs will provide oversight of the student fundraising policy, maintain an online student fundraising calendar, and communicate with individuals/offices.  The approval process will be as follows:

An online Fundraising Request Form will be completed by the requester and automatically submitted to the Office of Student Affairs.  Any additional permission material(s) (i.e. dining services, bookstore, imprinted merchandise) will be asked to be forwarded to the Office of Student Affairs.

Fundraising as part of a class

  1. Fundraising requests that are  part of a course will be immediately forwarded to the School’s Dean for class projects in courses offered by a School.  The Dean will also receive information from the Student Fundraising Calendar or previously approved projects for the same period as listed on the request form and additional permission information that has been submitted.
  2. At the same time, Development and Marketing will receive a copy of the fundraising request, the name of the Dean reviewing the request, and instructions to contact the Dean if they have any concerns.
  3. The Dean will communicate his/her decision to the student and send a copy of the decision to the Office of Student Affairs so the fundraising event can be added to the Student Fundraising Calendar.

Clubs Connected to a School

  1. The fundraising request form shall be submitted at least one week in advance of the date the requester needs a decision.
  2. Fundraising requests from a club connected to a School will be forwarded to the School’s Dean along with information on any approved fundraising projects for the same time period as listed on the request form and any additional permission materials that have been submitted.
  3. A the same time, Development and Marketing will receive a copy of the fundraising request with instructions to contact the Dean reviewing the request if they have any concerns.
  4. The Dean will communicate his/her decision to the club and send a copy of the decision to the Office of Student Affairs to be added to the Student Fundraising Calendar.

Athletic Teams, Campus Life, and Campus Ministry

  1. The fundraising request form shall be submitted at least one week in advance of the date the requester needs a decision.
  2. Fundraising requests from a student groups will be forwarded as listed below with any student fundraising approved projects for the same time period listed on the request form and additional permission that has been submitted:
    1. Athletic Teams: Athletic Director
    2. Campus Ministry: Director of Campus Ministry
    3. Campus Life (including clubs and organizations not affiliated with a School):  Dean of Students
  3. At the same time, Development and Marketing will receive a copy of the fundraising request with instructions to contact the individual reviewing the request if they have any concerns.
  4. The individual reviewing the request will communicate his/her decision with the student group and send a copy of the decision to the Office of Student Affairs to be added to the Student Fundraising Calendar.

USF-sponsored Trip Expenses

Students who desire to fundraise to meet trip expenses for USF-sponsored national or international trips may engage in on- or off-campus fundraising.  Funds received through these efforts may be utilized to meet trip expenses such as airfare, ground transportation, housing, meals and trip-related activities.  Funds may not be used to cover course-related tuition fees, should a course be tied to the trip.

  1. The online Fundraising Request Form shall be submitted to the Office of Student Affairs.
  2. Fundraising requests for trip-related expenses that are not attached to an academic course will be immediately forwarded to the sponsoring Department Head for approval.  At the same time, Development and Marketing will receive a copy of the fundraising request and may contact the Department Head if they have any concerns.
  3. The Department Head will communicate his/her decision to the student and send a copy of the decision to the Office of Student Affairs so the fundraising event can be added to the Student Fundraising Calendar.
  4. Fundraising requests for trip-related expenses that are attached to an academic course will be forwarded to the Dean of the School offering the course. The process will be the same as listed above.

Appealing a Fundraising Decision / Petitioning an Exception to the Policy

Decisions on requests for course-related fundraising activities cannot be appealed.

Petitioning for an Exception to the Fundraising Policy

If a University-recognized student group desires to sponsor a fundraiser that does not meet the guidelines identified in this policy, the sponsoring University-recognized student group may submit a letter of petition explaining the proposed fundraiser, the intended benefactor, and a rationale for the proposed fundraiser (i.e. why an exception should be made to this policy).  In addition to the letter of petition, the sponsoring University-recognized student group must complete a Fundraising Request Form and supply additional information as requested.

The Appeal Committee will be as follows:

  • Minimally, two individuals in areas of the university outside of Student Affairs
  • Additional campus personnel will be added as necessary
  • Decisions will be based on input from related areas (see above), Development, Marketing, Fundraising Guidelines, and the Student Fundraising Calendar.

 

Individuals or organizations may not sell or solicit donations off-campus in the name of the University of Saint Francis unless prior authorization is given by the Dean of Students and the Vice President of Institutional Advancement.