Fundraising Principles and Guidelines

SCOPE

This policy applies to fundraising activities conducted on behalf of the UW System.

PURPOSE

The purpose of this policy is to establish general principles and guidelines for fundraising activities that benefit the UW System and its institutions. The policy is intended to ensure proper institutional oversight of fundraising activities that involve the use of the name or the facilities of the University of Wisconsin System and to establish procedures for reporting the receipt and disposition of contributions and gifts-in-kind received as donations.

POLICY STATEMENT

Each institution shall develop specific fundraising policies and procedures consistent with the following guidelines.

Use of the University of Wisconsin’s Name or Facilities

The following organizations shall obtain the approval of the chief administrative officer or the officer’s designee of the institution for which a fundraising activity is proposed before using the University’s name or facilities for fundraising:

Organizations whose primary activity is to solicit funds publicly on behalf of the University of Wisconsin System or its institutions.
Organizations whose primary activity is not fundraising but who occasionally provide funds to the University of Wisconsin System or its institutions.

Private organizations are not required to seek institutional approval if their fundraising efforts do not involve the use of the University’s name and facilities. However, the University of Wisconsin System and its institutions neither endorses nor disapproves efforts by private sector groups to engage in such fundraising activities when those activities are associated with the sale of goods or services.

Institutional guidelines under this provision shall:

Specify the form and process of approval of the fundraising activity.
Require, when applicable, that such organizations give assurances of their federal and state tax exempt status and their compliance with state regulations (e.g., Chapter 440 of Wis. Stats.).
Require that such organizations provide information as to the purpose of the contemplated fundraising effort and intended distribution of proceeds.

Reporting Contributions

The University of Wisconsin System and its institutions shall provide a regular and complete accounting to the Board of Regents of the receipt and disposition of funds or gifts-in-kind contributed to the University. The frequency of such reports to the Board of Regents shall be determined by the Vice President for Finance and Administration in consultation with the University of Wisconsin System Institutions.

Institutional guidelines under this provision shall:

Establish appropriate reporting procedures and methods of public disclosure of fundraising proceeds or gifts-in-kind received by the university.
Develop specific procedures for transmitting fund-raising proceeds from the organization to the university.

Intercollegiate Athletics

The relationship of the University of Wisconsin System Institutions to specific fundraising efforts for intercollegiate athletics shall be in strict compliance with applicable rules and regulations of any intercollegiate athletic association or conference of which the institution is a member.

OVERSIGHT, ROLES, AND RESPONSIBILITIES

Each UW institution is responsible for establishing policies and procedures consistent with this policy and for ensuring compliance with the provisions of the policy.

Regent Policy Document 22-4 (formerly 85-4)