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Policy 22

University of Wisconsin-Parkside
Fundraising Policies
Policy # 22

Fundraising activities at the University of Wisconsin-Parkside are coordinated through the Office of University Advancement and must comply with the principles and guidelines mandated by the University of Wisconsin System. Specifically, those principles are as follows:

1.0 University of Wisconsin System Fundraising Policies

Organizations whose primary activity is to solicit funds publicly on behalf of the University of Wisconsin System or its institutions shall obtain the approval of the chief administrative office of the institution involved or his/her designee before using the University's name or facilities.

1.1 Organizations whose primary activity is not fundraising, but which occasionally provide funds to the University of Wisconsin System or its institutions, are not covered by these guidelines unless their fundraising efforts involve the use of the University's name and facilities. However, the University of Wisconsin System and its institutions neither endorse nor disapprove of efforts by private sector groups to engage in such fundraising activities when those activities are associated with the sale of goods or services.

1.2 The University of Wisconsin System and its institutions shall provide a regular and complete accounting to the Board of Regents of the receipt and disbursement of funds or gifts-in-kind contributed to the University. The Vice President for Business and Finance shall determine the frequency of such a report to the Board of Regents for in consultation with the University of Wisconsin System institutions.

1.3 The relationship of the University of Wisconsin System institutions to fundraising efforts for intercollegiate athletics activities shall be in strict compliance with the principle rules and regulations of the National Collegiate Athletic Association (NCAA) or conference (UW-Parkside is a member of the Great Lakes Valley Conference - "GLVC") of which the institution is a member.


2.0 Purpose of the University of Wisconsin-Parkside Benevolent Foundation, Inc.

The primary organization involved in soliciting funds for the University of Wisconsin-Parkside is the University of Wisconsin-Parkside Benevolent Foundation, Inc. The Foundation is a Wisconsin not for profit corporation and is classified by the Internal Revenue Service (IRS) as a 501 (c) (3) organization. Contributions to the Foundation are tax deductible as provided by law.

2.1 A Board of Directors is legally responsible for the affairs of the Foundation, including the solicitation, management, and distribution of charitable funds. The Chancellor and Vice Chancellor for University Relations and Advancement sit as ex officio members of the Board.

2.2 The purpose of the Foundation is to aid and benefit the University in the advancement of its scientific, literary, and educational purposes. The Foundation does so through the solicitation of monetary gifts and real or personal property from individuals, organizations, corporations, foundations, and other entities.


3.0 Responsibilities of the Office of University Advancement

The Office of University Advancement is the office responsible for coordinating all fundraising activities related to the University of Wisconsin-Parkside. The Office serves as a liaison to and provides staff support for the University of Wisconsin-Parkside Alumni Association and the Foundation. In addition, the Office provides support and assistance to academic and other University programs in fundraising efforts.

3.1 With respect to fundraising, the Office has specific responsibilities to:

  • Organize and manage an effective program of private gift support from alumni/alumnae, friends of the University, businesses, corporations, other organizations, and foundations

  • Approve all fundraising activities by any organization whose primary purpose is to raise funds for the benefit of the University or by any organization that uses the University's name and/or facilities for the purpose of  fundraising

  • Approve all fundraising activities of University programs and assist in planning and coordinating such activities as appropriate

  • Keep and maintain accurate records and reports of all gifts made to the University or the Foundation for the benefit of the University

4.0 Procedures

4.1 Fundraising Approval

4.1.1 All organizations separate from the University whose primary purpose is to raise money for university programs and activities such as Parkside 200 shall obtain approval of their activity on an annual basis before fundraising activities are implemented. Forms for this purpose are available from the Office of University Advancement.

4.1.2 The signatures of the Chancellor and Vice Chancellor for University Relations and Advancement authorize approval. A sample form is located in the appendix to this document.

4.1.3 Other organizations that, from time to time, solicit funds for the benefit of the University and use either the name or facilities or both of the University shall obtain approval for each fundraising event from the Vice Chancellor for University Relations and Advancement.

4.1.4 Approval forms are available from the Office of University Advancement. The same form mentioned in 4.1.2 shall be used. These organizations may be groups either internal or external to the University and includes, the School of Business and Technology, College of Arts and Sciences, academic departments, and program units of the University.

4.1.5 For internal groups, the Dean, Program Director, and Vice Chancellor for University Relations and Advancement shall approve these fundraising plans.

4.2 Review of Fundraising Materials and Mailing Labels Request

4.2.1 After approval for solicitation has been granted, the Office of University Advancement and Office of University Relations shall review drafts of brochures, booklets, letters, posters, tickets, or other related materials used to solicit funds prior to printing.

