Student Fundraising Policy

Purpose:

This policy is to inform students about the guidelines and expectations for organizing fundraising activities, whether for an outside group or for their student clubs or organizations.

This policy does not apply to students engaging in fundraising activities unrelated to their role as a student without the use of university resources.

Definitions Related to this Policy:

Campus Community means current students, faculty, staff, and parents of current students.

Outright Gift means any tax-deductible donation of cash immediately transferred by the donor to the recipient of the donation.

Restricted Fund means Willamette-operated funds that have been designated for a specific department, scholarship, organization, or purpose.

Student Club or Organization means any group of students that is officially recognized by Willamette University as a registered student organization.

Willamette Community means all of the Campus Community, plus alumni, past-parents, volunteers, and donors.

Policy:

1. Only students who are part of a Student Club or Organization with an organizational account or connected to an administrative or academic department with a university account are eligible to engage in fundraising activities.
2. All fundraising activities must be discussed and pre-approved by the office that oversees/advises the student or student group before contacting an organization or engaging in fundraising activities. In addition:
   1. Fundraising that is in partnership with, and for the benefit of, an outside non-profit organization should be discussed with the Assistant Dean for Civic Engagement.
   2. Fundraising that is in partnership with a Salem business must be discussed with the Advancement staff member responsible for student fundraising prior to any contact with any business or entity about fundraising.
   3. Fundraising that is to support a Student Club or Organization’s own activities should be discussed with the secondary advisor from the SEAL Office.
3. Students who have been approved may collect food, clothing, or other donated items from the Campus Community for the purpose of donation to a non-profit organization. These items are not tax-deductible.
4. As a cashless campus, cash may not be collected for fundraising. The accounting office allows organizations to check out a credit card machine for up to seven days. Students are responsible for delivering all goods or money collected for an outside organization within two weeks of the completion of the fund-raising activity.
5. Students and Student Clubs and Organizations Shall Not:
   1. Solicit the Campus Community or the Willamette Community (including alumni ) for Outright Gifts to Willamette with the exception of the students who work for the University Annual Fund. Raising money for the Annual Fund is done by the Willamette University student calling program, Bearcat Chat.
   2. Organize a raffle, game of chance, or gambling event of any kind for the purpose of fundraising.
   3. Solicit money from alumni for student events, initiatives, or causes.
   4. Use third-party vendors (e.g. Venmo or GoFundMe) to collect money for fundraising purposes. Wireless credit card machines are available for check-out from accounting in the University Services Building. Review this website to complete the request form.
   5. Use ASWU or Student Council allocated funds or donor gift funds to make charitable donations to outside organizations.
   6. Solicit money for or send money to any organization located outside of the United States.
6. Questions about Student Club or Organization fundraising activities should be directed to the SEAL office in Salem, the Office of Student Affairs at PNCA, or the Advancement staff member responsible for student fundraising.

Effective Date: June 16, 2025
Responsible Person/Primary Contact: Executive Director, Advancement Strategies and Operations
Responsible University Office: Advancement