Student Organizations | Dean of Students

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Fundraising

Funding Options

  • University Funding
  • Organization Co-sponsorship
  • Fundraising On Campus
  • Fundraising Off Campus

University Funding

    • Start-up Funding—$250 for new organizations
    • Annual AcFee Allocation—application process occurs in the spring for the following academic year; information available on the VSG website

Organization Co-sponsorship

General Guidelines:

1. Generally, student organizations are awarded up to $500

2. Each organization can have 3 events funded by VSG per year

3. Applications must be submitted by the 15th of the month

    • Vanderbilt Programming Board Co-sponsorship—available for any RSO for major programs; form available on the VPB Anchor Link page
    • Graduate Student Council Co-sponsorship—available for organization in the Graduate School; email gsc@vanderbilt.edu

Fundraising On Campus

Events

  • The collection of entry or admission fees for events such as fun runs and walks, fundraising performances or concerts, etc., is allowable, as is drawings for door prizes awarded to individuals present
  • Entry fees, and cash awards for, events that involve an element of chance such as a raffle, a card tournament, a “rubber duck drop,” or a casino night, are prohibited by both University policy and government statutes.
  • Proceeds from events may benefit the organization (i.e. ticket sales deposited directly into the organization’s account) OR a separate entity (i.e.ticket sales benefiting a charitable organization)
  • Service Auctions: only specific services may be offered (i.e., car wash, the preparation of a meal). The offering of unspecified labor—for either a specific period of time, or an open-ended period–is prohibited.

* Offering services that require a license (haircuts, manicures, massages, etc.), is prohibited, as is the offering of services that are in violation of the law or University policy, and services that potentially endanger the health, safety, or well-being of students or others.

* The “auction” of individuals is prohibited, as is the auction of unspecified services of individuals (i.e. Date Auctions).

* Advertising and promotional materials for service sales and auctions must list the services on offer.

* Advertising and promotional materials must provide the name of the organization(s) receiving the funds raised.

General Funds for the Group

  • Registered student organizations may engage in the distribution of items for a suggested donation when the funds raised are for the use of the organization in its regular activities (including philanthropic efforts) and are deposited into the organization’s University account. Only tickets can be sold for a certain amount.
  • Merchandise (t-shirts, pens, sunglasses, etc.)

* Must be offered for suggested donation; some groups offer tickets at different values based on whether you receive a t-shirt with the purchase

* If the Vanderbilt mark is printed in any way, must be approved through Trademark and Licensing

* Students must used an approved vendor

* Vanderbilt University will not approve the use of its name or marks to promote the following products: tobacco, controlled substances, sexually oriented products, alcohol, religious products, bathroom articles, or games of chance

* Note: If you use AcFee funding to purchase t-shirts for raise funds for an outside organization, you can only donate the amount raised over the amount spent in AcFee funding

Fundraising Off Campus

All Student OFF campus fundraising efforts must be approved by the Dean of Students or designee and the Offices of Annual Giving, Gift and Donor Services, or Corporate and Foundation Relations as needed. Before fundraising off campus, please fill this formout completely and allow 10 business days for final approval.

Local Restaurants

  • Fundraising events in limited service restaurants (i.e. bars), as defined by Tennessee statutes, or at any location where money is collected at the door, or through any other arrangement, with an establishment involving financial transactions that circumvent the University’s accounting system, are prohibited.
  • Partnerships with other restaurants to benefit student orgs is allowed.

Corporations

The Office of Annual Giving helps to determine whether funds donated are gifts to Vanderbilt (tax deductible) or not based on whether the company receives a benefit for participating. The Office of Annual Giving also processes gifts to Vanderbilt and receives checks for student organizations. The memo must mention the RSO’s name and center number.

* Other donations can be deposited directly into the group’s account using the RSO Deposit Form

Fundraising Do’s and Don’ts

These regulations apply to the sale or distribution of goods and services, as well as the solicitation for, promotion of, and advertising of any item, program, charity, or service.

DO

General Guidelines

  • Do comply with local licensing laws and University trademark and licensing policies.
  • Do get authorization from the Office of the Vice Chancellor for Administration prior to the sale or newspapers and newsletters
  • Do sell or solicit sale of event tickets by members of a registered student organization
  • Do distribute items for a suggested donation as long as the funds raised are for the use of the organization and are deposited into the organization’s University account.

Co-Sponsorship funding

  • Do prepare budget to allocate funds for specific needs
  • Do participate in the Activity Fee allocation process
  • Do contact each group or office (VSG, VPB, and select departments within the Dean of Students Office) separately to apply for co-sponsorship funding.

Dues, Ticket Sales, and On-Campus Fundraisers

  • Do charge membership dues and admission to events
  • Do hold drawings for door prizes awarded to ticket-holding participants at an event
  • Do secure approval from Dean of Students to sell or deliver items door-to-door in campus residences
  • Do make arrangements with the Sarratt Box Office for Ticketmaster Setup to sell event tickets using the Commodore Card

Service Auctions

  • Do specify specific services offered
  • Do list the services on offer and the name of the organization receiving the funds in advertising and promotional materials

Off- Campus Fundraising- Area Merchants and Corporate Sponsors

  • Do obtain authorization from Student Organizations and Anchor Link if the donation or gift is worth less than $1000, and the contribution must be sent through the Office of Gift Processing; if it is worth more than $1000, authorization must be obtained by the Office of Annual Giving, and the contribution must be sent through the Office of Gift Processing
  • Do acknowledge the assistance or contribution of co-sponsoring merchants or corporations in programs, banners, displays, or event memorabilia
  • Do develop a written co-sponsorship agreement
  • Do submit net funds to the charity
  • Do make financial reports of expenses, income, donations, sales, and disbursement available for governing body
  • Do collect admission fees for fun runs and walks, performances, drawings for door prizes, or concerts, etc.

 

DON’T

General Guidelines

  • Don’t use Vanderbilt property (including the Commons Center, the Student Life Center and related spaces, a post office box, and data network) for any non-University related business or activities
  • Don’t door-to-door solicit in residential areas, except when rarely granted written permission by the Dean of Students office.
  • Don’t have fundraising events in “limited service restaurants” (bars) or any location where money is collected at the door or any situation that involves an establishment handling financial transactions that circumvent the University’s accounting system

Co-sponsorship funding

  • Don’t approach offices outside the scope of the Dean of Students, more than one department within the Dean of Students operation, academic departments, or other programs across the University for financial co-sponsorships

Dues, Ticket Sales, and On-Campus Fundraisers

  • Don’t sell tickets for a raffle or lottery
  • Don’t use tobacco, alcohol, or promotional items for these products for action or any other fundraising activity
  • Don’t sponsor the sale of goods or services to students on behalf of a non-Vanderbilt commercial enterprise unless the activities is related to a traditional Vanderbilt event (eg. Homecoming, Rites of Spring, etc.)

Service Auctions

  • Don’t offer unspecified labor
  • Don’t offer services that require a license (haircuts), are in violation of the law or University policy, or that endanger the health, safety, or well-being of students or others
  • Don’t auction individuals

Off- Campus Fundraising- Area Merchants and Corporate Sponsors

  • Don’t solicit business for the supporting merchants or corporations
  • Don’t pursue co-sponsorships by alcoholic beverage or tobacco brands or distributors

Off-Campus Fundraising- Soliciting For Charity

  • Don’t have entry fees and cash awards for events that involve an element of chance (raffle, card tournament, “rubber duck drop”, or casino night)