Fundraising

1.0    Purpose

This policy establishes guidelines in the exercising of academic freedom.

2.0    Revision History

3.0    Persons Affected

3.1    All Casper College employees and students.

3.2    Casper College Foundation employees.

3.3    Donors and potential donors.

4.0    Policy

The policy of Casper College is to ensure the following.

4.1    The college supports fundraising that aligns with the college’s mission, goals, priorities, and needs.

4.2    The college and the Casper College Foundation coordinate fundraising activities to maximize efforts and to avoid over-solicitation of individuals, businesses, foundations, and organizations.

4.3    Donor requirements and restrictions are acceptable to the college.

4.4    The college abides by local, state, and federal laws regarding fundraising and tax-exempt status.

5.0    Definitions

5.1    Fundraising. The solicitation or collection of money, goods, or in-kind contributions through voluntary donations, sales, or in-kind contributions.

5.2    Internal Fundraising. Fundraising activities for the benefit of the college or a college entity.

5.3    External Fundraising. Fundraising activities for the benefit of a non-profit organization.

5.4    Profit-Sharing. Internal or external fundraising that involves an arrangement with a third party or business to share some or all of its profits with a college group. If the proposal is to hold the profit-sharing event on college property, the employees who sign the fundraising form need to consider the intent of the third party or business. If the intent of holding the event on college property is to avoid liability or the cost to use college property or to exploit the college brand, the request for approval should be denied.

5.5    Charitable Donation. A contribution made to a qualified organization under Internal Revenue Service rules.

5.6    Quid Pro Quo Contribution. When a charitable contribution entitles the donor to merchandise, goods, or services, including admission to an event. In such cases, only the amount that exceeds the fair market value of the benefit is tax-deductible.

5.7    Allowable Fundraising Activities. Internal and external fundraising that meets the requirements of this policy is allowable. Fundraising for individual college community members is allowable if preapproved by the president and foundation executive director. Funds raised are considered personal gifts and not charitable donations.

5.8    Disallowable Fundraising Activities. The college reserves the right to restrict the time, place, and manner of fundraising activities. The following are examples of prohibited fundraising activities. Other restrictions may apply.

5.8.1    Activities held in a location other than the approved location.

5.8.2    Deviation from the approved activity including conditions and restrictions.

5.8.3    Furthering the cause of a candidate, political party, or ballot measure. The college allows fundraising for ballot measures that directly support the college.

5.8.4    Sales or distribution of items that violate college branding or existing contracts.

5.8.5    Receipt of proceeds or payment to individuals who organized the activity.

5.8.6    Sale of items that violate college policy including the sale of alcohol, tobacco, or weapons.

5.8.7    Commercial vendors selling products on campus for profit sharing.

5.8.8    External groups not associated with a college group conducting fundraising on campus.

5.8.9    Activities that disrupt or impair college operations or services.

5.8.10  Overbearing, coercive, or intimidating fundraising activities or practices.

5.9    Recognized Student Organization (RSO). A student organization or club registered with the Vice President of Student Services Office.

5.10  Student Fundraising Form. Students use this form to request approval to conduct fundraising. The form includes the name of the RSO making the request, contact information, description of the fundraising activity including the names of businesses, organizations, or individuals they would like to ask for support, the purpose of the fundraising, and how the RSO will use the money, goods, or in-kind contributions.

5.11  Employee Fundraising Form. Employees use this form to request approval to conduct fundraising. The form includes the name of the employees making the request, contact information, description of the fundraising activity including the names of businesses, organizations, or individuals they would like to ask for support, the purpose of the fundraising, and how the employees will use the money, goods, or in-kind contributions.

5.12  Executive Council. This council consists of the president; vice presidents of academic affairs, student services, and administrative services; directors of information technology, human resources, and public relations; and the executive dean of continuing education.

5.13  Casper College Brand. Any registered trademark, licensed, or official name, slogan, logos, photos, videos, or graphics of the college. Fundraising groups must get prior approval from and work with Public Relations to use the college’s brand for merchandise or marketing.

6.0    Responsibilities

6.1    The vice president of student services is responsible for maintaining compliance with this policy as it pertains to students.

