FUND-RAISING PROJECTS BY STUDENT ORGANIZATIONS ON UNIVERSITY GROUNDS

• 1.0 Purpose
• 2.0 Policy
  • 2.1 General Guidelines
  • 2.2 Restrictions
  • 2.3 Additional Guidelines
  • 2.4 Departmental Policy Issues for Fund-Raising By Student Organizations
    • Table 2.1 List of Individuals Authorized to Approve Fund-Raising Events on Grounds
• 3.0 Definitions
• 4.0 References
• 5.0 Approvals and Revisions

1.0 Purpose

This policy describes the general guidelines for fund-raising projects by students on University Grounds.

2.0 Policy [Top]

2.1 General Guidelines

The University encourages Student Organizations to raise funds enabling them to contribute to the University's rich environment. Such organizations can conduct fund-raising projects on Grounds subject to this policy and policies:

• XV.G.1, "Use of University Resources,"
• XV.G.5 "Use of the University's Name, Trademark, Seal, etc. on Products."

All Student Organizations must sign a "Student Organization Fund- Raising Project Approval Form" to conduct any type of fund-raising projects on University Grounds.

See also:

Procedure 1-9, "Approving a Student Organization Fund- Raising Project."

Fund-raising projects conducted within or near an academic facility must be approved in writing by the respective dean, department head, administrative officer, or designee. (See Table 2.1: List of Individuals Authorized to Approve Fund-Raising Events on Grounds.) All other fund-raising projects on Grounds by such organizations must be approved by the Dean of Students or designee, except for Intramural or Athletic Department facilities, where the Director of Athletics or designee must approve the request.

All Student Organizations' fund-raising projects must be conducted within the specific area designated as part of the approval process. Deans or department heads may prohibit the conduct of fund-raising projects within or around their respective facilities or limit the projects to activities related to the program of the specific school or department.

Deans and department heads responsible for academic facilities should maintain a record of approved and rejected projects and provide a report periodically to the Dean of Students summarizing the fund-raising projects conducted within their facilities, as well as those projects that were rejected during the period. The Dean of Students will periodically initiate a request for the report and file a summary report, at least annually to the Vice President for Student Affairs and the Executive Vice President and Chief Operating Officer.

The collection of dues or membership fees from the members of a Student Organization is not considered a fund-raising project for the purpose of this policy.

Fund-raising projects include the selling of goods, printed materials, student-provided services; the selling of tickets and/or charging of admission to public activities or events, and the solicitation of voluntary contributions, which in total are herein defined as "goods and/or services."

FUND-RAISING PROJECTS MUST BE OF LIMITED DURATION AND NOT CARRIED OUT AS AN ONGOING ACTIVITY.

Approval of the sale of goods and/or services will be based, in part, on whether such goods and/or services are available at official University outlets and whether such goods and/or services are priced fairly. No individual officers or members may directly benefit from a student organization's fund-raising project held on Grounds.

2.2 Restrictions

The following restrictions apply:

• No solicitation is allowed in University single-student housing.

  NOTE: Solicitation may be allowed in student-family housing with prior written approval of the Family Housing Association.

• Goods/services may not be directly delivered to single-student rooms in residence houses.
• Goods/services may not be sold on the upper Lawn or in the Gardens of the historic Grounds area.
• Approved fund-raising projects will be restricted to those areas specifically authorized for each project.

2.3 Additional Guidelines

These additional guidelines provide specific information and procedures on the manner in which fund-raising projects can be conducted by Student Organizations at the University of Virginia.

• See Table 2.1: List of Individuals Authorized to Approve Fund-Raising Events on Grounds.
• Fund-raising projects must be free of conflicts with previously scheduled events or projects. Tables or booths may not interfere with the use of streets, sidewalks, building entrances, classes, or other previously scheduled activities.
• Fund-raising projects may not unnecessarily duplicate goods, materials, or services already provided at the University.
• Food and/or drinks offered for sale must be obtained from University Dining Services. Bake sales need only the permission of the appropriate authority (using Procedure 1-9).
• Deans, department heads, and facilities coordinators can develop more specific guidelines for fund-raising projects on University Grounds in their individual facilities. Deans and/or department heads may restrict or prohibit fund-raising activities which are inconsistent with the school or department's educational mission and/or disruptive to normal activities.

2.4 Departmental Policy Issues for Fund-Raising By Student Organizations

The following issues need to be addressed in developing specific guidelines for a building or department.

• Will fund-raising be allowed in your building at all?
  • The responsible dean, department head, or designee can conclude that fund-raising events are disruptive to the educational process in that building.
• Who can conduct fund-raising activities?
  • Approval can be limited to organizations directly related to the specific school or schools housed within a particular building.
• Where can fund-raising events be held?
  • For example, the Law School has 3-4 tables set up in the lobby of the School which are specifically for the use of school-related organizations. That is the only place fund-raising events can be held in the Law School. The tables must be reserved in advance through the Assistant Dean who has the authority to deny requests if an event is considered disruptive or contrary to the mission of the School.
• When can fund-raising events be held?
  • Specify time limits and hours within which an event must be held.
• What types of events will be allowed?
  • An event cannot be held to personally benefit the individuals of an organization, but must be for the benefit of the organization as a whole.
• An outside vendor should not conduct the event for the benefit of the organization; the event should be conducted by the organization's members.
• Every attempt should be made not to allow the sale of goods and/or services already sold by the University on University Grounds. A fund-raising event should not have a significantly adverse affect on the ongoing operations of the University's sale of goods and/or services.
• Good judgment is the overriding factor in determining if an event is appropriate or not. Consistent interpretation of this policy as well as the school or department's policy is imperative.

