EOU Student Organization Fundraising Policy

EOU Student Organization Fundraising Policy

General Guidelines

All recognized student organizations must follow this procedure for any fundraising activities (cash, goods or services) on or off the campus. This policy complies with the Administrative Rules of the Oregon University System (OUS). Event Registration forms are available in the Center for Student Involvement.

  1. Applications for fund raising activities by recognized student organizations should be completed and submitted four weeks prior to the event to insure that there is enough time to evaluated the request and to adequately plan and organize the event.
  2. If an event is conducted with an outside vendor and they are to be compensated for services they provide (i.e. concert, lecture, etc.) a Personal Service Agreement (PSA) must be attached to the Event Registration form. PSA’s can be obtained in the Center for Student Involvement. Only the VP for Administration and Finance or their designee can sign contracts for the institution. Such contracts must cover the responsibilities of each party, prices of items to be sold, and the percentage of proceeds to each party.
  3. An itemized revenue/expense projection must be submitted with the Event Registration form.
  4. The Assistant Director of Student Involvement must approve all fundraising activities by student clubs and organizations.
  5. Special events that include food sales must also be approved by the Director of Housing and Student Involvement.
  6. If a group wishes to sell raffle tickets in a “public space” adjacent to another group’s event (i.e., in the lobby of Quinn during a basketball game or the lobby of Loso during a symphony), the event manager for that event must be informed that these activities will be taking place. The group selling the raffle tickets must then reserve space, tables and chairs in the normal way through Facility Scheduling.

If a group wishes to sell raffle tickets inside the “reserved event space” (i.e. in the stands during a basketball game or inside McKenzie Theatre during a symphony) the event manager for that event must approve the activity within their “reserved event space.” They need to sign-off on the fundraising section of the Event Registration form, acknowledging that they have approved the raffle activity to take place inside their “reserved event space.”

Please see separate guidelines for raffles and pari-mutuels. More information is available in the Center for Student Involvement.

  1. An itemized revenue/expense statement must be submitted to the Center for Student Involvement within 14 days after the event.
  2. All profits must be deposited (on the first working day after the event) into the campus club account.
  3. Clubs and organizations that fail to abide by the above procedures will lose university fund-raising privileges.
  4. Raffles have separate guidelines explained in the Student Handbook (Student Policies, Fundrasing Policy). A Raffle Form must be completed. Any raffle requires approval from the Assistant Director of Student Involvement prior to conducting the event.

Eastern Oregon University has adopted the following guidelines to be used by clubs when asking community support for their fund-raising events.

The Assistant Director of Student Involvement may approved solicitation of goods or services by student clubs and organizations either on or off the campus only if:

•  Contributions are in exchange for goods or services provided by the club or organization (e.g. car washes, bake sales, raffles)

Or

•  Contributions are for the direct support of an event or services offered by the club or organization open to participation by the entire campus community (e.g. Casino Night, Speel-Ya Pow Wow).

Clubs or organizations may also assist recognized charitable non-profit groups in solicitation activities (e.g. March of Dimes, Unicef, Red Cross) subject to the approval of the Assistant Director of Student Involvement. Contact the Director of Housing and Student Involvement for polices related to solicitation in residence halls.

[Responsible for Accuracy: Tim Seydel, University Advancement,
Last Verified: 9/4/2003]

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Eastern Oregon University