POLICY: Spoon River College requires all fundraising activities on behalf of any college program or activity be approved through the Spoon River College Foundation.
SCOPE:
This policy applies to any individual seeking to raise funds on behalf of Spoon River College.
DEFINITIONS:
Memorandum of Understanding: The document of record that offers greater detail on the cooperative nature between the College and the Foundation.
DETAILS:
The Spoon River College Foundation (Foundation) provides additional resources to meet college goals and to provide scholarships for students of Spoon River College. The Foundation operates under the administration of the Foundation Board and the Foundation Director as a separate 501 (c) (3) organization and is the primary receiving point for gifts made to the College.
Spoon River College authorizes athletic coaches and student organization sponsors to engage in fundraising activities to raise appropriate approved funds for their respective sport or student organization using the procedures below. All other types of fundraising activities on behalf of Spoon River College must be pre-approved by the Foundation Director. Generally, fundraising requests must be made a minimum of five days in advance of the proposed fundraising activities; however, some exceptions may be approved.
Accessing funds from the Spoon River College Foundation on behalf of athletic teams or student organizations requires a requisition signed by the Director of Athletics and Intramurals, or the Dean of Student Services (or designee), and the Foundation Director.
PROCEDURE(S):
Athletic coaches or student organization advisors submit a fundraising proposal to the Director of Athletics and Intramurals (coach) or Dean of Student Services (student organization sponsor). The proposal states the reason the funds are needed, the benefit to the program, and a realistic amount, which the fundraising event would provide. Coach or advisor must also identify a “target audience” – potential supporters/donors to the fundraising effort, to ensure that no one donor is being inundated with requests for financial support for Spoon River College, and to ensure that all organizations on campus have equal chances to raise funds. Fundraising efforts are not to begin prior to completion of the approval process.
Director of Athletics and Intramurals or Dean of Student Services approves or does not approve the proposal.
Director of Athletics and Intramurals submits approved athletic proposals to the Dean of Student Services (or designee) for approval or denial.
Dean of Student Services (or designee) forwards approved requests to the Foundation Director for final approval using the Spoon River College Foundation Fundraising Form. Requestors will be contacted if a proposal requires further discussion.
Once approved, the athletic coach or student organization advisor coordinates the fundraising efforts and is responsible for all marketing and correspondence.
The athletic coach or student organization advisor maintains and submits receipts for all funds raised to the Director of Athletics and Intramurals (coach) or Dean of Student Services (student organization sponsor). All monies are accounted for with receipts. A final fundraising report outlining all revenue and expenses must be submitted to the Foundation thirty (30) days after the conclusion of the fundraising project.
The funds raised are submitted to the Business Office for deposit in the designated account(s).At the time of deposit, the Spoon River College Foundation Deposit form is completed and filed in the Director of Athletics and Intramurals’ or Dean of Student Services’ office.
The Business Office maintains an accurate account balance for each athletic sport and student organization.