Issued: July 9, 1993
Latest Review: June 22, 2000
FUND-RAISING PROJECTS BY STUDENT ORGANIZATIONS
ON UNIVERSITY GROUNDS
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.
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.
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.
Policy I.G.1, "Agreement for a Contracted Independent Organization."
4.0 References [Top]
5.0 Approvals and Revisions [Top]