Fund raising & canvassing by student & community groups

Administration Policy 10160

1. Purpose

This policy provides guidelines for soliciting funds at Germanna Community College for the benefit of student organizations and community-based charitable organizations.  This policy allows for limited, appropriate activities that are organized to raise funds on campus.  These activities must be conducted in the context of maintaining a productive learning and working environment for students and employees.

2.Policy

2.1 Student clubs and organizations

All funds raised in the name of Germanna Community College or an approved College student organization must be used to support and advance the mission of the College.  This may include fund-raising to directly benefit a college organization or to contribute to a charitable organization.  Fund-raising activities that support the Germanna Community College Educational Foundation are governed by the policies and procedures of the Germanna Community College Local Board and the Germanna Community College Educational Foundation Board.

2.2 Community-based charitable organizations.

Organizations not affiliated with Germanna Community College may seek permission to raise funds on college property to benefit causes that are not directly related to the college’s mission but provide a clear benefit to the community at large.  Fund-raising activities must not conflict with planned Germanna Community College Educational Foundation events or fund-raising projects.

3. Procedure

3.1 Requests by student clubs and organizations to conduct fund-raising activities must be submitted in writing and approved by the Dean of Student Development in coordination with the Vice President for Institutional Advancement to ensure that such efforts do not conflict with planned Foundation events or fund-raising projects.  An individual student or a student group which is not affiliated with a formally recognized College club or organization must also submit in writing and receive written approval from the Dean of Student Development for any fund-raising effort that uses the name of Germanna Community College in its promotion. The request should state the purpose of the fund-raising activity, how the funds will be raised, and when and where the event will take place. The Student Activities Office will facilitate the approval process and assist with requests of space. The proceeds of all fund-raising activities must be deposited with the college Business Office within 2 business days of receipt.  All expenditures must be supported with original invoices or sales receipts.  Requests for payment and/or reimbursement of expenses will follow College procurement guidelines that are available in the Student Activities Office.

Request for rental space by internal groups is governed by Policy 20010: Use of College Facilities.

3.2 Community-based charitable organizations

Requests by community-based charitable organizations to conduct fund-raising activities must be submitted in writing and approved by the Vice President for Administrative Services in coordination with the Vice President for Institutional Advancement to ensure that such efforts do not conflict with planned Foundation events or fund-raising projects. The request should state the purpose of the fund-raising activity, how the funds will be raised, and when and where the event will take place. The Vice President of Administrative Services will determine the appropriateness of the activity, the level of support the college can provide, and review potential conflicts with other events. External groups that wish to use student volunteers to support their efforts must clear the request with the Dean of Student Development.

Request for rental space by external groups is governed by Policy 20010: Use of College Facilities.

3.3 Marketing

Use of the Germanna Community College name and/or logo for fund-raising items or fund-raising event publicity must be approved by the Marketing department.

4. Definitions

5. References

VCCS policy manual section 6.4.5 – Requirement for student activities
Germanna Community College Catalog and Student Handbook, 2016-2017
Germanna Community College Student Club and Advisor Handbook, 2016-2017
Policy 20010 – Use of College Facilities

6. Points of contact

Vice President for Administrative Services
Vice President for Workforce and Community Relations
Vice President for Institutional Advancement
Dean of Student Development

7. Approval and revision dates

College Council: May 26, 2017
President’s Council: October 8, 2001, June 19, 2017
College Board: September 21, 2017

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