GUIDELINES FOR STUDENT ORGANIZATION FUNDRAISING PROJECTS
Any fundraising project not conducted within or near an academic facility must be approved by the Dean of Students or his/her
designee, except in the case of Intramural-Recreational Sports or Athletic Department facilities where approval of the Director of
Athletics or his/her designee must be obtained. Fundraising projects occurring in or immediately adjacent to academic spaces must
be approved by the appropriate academic facility scheduler consistent with the policy on the Use of University Facilities and Limits
on Direct Solicitation and Advertising. For a list of facility schedules, please see the Source: http://www.virginia.edu/source/.
The Office of the Dean of Students has developed additional guidelines intended to specify the locations and the restrictions for
fundraising projects that are not within or near an academic facility. These guidelines are listed below.
1.
Fundraising projects may be conducted at the following sites and shall be limited to the number of spots indicated for
each site at a given time.
a. Northwest Sidewalk of Lower Lawn - 4
b. Second Floor of Newcomb Hall - 4
c. Monroe Plaza – 4
d. O’Hill-3
2.
Fundraising projects are limited to one week per site and two weeks total for all sites per project unless sites are
available at the conclusion of the two weeks.
3.
Fundraising projects are limited to the solicitation of voluntary philanthropic contributions towards a charitable cause
through the sale of:
 goods hand crafted by the sponsoring group
 shirts and clothing related to the sponsoring organizations
 properly licensed recordings of performances by the sponsoring organizations
 goods which promote school spirit (UVA related teams and activities) that are properly licensed by the University
(if necessary) and are not available in the University Bookstore
 home-baked goods (only at the reservable tables on the Lawn and Monroe Plaza - food and refreshments sold in
Newcomb Hall must be provided by Dining Services)
 pamphlets/literature related to the sponsoring organizations; tickets to events; and lottery or raffle tickets (if an
appropriate permit is obtained and placed on file in Event Planning Services).
4.
Only Contracted Independent Organizations, Fraternal Organizations, and Special Status Groups may conduct fundraising projects on Grounds. Direct advertising, sales, and solicitation by outside vendors or by any individuals for
personal profit is prohibited.
5.
Fundraising projects shall be conducted only between the hours of 9:00 a.m. and 7:00 p.m.
6.
Student organizations may reserve tables through the Student Activities Center.
7.
Dances and other social events for which admission is charged are not restricted to the designated fundraising areas
and times if conducted within student activities buildings in compliance with building regulations.
8.
Event Planning Services has been designated as the office to register fundraising projects which will not be conducted
within or near an academic facility. A Student Organization Fundraising Approval Form must be completed in
registering the event. Questions related to approval of the projects shall be brought to the attention of the Assistant
Vice President for Student Affairs & Associate Dean of Students, Peabody Hall.
*Information on the use of Intramural-Recreational Sports or Athletic Department facilities as sites for fundraising projects may be
obtained from the Director of Athletics or his designate.
**Except that in the case of Intramural-Recreational Sports or Athletic Department facilities approval of the Director of Athletics or
his designate must be obtained
STUDENT ORGANIZATION FUNDRAISING APPROVAL FORM
FOR PROJECTS CONDUCTED OUTSIDE OF ACADEMIC FACILITIES
1.
SPONSORING ORGANIZATION:
2.
PERSON RESPONSIBLE FOR PROJECT:
ADDRESS:
TELEPHONE:
3.
EMAIL: ______________________
DATE(S) OF FUNDRAISING:
TIME OF PROJECT:
TO
(BEGIN)
4.
(END)
LOCATION REQUESTED:
-4
–4
Monroe Plaza – 4
O’Hill-3
5.
BRIEF DESCRIPTION OF PROJECT (If a dance/show, include any other related aspects of the project):
6.
PRICE OF TICKET/MERCHANDISE: _____________
7.
BRIEFLY DESCRIBE HOW REVENUE WILL BE COLLECTED (how/where funds will be kept when collected and also during event; specific time
within event time when funds will be collected; any other details):
*a lock box must be used for revenue
8.
