14.4 Fund Raising

Policy

This policy applies to all forms of fundraising campaigns (efforts to solicit gifts and grants for any College purpose from multiple private sources) for the benefit of the College whether conducted by the College, College support groups, or individuals or organizations outside the College. This fund raising policy is intended to:

1. Coordinate all College fundraising efforts,
2. Insure that communications from Rochester University to donors are consistent with our overall needs and priorities,
3. Insure that that the various fund raising efforts of Rochester University do not inadvertently jeopardize relationships with supporters or otherwise violate intended protocols, and to
4. Insure compliance with IRS regulations that relate to 501(c)(3) organizations.

Scope of coverage

1. This policy does not prohibit or limit in any way fundraising efforts by departments, organizations, teams, clubs, fraternities, or sororities that take the form of advertising in publications or programs; car washes; sales of baked goods, calendars, trinkets, t-shirts; ticketed performances; personal chore services, etc., in which the buyer of such goods or services receives a tangible benefit as a result of the transaction.
2. Student clubs and organizations may conduct on-campus fundraising after seeking the approval of their faculty advisor and the Student Development office.
3. The Policy does not apply to instances when family or friends of a deceased person announce that contributions may be sent to the College in lieu of other remembrances.
4. All fundraising events beyond those indicated in section #1, #2 and #3 above, including all efforts by employees, students or affinity groups shall be coordinated through the Alumni and Development Office.
   1. Planners of fundraising events should contact the Alumni and Development Office sufficiently in advance of the event to allow coordination.
5. Grant proposals should be coordinated with the Director of Development.

Special conditions for accepting gifts of real property

1. The President may accept the donation of any real property within a one mile radius of the main campus or less than $250,000 in appraised value, subject to Environmental Analysis requirements stated below.
2. Investment properties located more than one mile from the main campus or valued at more than $250,000 must be reviewed by the Board of Trustees prior to acceptance of the gift.
3. The College should obtain a minimum of a Phase I environmental study.
4. The President may waive this requirement for residential parcels with no known commercial or environmental issues in area surrounding the parcel. In the event that contamination found in the Phase I and/or Phase II environmental studies exceeds the guidelines of the Michigan Department of Natural Resources, the College should consult with the Executive Committee of the Board of Trustees prior to receipt of a real property donation.

Record keeping, compliance, and reporting

1. The Alumni and Development Office shall be responsible for registering in any states that require pre-registration before fund raising in that state can occur.
2. All campus groups that receive contributions should report the contribution to the Alumni and Development Office.
3. All gifts shall be recorded in Raisers’ Edge and in the General Ledger.
4. All Donors must receive a written acknowledgement from the Alumni and Development Office or other appropriate College office (see IRS regulations 1.170A-1, 1.170A-13, and 1.6115.1).
5. The Business Office shall be responsible for filing all required regulatory financial reporting, including reporting to the IRS, but excluding reporting relating to State regulation referenced in item #1 just above.