1700P College-Foundation Relationship Regarding Donations and Fund-Raising (Procedures)
Original Date: 5/4/1994 * Last Revision Effective: 9/11/2012
Policy Contact: Vice President, Administrative Services
The following procedures are established to meet the requirements for implementing policy #1700 – College-Foundation Relationship Regarding Donations and Fund-Raising.
A fund-raising activity is any event that raises money to be used for the benefit of the organization. It may be a workshop, seminar, auction, student club or organizational event, athletic event, musical production, etc.
All plans for fund-raising events to benefit the college or foundation must be approved by the president or designee and the vice president of institutional advancement. Student-sponsored fund-raising events must be approved by the vice president of student services or designee. The proposal for the event should identify the sponsor of event, person in charge, purpose of event, location, funding sources, and staffing (e.g., students, staff, volunteers, etc.). This information will help determine the ownership of revenues brought in by the event, according to the following guidelines:
- If college facilities are used for the event, such as the theater, gymnasium, or a classroom, then the receipts must be considered state funds. An event specifically sponsored by the foundation, such as an awards dinner, is excepted from this rule.
- If any college funds (including but not limited to state appropriations, local revenues, student fees) are used to support the event in any way the receipts must be considered state funds. (Examples: rental costs for equipment or off-campus facilities; supplies and materials; travel expenses; food/beverages; wages and stipends.)
- If college personnel (staff, faculty, student employees, etc.) are contracted to work at the event, the receipts must be considered state funds. Foundation-sponsored events for which Bellevue College employees volunteer or have negotiated a stipend for non-work hours are not subject to this rule. (Note: if a college employee is paid for work at any fund-raising event, whether for the college or the foundation, the payment must be processed through the college payroll office.)
If the guidelines determine that the receipts from the fund-raising activity are state funds, those receipts must be deposited into appropriate college accounts and must be disbursed in the same manner and under the same regulations as any other college funds.
Any receipts from fund-raising events held off campus using volunteers and donated funds may be deposited to the foundation or to the college based upon the donor’s intent.
Fund-Raising for Scholarships
Funds raised from an event supported by state funds may be awarded as scholarships to students in the program that sponsored the fund-raising event. For example, athletic event gate receipts or drama production ticket proceeds may be awarded to athletes and actors, respectively. Scholarship awards must be processed through the financial aid office.
Requests for Withdrawal of Departmental Funds Held by the Foundation
All requests from college programs to the vice president of institutional advancement for withdrawals from their foundation program accounts must be approved by the appropriate college designated fund manager or dean.
Revisions 3/22/2005; 5/21/2009; 9/11/2012