Policy on Campus Fundraising, Solicitation, and Vending
Purpose
The purpose of this policy is to clarify the policies and procedures relating to fundraising activities, solicitation and vending on the campus of Franciscan University of Steubenville. All approved fundraising, solicitation and vending activities must be consistent with and support the University’s mission. All groups shall follow federal and state guidelines for vendor licensing and taxation laws. Also, in order to provide an environment conducive to work and academic pursuits, fundraising, solicitation and vending activities are limited to certain locations, times and situations.
General Policy and Procedures
Vendor Committee. The Vendor Committee includes the director of Business Services (chair), the Director of Bookstore, the director of Student Activities and Programming, the assistant director of Student Life Services and Communications, and the coordinator of Facilities and Fitness (athletics). The purpose of the Vendor Committee is to ensure that fundraising, solicitation, and vending activities on campus are consistent with and support the University’s mission, as well as to regulate these activities in order to provide a healthy work and academic environment for all students, faculty, and staff.
Product sales. The Franciscan University Bookstore maintains the exclusive right to sell retail merchandise on campus. Normally, any vendor (including students, faculty, and staff) wishing to sell merchandise on campus must work with the director of Bookstore on a consignment basis. Exceptions to this rule are normally limited to musicians/performers that are performing at events sponsored by the University or by a Student Government-recognized club. In these situations, the musicians/performers may sell their own recordings and clothing items beginning one hour before their concert/performance until one hour after their concert/performance at a table located in the performance facility, or in the J. C. Williams Center. Musicians/performers are responsible for obtaining any required licenses (e.g. vendor’s license) for their product sales. Intercollegiate sports teams may sell Baron logo merchandise at intercollegiate home games.
Any other exceptions to this rule must receive prior approval from the director of Business Services.
Student businesses. The University encourages and supports student entrepreneurship, especially for services that benefit other Franciscan University students (e.g., haircuts, T-shirt design, tax preparation, etc.). However, student enterprises should not cause an undue burden upon the University Mail & Print Services or other University resources and services. Students may not bring off-campus guests into their residence halls in order to conduct business, and may not use their residence hall rooms as a storage location for their business. Students are responsible for adhering to federal, state, and local laws regarding taxation and any required licenses.
Students desiring to sell merchandise on campus must contact the director of Bookstore (see Product Sales above).
Advertising. Advertisements must be consistent with the mission statement of the University and must not promote organizations or events that are in direct competition with the University. Advertisements that are posted on designated kiosks and bulletin boards must receive prior approval from the appropriate University personnel (e.g., the director of Student Activities and Programming for kiosks, secretary to the vice president of Academic Affairs for Egan Hall bulletin boards, etc.). Products and services from outside vendors that are in direct competition with the University Bookstore may be advertised through the student newspaper with the prior approval of the Vendor Committee.
Distribution of literature and other solicitation. As a general rule, outside organizations are not permitted to display or distribute literature, or otherwise solicit on University property. Any exceptions to this rule will be limited to locations that have been approved by the Vendor Committee. The exceptions must be consistent with the mission statement of the University and must not promote organizations or events that are in direct competition with the University. These exceptions must receive prior approval from the director of Business Services.
University name, seal, and logo. The University name, seal, and logo are licensed and the University reserves all rights to their use. Products using the University name, seal, and logo are generally sold through the University Bookstore. Any product or service using the University name, seal, or logo that is not sold through the Bookstore must receive prior written approval from the director of Business Services. Use of the University name, seal, and logo must be in accordance with overall guidelines issued by the University’s Marketing and Communications. Intercollegiate sports teams may sell Baron logo merchandise at intercollegiate home games.
Fundraising
Fundraising activities are intended to assist the University’s student clubs and organizations in accomplishing their work and advancing their missions. Fundraising for personal benefit is prohibited. Fundraising events (dances, concerts, raffles, etc.) must be sponsored by a household, or club that is recognized by Student Life. Groups that are not officially recognized by Student Life are generally not able to sponsor a fundraising event on campus.
