Fundraising Policy Guidelines for Student Clubs, Organizations, and Athletic Teams

 

Definition

Fundraising here is defined as the collection of money through voluntary contributions, sales, and/or event programming for the purposes of charitable donation and/or organizational support.

Overview

The College understands that student organizations, clubs, and athletic teams may wish to seek external funds to support key initiatives and projects. It is important, however, that students understand that the College benefits greatly from the ongoing generosity of Bates alumni and parents who provide significant monetary support for student-related programs and services on an annual basis. In addition, businesses and vendors in the Lewiston-Auburn community also contribute significantly to the College by  providing monetary support and services that enrich campus life at Bates. For these reasons, it is imperative that ALL fundraising activities are coordinated at Bates.

This document outlines the policies and procedures by which student organizations, clubs, and athletic teams and clubs sports officially recognized by Bates, may or may not solicit prospective donors for money or gifts and engage in other fundraising initiatives. After reviewing the guidelines set forth in the document, students are expected to work with the Associate Dean of Students for Campus Life, Kim Trauceniek, when considering any fundraising initiatives.

*Varsity athletic teams seeking donations should contact the Assistant Vice President for Advancement, Eric Foushee.

Bates College Student Government’s Budget Committee and Organizational Review Board

Bates College Student Government’s (BCSG’s) Budget Committee and Organizational Review Board are responsible for the oversight of student clubs, including oversight of  the funds allocated by the Office of Campus Life that support them.  They are also responsible for the club approval process and ensuring that clubs are adhering to the guidelines it has set forth to govern student clubs. Student clubs interested in fundraising must be aware of the following:

  • Clubs may not be created for the sole purpose of fundraising for an outside organization/initiative   e.g. the American Red Cross, the Green Party, etc.
  • Fundraising may not be conducted for the purpose of charitable giving or charitable donations to organizations and entities outside of Bates College. College funds may be used to initially support the event, but funds used for the activity/event/program must be returned to the club’s respective budget by the end of the semester in which the activity/event/program occurred.
  • Clubs may use club funding to purchase promotional merchandise only if the merchandise is part of a fundraising effort, and the money spent on the merchandise is returned to the organization’s budget. No other reasons for purchasing promotional merchandise are allowed. If costs are not covered by the sale of the merchandise, the organization’s final allocation will be reduced by the difference.
  • All expenses must be in accordance with that organization’s mission statement as defined by that organization’s BCSG-approved constitution.
  • Organizations may sponsor an individual, but that individual’s project must be directly related to that organization’s mission on campus and cannot be used for a Bates academic endeavor.
  • Fundraising initiatives that are approved by the Office of Campus Life must report all fundraising activity to the BCSG Treasurer during its annual budget review in March  or as requested  and the Associate Dean of Students for Campus Life
  • All fundraised money shall be deposited into the organization’s BCSG-designated account.
  • The Budget Committee and Organizational Review Board reserves the right to allocate less funding to any student organization authorized to raise funds outside of Bates College.
  • The BCSG Treasurer, in consultation with the Associate Dean of Student s for Campus Life, Kim Trauceniek and Office of Advancement reserves the right to prohibit and rescind any and all student organization fundraising activity and privileges when appropriate.

Donations from Local Businesses and Vendors

The Office of Campus Life coordinates all requests from student clubs and organizations to solicit businesses and vendors for monetary donation and/or services. Those seeking donations from local vendors for events/prizes/etc. should be aware of and sensitive to the fact that they receive many requests from both the Bates community and other members of the community. Therefore coordinating these efforts enables the College to ensure that we are not overburdening the same businesses and vendors for support. Students interested in seeking donations from a national corporation or foundation must first consult with the Associate Dean of Students for Campus Life, Kim Trauceniek.

Solicitation on Campus by Outside Vendors

Aggressive solicitation of students, faculty, and staff on campus is strongly discouraged at Bates College. These activities can be disruptive and imply endorsement by the College of particular products, ideas, or positions.

The College and recognized student groups occasionally invite vendors to fulfill particular campus objectives. The Associate Dean of Students for Campus Life, Kim Trauceniek, must provide written approval to such vendors to grant exceptions to solicitation policies. Student groups and administrative offices must guarantee the availability of the products that their sponsored vendors sell. These sales must be cleared in writing in advance with the Associate Dean of Students for Campus Life. No outside organization may proselytize or sell products without direct sponsorship of a student organization recognized by Bates College Student Government or an administrative office.

Direct sponsorship  means that the student organization or administrative office has initiated contact with the outside organization, has agreed to represent the outside organization on campus, and submits the sponsorship application to the Office of Campus Life for approval under the student organization’s name.

The student organization or administrative office will be accountable for the actions on campus of the group it sponsors. Student organizations and administrative offices may not invite commercial enterprises to sell their products on campus in return for a share in the profits from those sales. All printed materials (posters, banners, fliers, etc.) bearing corporate logos or insignias must be approved in advance by the Associate Dean of Students for Campus Life, Kim Trauceniek.

