Fund-Raising Projects By Student Organizations on University Grounds

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

Fund-raising projects conducted within or near an academic facility must be approved in writing by the respective school dean, academic department head or their designates. All other fund-raising projects on Grounds by such organizations must be approved by the Dean of Students or his designate, except that in the case of Intramural or Athletic Department facilities, approval of the Director of Athletics or his designate must be first obtained. All Student Organization 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 Vice President for Business and Finance.

For the purpose of this Policy, 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 organizations. 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 admission to public activities or events; and the soliciting 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. All Student Organizations’ fund-raising projects held on Grounds must not directly benefit financially the individual officers and/or members and must be conducted in compliance with University policies and regulations.

The delivery of goods and/or services to single-student residence houses may not be made directly to student rooms and are subject to University regulations. No permission will be granted for sales of goods and/or services 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 specific project.

Guidelines on Conducting Fund-Raising Projects by Student Organizations on University of Virginia Grounds
The following Guidelines are intended to supplement the “University of Virginia Policy on Fund-Raising Projects by Student Organizations on University Grounds.” The 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.

1. Fund-raising projects on Grounds may be conducted only by Student Organizations as defined in these Guidelines. All Student Organizations must sign a “Student Organization Fund-Raising Project Approval Form” in order to conduct any type of fund-raising projects on University Grounds. The Approval Form requires the sponsoring organization to submit such information as the date, location, a brief description of the project, and signature by the authorized organization officer.
2. Approval of the fund-raising project must be obtained from the Dean of Students or where the fund-raising activities are near or within academic facilities, approval must be obtained from the Dean or cognizant department chairman responsible for the location. In the case of Intramural or Athletic Department facilities, approval must be first obtained from the Director of Athletics or his designate.
3. Fund-raising projects may be denied because of the location requested or because of conflicts with previously scheduled events or projects. Tables or booths may not interfere with the use of streets, sidewalks, building entrances or classes and other previously scheduled activities. In addition, sales activities will not be allowed on the upper Lawn or in the Gardens of the historic Grounds area.
4. No permission will be granted for solicitation in University single-student housing, but solicitation may be allowed in student-family housing with prior written approval of the Family Housing Association. Approved projects must be conducted within the specific area designated for the activity.
5. No permission will be granted for fund-raising projects which unnecessarily duplicate goods, materials or services already provided at the University.
6. Fund-raising projects must be of limited duration and not carried out as an ongoing activity.
7. No permission will be granted for the sales of food and/or drinks unless food and/or drink items are obtained from University Dining Services with the exception of bake sales for which permission may be granted by the appropriate authorized individual via Approval Form.
8. Use of the University’s name, trademarks, logos, symbols, mottoes, etc., is subject to the “University of Virginia Policy for the Use of University Name, Trademarks, Service Marks, Seals, Logos and Other Indicia on Products.”
9. Deans, department heads, and facilities coordinators may develop more specific guidelines for fund-raising projects on University Grounds in their individual facilities. Academic 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 the school’s normal activities.
10. Fund-raising projects may not directly benefit financially the individual officers and/or members.

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