Table 2.1 LIST OF INDIVIDUALS AUTHORIZED TO APPROVE FUND-RAISING EVENTS ON GROUNDS:

BUILDING NAME	INDIVIDUAL AUTHORIZING FUND-RAISING EVENTS	PHONE #
Aero Math Building	Dean, School of Engineering and Applied Science	924-3593
Alderman Library	University Librarian	924-3026
Amphitheater	Facilities Coordinator & Dean of Students	924-3203
Bayly Museum	Director, Bayly Museum	924-6321
Birdwood Pavilion	Dean, Division of Continuing Education	924-6865
Booker House	Director, University Relations	924-3297
Brooks Hall	Chairman, Anthropology Department	924-6821
Campbell Hall	Dean, School of Architecture	924-7019
Carruthers Hall	Assistant Vice President for Finance and University Comptroller	924-4294
Chemistry Building	Chairman, Chemistry Department	924-7018
Children's Rehab Center	Director, Children's Rehabilitation Center	924-5500
Clark Hall	Chairman, Environmental Sciences Department	924-0560
Clemons Library	University Librarian	924-3026
Cocke Hall	Chairman, Religious Studies	924-6709
Darden School	Dean, Graduate School of Business Admin.	924-7481
Dell, The	Dean of Students	924-7133
Drama Education	Chairman, Drama Department	924-3326
Faulkner House	Director, Miller Center of Public Affairs	924-7236
Fayerweather Hall	Chairman, McIntire Department of Art	924-6122
Food Center Bldg	Assistant Vice President for Business Operations	924-7788
Garrett Hall	Dean, College of Arts & Sciences	924-8873
Gilmer Hall	Chairman, Biology Department	924-7118
Health Sciences Library	Librarian, Health Sciences Library	924-5444
Hough House	Dean, School of Engineering & Applied Science	924-3593
International Center	Student Activities Building Manager, International Studies	924-7983
Jordan Hall	Dean, School of Medicine	924-5118
Lambeth Commons	Dean of Students	924-7133
Lambeth House	Dean, School of Education	924-3332
Law School	Dean, School of Law	924-7343
Madison Hall	Vice President for Management and Budget	924-3349
Math-Astronomy Building	Chairman, Mathematics Department	924-4919
Maury Hall	Commanding Officer, Navy ROTC	924-0970
McLeod Hall	Dean, School of Nursing	924-0063
Mechanical Engineering	Dean, School of Engineering and Applied Science	924-3593
Memorial Gymnasium and Intramural Playing Fields	Director, Intramurals	924-3791
Miller Annex	Dean, Admissions	982-3200
Miller Hall	Dean, Admissions	982-3200
Minor Hall	Dean, School of Commerce	924-3176
Monroe Hall	Dean, School of Commerc	924-3176
New Cabell Hall	Dean, Faculty of Arts & Sciences	924-3389
Newcomb Hall	Dean of Students	924-7133
North Grounds Dining	Assistant Vice President for Business Operations	924-7788
North Grounds Recreation Center	Director, Intramurals	924-3791
Observatory Dining	Assistant Vice President for Business Operations	924-7788
Old Cabell Hall	Chairman, Music Department	924-3052
Peabody Hall	Dean of Students	924-7133
Peyton House	Dean, School of Education	924-3332
Physics Building	Chairman, Physics Department	924-6794
Primary Care Center	Director, Primary Care Center	924-5269
Printing Services	Associate Director, Printing Services	924-7186
Randall Hall	Chairman, History Department	924-3478
Rouss Hall	Chairman, Economics Department	924-3178
Ruffner Hall	Dean, School of Education	924-3332
Slaughter Recreation Building	Director, Intramurals	924-3791
Sponsor's Hall	Dean, Graduate School of Business Administration	924-7481
Student Activity Building	Dean of Students	924-7133
Thornton Hall	Dean, School of Engineering and Applied Science	924-3593
University Hall and Scott Stadium	Director, Athletic Programs	924-7155
Varsity Hall	Superintendent, Air Force ROTC	924-6832
Wilson Hall	Chairman, English Department	924-7071
Wilson Hall Auditorium	Facilities Coordinator	924-3203
Zehmer Annex	Dean, Division of Continuing Education	924-6865
Zehmer Hall	Dean, Division of Continuing Education	924-6865

 

3.0 Definitions [Top]

"Fund-raising projects" are defined as all activities by student organizations which involve the collection of money from persons who may or may not be members of the sponsoring organization.

"Student Organizations" are defined as all student and related spousal organizations, and Special Status Groups, whether they are Contracted Independent Organizations (CIO) or not.

See also:

Policy I.G.1, "Agreement for a Contracted Independent Organization."

4.0 References [Top]

5.0 Approvals and Revisions [Top]