Fundraising
Defined: A student organization or club attempting to raise funds for activities directly benefiting the club, organization or college.

Fundraising Guidelines
Student Organizations are encouraged to pursue and secure external funding to assist in conducting club related activities.

1. The Director of Student Life and Athletics must approve fundraising activities.  Proposals must be submitted in writing 15 business days prior to the start of fundraising activities.
2. All fundraising activities must be in compliance with all SCTC, MnSCU, Department of Finance and State of Minnesota policies and laws.
3. Club advisors are responsible to research compliance issues with any existing or proposed fundraising activity. This will avoid any unnecessary delays in the approval process.
4. All proceeds from fundraisers must be deposited into the respective student organization’s college account and follow all financial procedures outlined by the college.
5. Dispersal of proceeds must go to pre-approved benefactors or designees as stated in the fundraising proposal.
6. Funds cannot be dispersed to individuals.
7. While student organizations are encouraged to conduct fundraising activities, this does not imply College endorsement of the activity.

Items To Be Considered Before Fundraising Approval:

1. Does the fundraising activity comply with all College, MnSCU and Department of Finance Policies and State of Minnesota laws?
2. Does the fundraising activity have a direct relationship between the student organization and the proposed benefiting agency or activity?
3. Is the fundraising activity feasible?  Does the respective organization have the resources to fully conduct the activity?
4. Is the proposed budget realistic?  Will the suggested expenditures realize the proposed proceeds?
5. Does this activity duplicate an existing activity?
6. Is the activity student led and independent of any off-campus agency?
7. Does the activity conflict with existing auxiliary on-campus agencies (The Book Stop and East View Commons)?
8. Are campus resources needed and available to conduct the activity?
9. Has the fundraising proposal considered and allowed for necessary charge backs for campus facilities and/or resources?
10. Any receipt of funds to individuals, including scholarships, is subject to state and federal income tax laws and can impact individual’s financial aid.

Travel and Event Fund Raising Protocols

Clubs who fund raise for event and/or travel programming often times are faced with unique situations for their own particular activity.  Situations can include deposits required for airline tickets, lodging and conference participation that are often due well before a fund raising strategy can be developed or employed.  These protocols have been developed in an effort to provide clubs flexibility in meeting the deadlines and demands of their individual travel, event or conference programs.

1. All monies collected via fund raising, personal investment or gifts must be deposited into the club accounts.
2. All expenditures for club travel, event or conference programs must be disseminated from club accounts to preapproved vendors associated with the activity.
3. Individual club members are allowed to use personal funds to pay for partial or total travel or event costs in advance. Again, these funds are deposited into and dispursed through the club accounts.
4. Individual club members are allowed to fund raise via pre-approved club fund raising activities to pay for partial or total travel or event costs.  These funds are deposited into and dispursed through the club accounts.
5. Individual club members who deposited personal funds into club accounts in order to pre-pay travel and/or event costs may be eligible for refunds up to the amount amount of personal funds deposited.  Refunds may be considered for under the following circumstances: 

• Individuals may fund raise to offset cost of personal investment.  Any funds raised above and beyond trip costs are club funds and can only be used for activities benefitting the entire club.
• In the event a club member is unable to participate, a refund will be given less expenses due to cancelation fees and related surcharges.
• Refunded air fare vouchers will be forfeited and remain the property of the sponsoring student organization.
• In the event the trip is canceled, refunds will be provided less expenses due to cancelation fees and related surcharges.

6.   Individual club members who didn't use personal funds to pay for partial or total travel or event costs are ineligible for any refunds.  Any funds returned or unused will become the property of the sponsoring student organization.