• Sunday fundraising – Sunday is the Lord’s Day and should be observed as such. Sunday fundraising may only occur at entertainment/social events, such as dances, recitals, theater/movie productions, athletic events, and the like.
• Student fundraisers may include raffles and drawings. Other gambling (such as Super Bowl pools) is prohibited. Certain restrictions apply to the sale of food products and merchandise. Sanitation guidelines must be followed for preparation and sale of food products. A city of Steubenville mobile vendor’s permit must be obtained for the sale of certain food products. If a city of Steubenville mobile vendor’s permit is required, a copy must be submitted with the fundraising application to the director of Student Activities and Programming. Copies of approved applications will be sent to the appropriate departments.
• Student fundraisers that include selling tickets to view copyright material, i.e. theater/movie productions, must have copyright permission and provide proof to the director of Business Services prior to the fundraising event.
• Merchandise and services are prohibited unless federal and state vending license and tax laws are adhered to. All sales of sweetened drinks are taxable unless an Ohio tax exempt certificate is presented to the director of Business Services. All sales tax collected must be reported to Administrative Accounting. Any sales of merchandise/product are taxable and must be reported to Administrative Accounting.
• Fundraising letters: Groups are generally not permitted to fundraise or to solicit donations through letter writing campaigns or other public appeals, or through the University’s email system.
• Accepted fundraisers not requiring licenses include: dances, concerts, raffles, drawings, auctions, baked goods, and food.
• Donations accepted fundraisers – Must display signage stating “Donations Accepted.” Signs cannot state a dollar amount and a donation amount cannot be suggested. The student group should recognize the risk of loss on this type of fundraiser.
• Groups planning to hold a fundraising event must submit a completed fundraising application to the director of Student Activities and Programming at least (10) days before the event. The director of Student Activities and Programming will first confirm that the sponsoring group is a recognized, legitimate campus organization. The Vendor Committee will issue final approval. Advertising flyers for the event may not be displayed prior to approval.
• Any group and/or organization not in compliance with the policy guidelines shall be invited to a Vendor Committee meeting for informational purposes. An incident report shall also be filed with the vice president of Student Life for student groups/organizations in accordance with the Code of Student Conduct.
• Franciscan University space and times for fundraising events are limited; therefore, as a consideration to groups denied fundraising because of scheduling conflicts, the following deadlines/limits apply:
• Fundraisers and events such as bake sales, surveys, and information tables must be canceled as soon as possible but no less than 48 hours prior to the approved scheduled fundraising event.
• Fundraisers such as dances and coffeehouses with reserved space must be canceled at least two weeks in advance. Non-compliance may result in future fundraising requests being denied for the remainder of the semester and/or the following semester.
Local Vendors/Organizations
Local organizations are prohibited from fundraising on campus except during certain events to which they are invited (i.e. Medieval Festival, summer conferences). Vendors may be required to provide proof of insurance. A certificate of insurance naming Franciscan University as additional insured may be required at the discretion of the director of Business Services. Food vendors will be required to provide a copy of mobile food license and a certificate of insurance naming Franciscan University as additional insured to the Director of Business Services.
Advertising: Local vendors may advertise on campus by providing 8.5” x 11” posters, coupons, purchase space in The Troubadour (school newspaper), social networking, and/or direct mailing through the United States Postal Service (USPS). Vendors shall submit posters and/or coupons to the Information Desk in J.C. Williams Center to post.
Prohibited Advertising:
Flyers on vehicles, apartments at Assisi Heights, directly through office visits, campus mail, or the University's email system to faculty, staff and/or students, and un-designated areas are prohibited. The words and/or logos of Franciscan, Franciscan University, or Franciscan University of Steubenville shall not appear on the advertising. Distribution of prohibited advertising flyers and/or postings shall be brought to the attention of the Director of Business Services.