UC Santa Barbara Policies Policy 3005
Issuing Unit: Institutional Advancement Date: September 1, 1992
FUND RAISING
I. REFERENCES
A. UCSB Policy 3010, Solicitation and Acceptance of Gifts.
B. UCSB Policies and Campus Regulations Applying to Campus
Activities, Organizations and Students.
C. University of California Development Policy and Administration
Manual.
II. POLICY
A. General
1. All fund raising in support of the University or in the
name of the University must be approved by the Chancellor
or his/her designee. The University reserves the right to
specify accounting procedures, audit financial records,
and approve literature for such fund raising.
2. The University is not responsible for financial and legal
commitments/obligations of the organization sponsoring a
fund raising event. The officer/representative of the
organization who authorizes orders for University services
or who sponsors an external agency/individual to use
University properties in accordance with the University's
policies is responsible for expenses or losses incurred by
the University.
3. "University of California" and all abbreviations thereof,
e.g., UCSB, is a corporate name and the use of this name
on stationery, in public literature, or in logos or other
graphic presentations in connection with financial and
legal commitments, is reserved for official University
business through delegated authority.
4. Use of University facilities by either internal units or
outside organizations does not imply sponsorship or
endorsement by the University of either the specific event
or the organization.
5. As a state instrumentality, the University must remain
neutral on religious and political matters. For
regulations regarding the use of facilities for political
or religious purposes, refer to the UCSB Policies and
Campus Relations Applying to Campus Activities,
Organizations and Students, Section 32.111.
6. University facilities are not to be used for income-
generating activities which are basically commercial in
intent or for the purpose of realizing personal gain
without the express approval of the Chancellor or his/her
designee.
7. To assure coordination and maintenance of mutually
beneficial working arrangements (i.e., to assure there is
no excessive or uncoordinated overlapping of individuals
or organizations solicited), it is important that fund
raising activities be appropriately administered and that
they are in keeping with the mission and overall
priorities of the University of California in general and
the Santa Barbara campus in particular.
For the purposes of this policy, "fund raising" is defined
as the collection of money or gifts by means of sales,
contributions, initiation or membership fees, donations
and/or admission charges to events or meetings on a
regular or occasional basis.
Excluded from this policy are (a) income generated by
service and auxiliary enterprises such as Printing and
Reprographics, the UCen Bookstore, etc.; (b) solicitation
of extramural research contracts and grants through the
Office of Research; (c) community charitable drives (e.g.,
Red Cross, United Way); (d) conferences scheduled through
the Office of Housing and Residential Services; (e) income
generated by ticket sales for Intercollegiate Athletics
events, and (f) income generated by ticket sales for
events sponsored by Arts & Lectures.
B. On-campus Units Soliciting Off-campus Sources
Under the oversight of the Vice Chancellor--Institutional
Advancement, the Development Office oversees fund raising
activities and public relations/prospective donor activities
designed to attract support from off-campus sources by on-
campus entities, including student organizations through the
Campus Activities Center. Off-campus solicitation of funds or
gifts by UCSB units or organizations, including those of
Community Support Groups, Athletics, Alumni Association, and
The UCSB Foundation, must be channeled through the Development
Office. The Development Office interprets campus and Office of
the President gift policies and procedures, and is accountable
for reporting gifts to The Regents. The Vice Chancellor--
Institutional Advancement will advise the Chancellor on
proposed activity involving solicitation of funds or gifts from
off-campus sources. The Vice Chancellor--Institutional
Advancement and the Assistant Vice Chancellor--Development will
consult with the UCSB Academic Senate Committee on Development,
relaying information on fund raising activities.
C. On-campus Units Soliciting On-Campus Sources
The Campus Activities Center is responsible for coordinating
all on-campus fund raising activities by on-campus units or
organizations other than those conducting general fund raising
for institutional support. Exempt from the Center's clearance
are units/organizations under the Development Office, Auxiliary
Enterprises, Arts & Lectures, athletic events in athletic
facilities sponsored by Intercollegiate Athletics, and other
sales/fees collection activities by University departments
within their normal administrative responsibilities, e.g.,
University Extension, Child Care Center, Parking Services.
With approval of the appropriate Vice Chancellor and
coordinated through the Assistant Vice Chancellor--Development,
fund raising by administrative/academic units outside their
normal responsibilities can be scheduled through the Campus
Activities Center. "On-campus" facilities are defined as any
University-owned, -operated, or -maintained property, including
University grounds and structures. The Campus Activities
Center is responsible for the scheduling of facilities for fund
raising events; see Policy 0812 on Scheduling. See also UCSB
Policies and Campus Regulations Applying to Campus Activities,
Organizations and Students, Section 32.12.
D. Use of Facilities by Non-University Agencies
The Business Services Office is responsible for coordinating
the use of any University facility by non-University agencies
where the event is directed primarily to off-campus audiences,
or in which no other campus department assumes responsibility
for coordination.
E. Procedure for Seeking Approval of Fund Raising Activities
1. Solicitation on Behalf of Campus Programs
The sponsoring group and/or individual shall submit a
formal proposal to the appropriate vice chancellor. The
proposal shall outline who will conduct the solicitation
activity, who or what will benefit from the gifts
received, who will be solicited, and the manner of
solicitation. The appropriate vice chancellor will then
consult with the Senior Officers of the campus.
The Senior Officers (see definition below) shall delegate
consultation responsibility to the Vice Chancellor--
Administrative Services and the Vice Chancellor--
Institutional Advancement. These vice chancellors will
consult with the Academic Senate, Staff Assembly,
Development Office staff, the campus department involved
in the solicitation, and when payroll deduction is
requested, Payroll/Accounting, to determine the (a)
appropriateness of the request; (b) consistency with
campus priorities; (c) method of collection, and (d)
method of solicitation. The vice chancellors will report
back to the Senior Officers on their consultation
findings. The Senior Officers will authorize or deny the
request based on that consultation. If granted, this
authorization will be one-time only. The solicitation
activity will be reviewed at its completion for
consistency with campus priorities before approval is
granted for subsequent solicitation should it be sought.
2. Solicitation on Behalf of Selected Community Charities
The sponsoring group and/or individual shall submit a
formal proposal to the Senior Officers of the Campus in
care of the Assistant to the Chancellor. The proposal
shall outline who will conduct the solicitation activity,
who or what will benefit from the gifts received, who will
be solicited, and the manner of solicitation.
The Vice Chancellor--Administrative Services and Vice
Chancellor--Institutional Advancement, in consultation
with appropriate campus representative bodies, will
determine if the request is in keeping with relevant
University of California policies and campus policies.
Following that consultation, the vice chancellors will
make a recommendation to the Senior Officers of the campus
as to whether or not the request should be approved. The
Senior Officers will authorize or deny the request based
on that consultation. If granted, this authorization will
be one-time only. The solicitation activity will be
reviewed at its completion for consistency with campus
priorities before approval is granted for subsequent
solicitation, should it be sought.
3. Definition
The Senior Officers of the UCSB campus are:
Chancellor
Executive Vice Chancellor--Academic Affairs
Vice Chancellor--Administrative Services
Vice Chancellor--Institutional Advancement
Vice Chancellor--Student Affairs
Assistant Chancellor--Budget and Planning
Associate Vice Chancellor--Housing and Auxiliary Services
NOTE: Any fund raising activity that involves both on- and off-campus
solicitation should be coordinated by both the Campus Activities Center
and the Development Office.
Please direct questions about these policies to Meta.Clow@vcadmin.ucsb.edu. For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
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Last Modified By: EBH, 7/09/98