Alumni and Parents

The Office of College Advancement coordinates all fundraising efforts on behalf of the College. Students, student organizations, and clubs are not permitted to solicit alumni or parents for monetary support. Should a student organization or club wish to solicit alumni or parents to help fund a key initiative, it is required that the group contact the Associate Vice President for Advancement, Eric Foushee

The College recognizes that parents of current students are sometimes asked to provide supplemental funding for student activities, organizations, and special initiatives such as trips for athletic teams or clubs; however, students are not permitted to conduct widespread parent fundraising appeals, including fundraising for clubs or any Bates organization or initiatives using crowdfunding platforms (e.g., Go Fund Me, etc.)

Students Seeking Grants

The College recognizes that an individual student or group of students may wish to seek external grant funding and is ready to support such efforts. Every student club or organization seeking external grant funding must include the Associate Dean of Students for Campus Life, Kim Trauceniek, who will serve as a liaison between the student(s) and the College. It is permissible for individual students, student clubs, and organizations who have an official advisor or liaison, including faculty members, to serve as a liaison between the student(s) and the College.

The College will not submit or accept student-initiated grant proposals that are not sponsored by a faculty or staff liaison as described above. The faculty or staff member who accept the role of liaison will be responsible for:

  •      Guiding the student(s) to work in a timely fashion with the Assistant Vice President for Advancement when appropriate
  •      Ensuring that the student-initiated proposal is in compliance with all College policies
  •      Supporting students’ efforts to obtain the required College approvals prior to submitting the grant proposal

Additionally, if the proposal is funded, the liaison will be responsible for:

  •      Overseeing the student implementation of the grant
  •      Ensuring that the student project team complies fully with the funder’s reporting requirements
  •      Overseeing all the activities related to the grant funded project
  •      Ensuring the fiscal management of the grant is in compliance with College policies

Selling Items for Profit

Student organizations may sell items for profit if the proceeds go to the organization, but only with the prior permission of the Associate Dean of Students for Campus Life, Kim Trauceniek

In addition, items normally sold in the College Bookstore may not be offered for sale without prior written permission from the College Bookstore Manager. Students and College employees as individuals may sell products, but may not use campus rooms, mailing, or any other College facilities to promote or sell their products.

Auctions, Raffles, and Sales

Many groups choose to do a variety of fundraisers by selling items, organizing raffles, or through auctions. These types of activities are permitted, but must be approved by the Associate Dean of Students for Campus Life, Kim Trauceniek

Any group that is creating merchandise or marketing material that includes the Bates College name or official college marks must ensure the usage is in accordance with the Bates Communications Office’s branding guidelines. Any questions can may directed to BCO, located on Nichols Street, via email at communications@bates.edu.

The official college marks are licensed, so any group creating merchandise to be sold must use a licensed vendor for production. For a list of licensed vendors, students should contact BCO.

Any group wishingto sell items on campus should be aware of all college policies related to where they can sell these items. Sales should happen through tabling in Commons (tables can be reserved at events.bates.edu), through approved online sales, or at events with permission from event sponsors. This includes at sporting events, concerts, dances, etc.

Prohibitions

The College reserves the right to restrict all fundraising activities to reasonable times, places, and manners. The following activities are specifically prohibited:

  1. Solicitation by credit card or telephone card companies, with the exception of those approved by the Bates College Bookstore or the Office of College Advancement.
  2. Fundraising for clubs or any Bates organization or initiatives using crowdfunding platforms (e.g., Go Fund Me etc.).
  3. Door-to-door fundraising on campus or on College-owned, -operated, or -controlled property
  4. Formal fundraising programs soliciting parents, alumni, faculty, or staff, with the exception of those approved by the Bates College Bookstore or the Office of College Advancement.
  5. Fundraising for any candidate for political office or political campaigns.
  6. Sale or distribution of items that violate the College trademark rights or existing contracts. Receipt by individuals who organize a fundraising activity of proceeds from the activity.

Additional Restrictions and Requirements

Bates College acknowledges that a policy of this nature may not anticipate every possible issue that may arise with respect to fundraising activities. Restrictions may be made in addition to, or in lieu of, those set forth in the policy.

Sanctions for Violation of the Fundraising Policy

Students and/or recognized student organizations who violate the Bates Fundraising Policy may be subject to:

  1.     Fines and/or restitution including loss of funding the for the academic year or longer
  2.     Loss of the right to use College property or facilities for activities
  3.     Loss of recognition for recognized student organizations
  4.     Other disciplinary sanctions
  5.     Other educational sanctions appropriate to the circumstances

Any questions pertaining to any part of this fundraising policy can be directed to the Associate Dean of  Students for Campus Life, Kim Trauceniek.