Policy 22
University of Wisconsin-Parkside
Fundraising Policies
Policy # 22
Fundraising activities at the University of Wisconsin-Parkside are coordinated through the Office of University Advancement and must comply with the principles and guidelines mandated by the University of Wisconsin System. Specifically, those principles are as follows:
1.0 University of Wisconsin System Fundraising Policies
Organizations whose primary activity is to solicit funds publicly on behalf of the University of Wisconsin System or its institutions shall raise funds and operate in accordance with University of Wisconsin System policies and requirements for institutional relationships with foundations.
1.1 Organizations whose primary activity is not fundraising, but which occasionally provide funds to the University of Wisconsin System or its institutions, are not covered by these guidelines unless their fundraising efforts involve the use of the University's name. However, the University of Wisconsin System and its institutions neither endorse nor disapprove of efforts by private sector groups to engage in such fundraising activities when those activities are associated with the sale of goods or services.
1.2 The University of Wisconsin System and its institutions shall provide a regular and complete accounting to the Board of Regents of the receipt and disbursement of funds or gifts-in-kind contributed to the University. The Vice President for Business and Finance shall determine the frequency of such a report to the Board of Regents for in consultation with the University of Wisconsin System institutions.
1.3 The relationship of the University of Wisconsin System institutions to fundraising efforts for intercollegiate athletics activities shall be in strict compliance with the principle rules and regulations of the National Collegiate Athletic Association (NCAA) or conference (UW-Parkside is a member of the Great Lakes Intercollegiate Athletic Conference - "GLIAC") of which the institution is a member.
2.0 Purpose of the University of Wisconsin-Parkside Foundation, Inc.
The primary organization involved in soliciting funds for the University of Wisconsin-Parkside is the University of Wisconsin-Parkside Foundation, Inc. The Foundation is a Wisconsin not for profit corporation and is classified by the Internal Revenue Service (IRS) as a 501 (c) (3) organization. Contributions to the Foundation are tax deductible as provided by law.
2.1 A Board of Directors is legally responsible for the affairs of the Foundation, including the solicitation, management, and distribution of charitable funds. The Chancellor and Vice Chancellor for University Advancement sit as ex officio members of the Board.
2.2 The purpose of the Foundation is to aid and benefit the University in the advancement of its scientific, literary, and educational purposes. The Foundation does so through the solicitation of monetary gifts and real or personal property from individuals, organizations, corporations, foundations, and other entities.
3.0 Responsibilities of the Office of University Advancement
The Office of University Advancement is the office responsible for coordinating all fundraising activities related to the University of Wisconsin-Parkside. The Office serves as a liaison to and provides support for the University of Wisconsin-Parkside Alumni Association and the Foundation as defined by a memorandum of understanding (and an annual operating agreement, if needed) between the University and each organization. In addition, the Office provides support and assistance to academic and other University programs in fundraising efforts.
3.1 With respect to fundraising, the Office has specific responsibilities to
- Organize and manage an effective program of private gift support from alumni/alumnae, friends of the University, businesses, corporations, other organizations, and foundations
- Approve all fundraising activities by any organization whose primary purpose is to raise funds for the benefit of the University or by any organization that uses the University's name for the purpose of fundraising
- Approve all fundraising activities of University programs and assist in planning and coordinating such activities as appropriate
- Keep and maintain accurate records and reports of all gifts made to the University or the Foundation for the benefit of the University
4.0 Procedures
4.1 Fundraising Approval
4.1.1 All organizations separate from the University whose primary purpose is to raise money for university programs and activities shall obtain approval of their activity before fundraising activities are implemented through a memorandum of understanding (and an annual operating agreement, if needed) between the university and the organization.
4.1.2 Other organizations that, from time to time, solicit funds for the benefit of the University shall obtain approval for fundraising activities from the Vice Chancellor for University Advancement. Approval may be authorized by the establishment of a memorandum of understanding and/or by the completion and approval of the Fundraising Approval Form located in the appendix to this document.
4.1.3 For internal groups including colleges, departments, and other program units, the college dean and/or related Chancellor’s Cabinet member shall consult with the Vice Chancellor for University Advancement to establish fundraising plans. Solicitation of prospects assigned to a prospect manager must be coordinated with the Office of University Advancement. For broad solicitations, approval may be authorized by working in partnership with the Office of University Advancement to execute fundraising activities and/or by the completion and approval of the Fundraising Approval Form located in the appendix to this document.
4.2 Review of Fundraising Materials and Mailing List Request
4.2.1 After approval for solicitation has been granted, the Office of University Advancement shall review drafts of brochures, booklets, letters, posters, tickets, or other related materials used to solicit funds prior to distribution.
