Fundraising Policy

Fundraising Policy

Definition: For purposes of this policy, fundraising is defined as the collection of money through donations, sales, and/or event programming for the purposes of charitable donation or organizational budget enhancement. There are many creative opportunities to raise funds for recognized student organizations. Other types of fundraising activities not listed in this policy may be submitted to the Assistant Dean of Students for review.

General Policy Guidelines: The following guidelines are applicable to all fundraising activities by recognized student organizations on property owned, operated, or controlled by Widener University:

• The sponsor of a fundraising activity must complete the “Fundraising Proposal” section on the Event Registration form on Experience Widener at least three weeks prior to the date of the fundraising activity. The proposal must be received and approved prior to the collection of any funds or items.
• Failure to obtain permission to hold a fundraising event, or failure to adhere to university policy regarding events for which permission has been granted, will result in the limitation or cancellation of the event by the Office of Student Engagement or another appropriate university official, or other sanctions.
• The purpose for which the funds will be raised must be consistent with the recognized student organization’s purpose, the Widener University Student Handbook, and all other applicable university policies.
• Recognized student organization leaders are responsible for ensuring that proposed activities comply with all federal, state, and local laws, rules, and regulations as they are related to Widener University. A currently enrolled student member of the sponsoring organization must be present at the event at all times.
• All funds that are raised as a result of the fundraising event must be deposited into the recognized student organization’s on-campus account during the next business day. All funds must be temporarily placed in a the safe located in Campus Safety should the event end after business hours. Fundraised proceeds will be sent to the charitable organization through the payment request voucher process (if applicable). No member can receive monetary gain from the fundraising of the group. Income cannot be given or loaned out under any circumstances to any person.
• Groups promoting fundraisers that benefit one or more organizations must clearly communicate the recipients and distribution of the proceeds within event advertisements or other signage (e.g., 50 percent of proceeds go to the recognized student organization account and 50 percent goes to the charitable organization).
• All fundraising activities must be requested a minimum of three weeks prior to the event. An accounting of any funds raised must be submitted through Experience Widener Deposit Form within 24 hours of completing the deposit into the student organization’s univesity account. The Office of Student Engagement reserves the right to request an accurate record of funds raised and funds spent.
• Fundraising events that require a fee for admission must follow the Ticket Sales Policy. Please refer to that section of the Student Handbook for more information.
• Widener University acknowledges that a policy of this nature may not anticipate every possible issue that may arise with respect to fundraising activities. As a result, the university reserves the right to impose reasonable restrictions and requirements with respect to the time, place, and manner of fundraising activities. These restrictions may be in addition to, or in lieu of, those set forth in the policy.

Selling Food: The sale of food on campus by recognized student organizations is limited to the sale of confectionery, snack, or candy items unless otherwise approved by the Office of Student Engagement. A food license is not required to sell these items on campus by recognized student organizations. Student organizations must ensure that (1) all food items must be prepared and pre-packaged by a commercial vendor, (2) all items for confectionery sales must be wrapped in individual portions before being brought to campus to avoid contamination, and (3) sale items must not spoil in the absence of refrigeration.

Auction Events:

• Groups may utilize an auction-type event to raise money by auctioning items such as art, tickets to an event, dinner, at a particular restaurant, or prizes and services provided by a qualified and insured vendor.
• No individual or group may be auctioned for “services” or a “date.” Widener University values equality and diversity, and auctioning off an individual or group places a “value” on that person or group. This practice mimics a catastrophic time in history when slaves were auctioned and is not acceptable. Further, date auctions can perpetuate a sense of entitlement that makes it difficult to know the intentions of the person bidding.

Fundraising Item Examples: Widener University generally accepts the following list of items as approved forms of contributions that can be used to raise funds during fundraising events. The university reserves the right to review all fundraising contributions.

• Items for sale that have been produced by the organization (e.g., baskets, bouquets of flowers)
• Cash donations
• Revenue from ticket sales or admissions fees
• Donations of items of value (e.g., clothing, school supplies)
• Items for sale that are directly related to the student organization’s mission or goals
• Items that promote school spirit (e.g., buttons, balloons) but do not conflict with university branding policies
• Pre-packaged items (e.g., candy, gum)

Locations: The specific campus locations listed below have established additional criteria for fundraising activities. All of these areas require approval by the Office of Student Engagement and the following personnel:

• Residence Halls: approval by the Assistant Dean of Students
• Dining Areas: approval by General Manager for Aramark Dining Services
• Recreation Facilities: approval by the Director of the Pride Recreation Center
• Athletic Facilities: approval by the Director of Athletics