6.2    Executive Council members are responsible for maintaining compliance with this policy as it pertains to employees.

6.3    The Casper College Foundation executive director is responsible for reviewing fundraising activities to ensure there are no conflicts.

7.0    Procedures

7.1    Students

Only students associated with an RSO may conduct fundraising on campus or under the college’s brand. Students not associated with an RSO may work with a college employee to conduct fundraising. In such cases, they would follow the procedure listed below under Employees.

7.1.1    RSOs submit Student Fundraising forms to Student Senate at least 3 business days before a scheduled Student Senate meeting.

7.1.2    Student Senate will notify RSOs within 5 business days of their decision to approve or deny a request. If approved, Student Senate will list conditions or restrictions on the Student Fundraising form, sign it, and return it to the RSO. If denied, the fundraising cannot proceed.

7.1.3    RSOs submit approved Student Fundraising forms to the Casper College Foundation at least 10 working days before any planned fundraising.

7.1.4    The foundation will discuss any concerns about the fundraiser with the RSO and may provide the name of businesses, organizations, or individuals to contact or not to contact. The foundation will list suggested conditions or restrictions on the form, sign the form as acknowledgment of notification, and return it to the RSO. If the foundation’s executive director has concerns about the fundraiser, the director may consult with the college’s president rather than signing the form.

7.1.5    The president may add conditions or restrictions to the form or revoke approval.

7.1.6    RSOs that receive Student Senate approval and the Casper College Foundation’s signature of notification may proceed planning and conducting their fundraising activity following any conditions or restrictions. The RSO must get prior approval from and work with Public Relations to use the college’s brand for merchandise or marketing.

7.1.7    RSOs must deposit cash and checks into their Casper College agency account the first business day after receiving the funds.

7.1.8    RSOs submit a report of their fundraising activity and the funds raised to Student Senate at the first senate meeting after the fundraiser.

7.2    Employees

Employees may conduct fundraising on campus or under the college’s brand to benefit the college or a college entity to include a student activity or cause. Employees may conduct fundraising for a college community member if preapproved by the president and foundation executive director. Funds raised are considered personal gifts and not charitable donations.

7.2.1    Employees submit Employee Fundraising forms to their supervisor for approval. If approved, the supervisor signs the form, lists conditions or restrictions, and submits the form up through the chain of command. Each subsequent person in the chain may sign the form, add conditions or restrictions, or stop the request. If any person in the chain stops the request, they return the form to the requesting employees. The appropriate Executive Council member in the chain has final approval.

When a request comes on behalf of a committee, the chain of command starts with the Executive Council member responsible for that committee rather than the employee’s supervisor.

Each person in the chain has up to 5 business days from receipt of the form to make a decision.

7.2.2    The Executive Council member will notify the employees of his or her decision to approve or deny the request. If approved, the Executive Council member will list conditions or restrictions on the Employee Fundraising form, sign it, and return it to the employees. The Executive Council member may approve reoccurring fundraising activities for up to five years if there are no substantial changes to the activity. If denied, the fundraising cannot proceed.

7.2.3    Employees submit approved Employee Fundraising forms to the Casper College Foundation at least 10 working days before any planned fundraising.

7.2.4    The foundation will discuss any concerns about the fundraiser with the employees and may provide the name of businesses, organizations, or individuals to contact or not to contact. The foundation will list suggested conditions or restrictions on the form, sign the form as acknowledgment of notification, and return it to the employees. If the foundation’s executive director has concerns about the fundraiser, the director may consult with the college’s president rather than signing the form.

7.2.5    The president may add conditions or restrictions to the form or revoke approval.

7.2.6    Employees who receive Executive Council approval and the Casper College Foundation’s signature of notification may proceed planning and conducting their fundraising activity following any conditions or restrictions. Employees must get prior approval from and work with Public Relations to use the college’s brand for merchandise or marketing.

7.2.7    Employees must deposit cash and checks into their Casper College agency or another college-approved account the first business day after receiving the funds.

7.2.8    Employees submit a report of their fundraising activity and the funds raised to the Executive Council member within 10 business days after the fundraiser.