4.2.2 Requests for donor or alumni email or postal mailing lists for fundraising or other purposes shall be made to the Office of University Advancement at least ten business days in advance using the University Advancement Data Request Form. The purpose of the mailing and copies of the material to be sent should accompany the requests. The Office of University Advancement may choose to provide the mailing list, distribute the mailing directly, or deny the request based on donor and alumni privacy policies and the approval status of related fundraising activities. For email communications, a mailing list may be stored in the email marketing system; departments should check with the Office of University Advancement at least five business days in advance of re-using a mailing list in case any list updates are needed.
4.3 Charitable Funds Solicited Through Membership Dues, Special Events or Ticket Sales
4.3.1 Generally speaking, membership dues are not tax deductible when goods and/or services are provided to members in return for dues paid. However, anything given over and above basic membership costs and designated for University purposes (and not those of the membership organization) may be charitable deductions.
4.3.2 All special events such as dinners, plays, golf outings, etc. which raise funds for the benefit of the University require prior approval. (See sections 4.1.1 - 4.1.5)
4.3.3 Printed materials for special events such as tickets or entry blanks are required to state: (a) the dollar value of goods and/or services received through the purchase or payment of fees, and (b) the dollar amount to be used to benefit the University.
4.3.4 Any funds received beyond the cost of the event should be promptly forwarded to the Office of University Advancement for deposit.
4.4 Receiving and Accepting Gifts
4.4.1 All inquiries about gifts of cash, securities, property, equipment, and art and all inquiries about estate gifts, including; bequests, insurance, retirement accounts, annuities, and trusts, naming either the University or the Foundation as the beneficiary, shall be referred to the Office of University Advancement.
4.4.2 The Vice Chancellor for University Advancement will be responsible for accepting gifts to the University or referring these gifts when necessary to the Chancellor's Cabinet and Chancellor for acceptance. The Vice Chancellor for University Advancement will also report gifts to the University to the Foundation Board of Directors. The Vice Chancellor for University Advancement may decline any gifts which do not align with the mission or needs of the University.
4.4.3 After gifts to the University have been accepted by the Vice Chancellor for University Advancement or the Chancellor's Cabinet, they will be transmitted to the Office of Grants which will maintain necessary records and handle all further transactions including reporting gifts to the Board of Regents and handling disbursement of gift dollars. The Office of Grants will be responsible for notifying Business Services of gifts-in-kind and property accepted for the University by the Board of Regents for purpose of placing such items on inventory.
4.4.4 The Office of University Advancement will be responsible for the official acknowledgement of gifts received, including letter of quid pro quo and substantiation of as required by the Internal Revenue Service.
4.4.5 Confidential records pertaining to donors of the Foundation are owned by the Foundation and will be maintained in the Office of University Advancement.
4.4.6 The Vice Chancellor for University Advancement shall be designated as the University's certifying officer for all corporate matching gifts to the University and Foundation. The Vice Chancellor for University Advancement may delegate this authority to Office of University Advancement staff members.
4.4.7 Revenues derived for University contracts, grants from government-funded sources, and fees for service must be administered through University accounts (not Foundation accounts). Whenever there is a question about whether funds should be administered through University accounts or Foundation accounts, the Vice Chancellor for University Advancement, in consultation with the Chancellor's Cabinet and/or Business Services when appropriate, shall be responsible for determining where the funds shall be deposited.
4.5 Acknowledgement and Reports
4.5.1 When gifts are received in the Office of University Advancement, the Office will send an acknowledgement letter to the donor. to the Office of University Advancement will notify the respective Dean or Program Director so he/she may also acknowledge the donor. The Chancellor's Office will be notified of all major gifts and substantial donations.
4.5.2 At the end of each quarter, all gifts designated for specific programs will be reported to the respective Dean or Program Director for informational purposes.
4.6 Disbursement of Designated Funds from the Foundation
4.6.1 Funds given to the Foundation but designated for academic or other University programs may be disbursed by a written request from the appropriate Dean or Director with the approval of the Foundation. Disbursements and the use of funds given to the Foundation must comply with University of Wisconsin System policies and requirements for institutional relationships with foundations.
4.6.2 Disbursement requests for funds in University accounts will be handled by the Business Services Office.
Appendix
University of Wisconsin-Parkside
Fundraising Approval Form
Name of School or College, Department or Program _____________________________
Person/Organization Responsible for Fundraising __________________________________________
Phone ________________ E-mail _____________________
Briefly provide the following information: (1) dates of intended solicitation, (2) who will be solicited, (3) purpose and manner of solicitation, (4) how the funds will be used, and (5) how/where the use will be reported.
I hereby assure compliance with state regulations, University of Wisconsin System fundraising principles, and the University of Wisconsin-Parkside Fundraising Guidelines:
Department Chair/Program Director
__________________________________________________________ Date _______
Approvals:
Dean
__________________________________________________________ Date ________
Vice Chancellor for University Advancement
__________________________________________________________ Date ________
Chancellor
__________________________________________________________ Date ________
*Revised 07/2020 - Fall 2022