ESTIMATED REVENUE per day:
(must fill in)
COST OF EVENT, IF ANY (Including University charges, rental fees, security fees, etc.):
ESTIMATED NET REVENUE:
The sponsoring Student Organization assumes all responsibility for conducting the project in compliance with the policies and regulations of
the University of Virginia. In addition, the Student Organization will comply with the terms and conditions as outlined in the attached Exhibit A.
BY:
DATE:
Authorized Student Organization Officer
BY:
DATE:
Authorized University Representative
Project Accepted:
Project Rejected:
COMMENTS:
Only Contracted Independent Organizations (CIOs), Fraternal Organizations, and Special Status Groups may conduct fundraising projects outside of
academic facilities.
EXHIBIT A
Exhibit A is intended to supplement the "Student Organization Fundraising Approval Form." All Student Organizations agree to the
following provisions and assume the responsibility for compliance with these provisions in conducting fund-raising projects on
University Grounds.
a.
Relationship between the Sponsoring Organization and the University
The University is an agency of the Commonwealth of Virginia and a public corporation. The Student
Organization is not part of the University but rather exists and operates independently of the University. The Student
Organization and the University acknowledge and agree that the Student Organization is not an agent, servant or
employee of the University, and neither has authority to act for the other or commit the other to any activity,
transaction or agreement. The University does not supervise, direct or control the Student Organization’s activities;
provided, however, the University does control its facilities and property, and to the extent that the Student
Organization seeks to use the University’s public facilities or property to conduct its private activities or affairs, the
Student Organization may be subject to additional terms and conditions governing uses of the specific facility or
property. Furthermore, the Student Organization and its members are subject to the University Honor and Judiciary
Committees for any matters that fall within their jurisdiction.
b.
Student Organization's Dealings with Third Parties
The Student Organization shall not hold itself out as being part of, controlled by, or acting on behalf of the
University. The Student Organization shall take affirmative steps in all of its recruitment, business, and other dealings
with third parties (including, for example, prospective members and businesses) to properly explain its relationship
with the University. As one of such steps, the Student Organizations shall without exception include the following
statement in the Student Organization's correspondence, messages, contracts, publications and other written or
internet communications:
Although this organization has members who are University of Virginia students and may have University
employees associated or engaged in its activities and affairs, the organization is not a part of or an agency of the
University. It is a separate and independent organization which is responsible for and manages its own activities and
affairs. The University does not direct, supervise or control the organization and is not responsible for the
organization’s contracts, acts or omissions.
c.
Use of the University's Name and Symbols
The Student Organization understands and agrees that it may not use any University marks, symbols, logos,
mottoes or other indicia of the University without the express prior written approval of the University of Virginia
Licensing Program: http://www.athletic.virginia.edu/licensing/. The University will permit use of its name as part of
the Student Organization's name exclusively and only in the form of "The XYZ Club at the University of Virginia." The
Student Organization must obtain the express prior written consent of the University through its Vice President and
Chief Student Affairs Officer or his/her designee to use the University’s name in any other form. "The University of
Virginia XYZ Club" or any similar use of other University marks (e.g., “UVA Club”) is not acceptable and can never be
used in any form including as part of a top-level domain name.
d.
Non-discrimination
A Student Organization is ineligible for status when the organization restricts its membership, programs, or
activities on the basis of age, color, disability, marital status, national or ethnic origin, political affiliation, race,
religion, sex (including pregnancy), sexual orientation, veteran status or family medical or genetic information.
Notwithstanding these requirements, a Student Organization may petition to restrict its membership based on an
ability to perform the activities related to the organization’s purpose by filing a written request with the Office of the
Dean of Students. In evaluating any such requests, the University will look not merely to the constitution of an
organization but to its actual practices and operations.
e.
Use of University Space
All Student Organization fundraising projects conducted on University property will be governed by University
regulations on the use of such space.
(revised 9/17/16)