4.2.2 Requests for labels to send mailings to alumni/alumnae for any purpose shall be made to the Office of University Advancement at least one week in advance. The purpose of the mailing and copies of the material to be sent should accompany the requests.

4.3 Charitable Funds Solicited Through Membership Dues, Special Events or Ticket Sales

4.3.1 Generally speaking, membership dues are not tax deductible when goods and/or services are provided to members in return for dues paid. However, anything given over and above basic membership costs and designated for University purposes (and not those of the membership organization) may be charitable deductions.

4.3.2 All special events such as dinners, plays, golf outings, etc. which raise funds for the benefit of the University require prior approval. (See sections 4.1.1 - 4.1.5)

4.3.3 Printed materials for special events such as tickets or entry blanks are required to state: (a) the dollar value of goods and/or services received through the purchase or payment of fees, and (b) the dollar amount to be used to benefit the University.

4.3.4 Any funds received beyond the cost of the event should be promptly forwarded to the Office of University Advancement for deposit.

4.4 Receiving and Accepting Gifts

4.4.1 All inquiries about gifts of cash, securities, property, equipment, and art all inquiries about estate gifts, including; bequests, insurance, annuities, and trusts, naming either the University or the Foundation as the beneficiary, shall be referred to the Office of University Advancement.

4.4.2 The Vice Chancellor for University Relations and Advancement will be responsible for accepting gifts or referring gifts when necessary to the Chancellor's Cabinet and Chancellor for acceptance. The Vice Chancellor for University Relations and Advancement will also report gifts to the Foundation Board of Directors.

4.4.3 After gifts to the University have been accepted by the Assistant Vice Chancellor for University Relations and Advancement or the Chancellor's Cabinet, they will be transmitted to the Office of Grants which will maintain necessary records and handle all further transactions including reporting gifts to the Board of Regents and handling disbursement of gift dollars. The Office of Grants will be responsible for notifying Business Services of gifts-in-kind and property accepted for the University by the Board of Regents for purpose of placing such items on inventory.

4.4.4 The Office of University Advancement will be responsible for the official acknowledgement of gifts received, including letter of quid pro quo and substantiation of as required by the Internal Revenue Service.

4.4.5 Confidential records pertaining to donors of the University and Foundation will be maintained in the Office of University Advancement.

4.4.6 The Vice Chancellor for University Relations and Advancement shall be designated as the University's certifying officer for all corporate matching gifts to the University and Foundation.

4.4.7 Revenues derived for University contracts, grants from government-funded sources, and fees for service must be administered through University accounts (not Foundation accounts). Whenever there is a question about whether funds should be administered through University accounts or Foundation accounts, the Vice Chancellor for University Relations and Advancement, in consultation with the Chancellor's Cabinet and/or Business Services when appropriate, shall be responsible for determining where the funds shall be deposited.

4.5 Acknowledgement and Reports

4.5.1 When gifts are received in the Office of University Advancement, the Office will send an acknowledgement letter to the donor. Copies of these letters will be sent to the respective Dean or Program Director so he/she may also send a letter of acknowledgement. The Chancellor's Office will be notified of all major gifts and substantial donations

4.5.2 At the end of each quarter, all gifts received by the Foundation and designated for specific programs will be reported to the respective Dean or Program Director for informational purposes.

4.6 Disbursement of Designated Funds From the Foundation

4.6.1 Funds given to the Foundation but designated for academic or other University programs may be disbursed by a written request from the appropriate Dean or Director with the approval of the Vice Chancellor for University Relations and Advancement. The University and Foundation do not permit personal gifts or gifts for other purposes that personally benefit or are for personal use of the individuals except as part of an award, recognition program, or event formally recognized. Such allowable gifts include, teaching excellence awards, scholarships, and donor recognition.

4.6.2 Disbursement requests for funds in University accounts will continue to be handled by the Office of Grants.


Appendix

University of Wisconsin-Parkside
Fundraising Approval Form

Name of School or College, Department of Program _____________________________

Person Responsible for Fundraising __________________________________________

Phone ________________ Fax __________________ E-mail _____________________

Briefly provide the following information: (1) dates of intended solicitation, (2) who will be solicited, (3) purpose and manner of solicitation, (4) how the funds will be used, and (5) how/where the use will be reported.


I hereby assure compliance with state regulations, University of Wisconsin System fundraising principles, and the University of Wisconsin-Parkside Fundraising Guidelines:

Department Chair/Program Director

__________________________________________________________ Date _______

Approvals:

Dean

__________________________________________________________ Date ________

Vice Chancellor for University Relations and Advancement

__________________________________________________________ Date ________

Chancellor

__________________________________________________________ Date ________

Revised 10/07

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