• Steps to Requesting Donations
• Fundraisers
  • Fundraising Guidelines
  • Sale of Food Items for Fundraisers

There are two (2) ways to raise funds: (1) requesting donations and (2) selling items or offering a service, i.e. hosting a car wash.

Steps to Requesting Donations

1. Organizations must submit a Registration of Organization Event Form with fundraising portion complete and a Donation Request Application (DRA) to the Student Activities Office a minimum of four (4) weeks prior to beginning the fundraising process.
2. The listing of prospects will be reviewed by the Student Activities Office if the total requested is less than $500 or the Foundation Office if the total monies requested exceeds $500.
3. The Registration of Organization Event will be accepted or denied. The organization will be notified via copies of the form being placed in the organization in-box and a copy sent to the organization advisor.
4. Fundraise if approved!
5. Write a receipt for each donor.
6. Complete and submit the Contribution Form to the Student Activities Office.
7. Send a thank-you note immediately, immediately, immediately!

The DRA must be signed by the recognized student organization president and organization advisor. Academic organizations affiliated with a specific degree program (as opposed to national honors societies) must have the dean’s permission to proceed with the fundraising efforts.

Any correspondence from the student organization to the prospect must explicitly state that the group requesting the donations is a recognized student organization of the University of Arkansas - Fort Smith. Organizations may request up to $500.00 per prospect.

A draft of the donation request letter must be attached to the DRA. Please also attach a copy of your phone call scripts and e-mails to the DRA. The Foundation Office must have final approval on the donation request letter.

At the completion of the fundraising effort, a Contribution Form must be completed and submitted to the Foundation Office. This form lists the donors’ name, address, contact person, what the money is being applied toward, and the amount or in-kind contribution that was given.

Fundraisers

Recognized Student Organizations are encouraged and expected to make every effort to raise funds to support their activities. Organizations may generate funds in several ways:

1. Collect dues or fees (Remember that collection and deposit procedures should be outlined in your by-laws.)
2. Charge admission to events sponsored by the organization.
3. Sell goods or products.

Raffles, lotteries and door-to-door sales of any sort are prohibited. Events involving solicitation are required to complete a “Registration of Organization Event” form two (2) weeks prior to the scheduled activity. Solicitation is defined as the sale or offer for sale of any goods or services, whether for immediate or future delivery, and the receipt of, or request for, a contribution.

Activities, which are sponsored by a Recognized Student Organization, must clearly identify the organization sponsoring the event on all signs, tickets or literature. Solicitation shall be conducted directly by organization members.

For off-campus solicitations, the Student Activities Office is happy to provide a letter stating that the organization is University recognized.

Fundraising Guidelines

1. Sale of wares by Recognized Student Organizations must be conducted and staffed solely by members of the sponsoring organization.
2. Requests for all space to sell good or products on campus must be submitted to the Student Activities Office a minimum of two (2) weeks in advance.
3. Space will be allocated for a maximum of five (5) days by Student Activities office to allow equal access to all organizations.
4. On-campus solicitations must take place behind the scheduled table.
5. Fundraisers may not be conducted for private gain of individuals or for-profit businesses.
6. All fundraisers or sale of wares with the University of Arkansas - Fort Smith logo shall be reviewed by the Student Activities Office. Please see licensing information as outlined in this manual.

Sale of Food Items for Fundraisers

An outside vendor must commercially prepackage food items sold by student organizations. The organization handling the food must comply with all local, state and University codes and regulations.

Requests for fundraisers may not be:

• In conflict with University, local, state or federal regulations.
• In violation of existing University policy.
• Conducted for private gain of individuals or for-profit business.

Back to the Student Organization Handbook