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Sales and Solicitation of Funds, On-Campus

Recommended By: Administration and Finance
Approved:
Ruben Armiñana, President
Date of Original Issue: April 29, 1991
Effective Date: December 1, 2000
Contact Office: Vice President, Administration & Finance

Policy #1991-3

  1. Introduction
    It is the policy of Sonoma State University (SSU) to permit University offices and organizations, as well as non-University organizations (and, in certain instances, individuals), to engage in sales and solicitation of funds on campus if such activity:
    1. Contributes to the University's educational, research, public service, or student life activities; and
    2. Provides a needed good or service at a reasonable price, on reasonable terms, and at a convenient location and time; and
    3. Is carried out for the benefit of the campus community and with sensitivity to the surrounding community; and
    4. Does not interfere with University operations and activities, or conflict with University policies; and
    5. Is not prohibited by law.
  2. Authority
    This policy has been developed to govern on-campus sales and solicitation of funds, including fundraising, pursuant to Title 5, Section 42350 of the California Administrative Code
  3. Definitions
    1. "Campus" includes all land, buildings, structures, and landscape features - natural or man-made - owned, leased, rented or otherwise under the legal authority of the University, its offices or organizations as defined in III. G. below. (At present, this includes, but is not limited to the main campus, the Fairfield-Osborn Preserve, and the Ukiah Center at Mendocino College.)
    2. "Sales" means any exchange of property or services for an agreed sum of money or other valuable consideration.
    3. "Solicitation" means the act of asking for, appealing to or for, or endeavoring to persuade or obtain by asking.
    4. "Fundraising" means the act of soliciting money in an event typically one day or less in duration for the benefit of particular organizations, agencies, or causes. Examples of this would include bake sales, raffles, car washes, etc.
    5. "Fund Drive" means the act of soliciting money in an event that typically has a goal and exists over a period of time for the benefit of particular organizations, agencies, or causes. An example of this would include direct mailings, phone-a-thons, and one-on-one solicitations for the University's annual fund drive.
    6. "Private sales" refers to occasional sales between persons who are University students or employees (providing there is no general solicitation of other members of the campus community).
    7. "University offices and organizations" include academic and administrative departments and offices, auxiliaries, chartered student clubs, support groups, and employee organizations (see Use of Campus Facilities Policy).
    8. "Non-University" organizations are all others not named in section III.E.
  4. Sales and solicitation of funds by University offices and organizations
    University offices and organizations are permitted to conduct the following on-campus sales and solicitation of funds:
    1. Admission fees for regularly scheduled University events and performances.
    2. Admission fees for special events and activities sponsored by University offices or organizations (for example, guest lectures, conferences, workshops, and dances), as approved by:
      1. Provost and Vice President for Academic Affairs for schools, academic departments and programs, centers and institutes, and the Academic Senate;
      2. Vice President for Administration and Finance or Administration and Finance offices, Academic Foundation, Inc., the Housing Services Office, and the Sonoma State Enterprises Corporation;
      3. Vice President for Student Affairs for Athletics, Student Affairs offices, student clubs, the Associated Students, and the Student Union;
      4. Vice President for Development for University support groups;
      5. President for all other activities.
    3. Sale of goods/merchandise typically found in retail venues shall be reviewed by the campus retail services contractors. Sale of goods (such as books, prerecorded audio and video tapes, artworks, and T-shirts) offered in conjunction with and directly related to events, fund drives or activities held by University offices or organizations, but not typically found in retail venue with approval of the Vice President for Administration and Finance.
    4. Sale of goods that carry the name and/or logo of the sponsoring University office or organization, with approval of the Vice President for Administration and Finance.
      1. Sale of goods that carry the University seal, mark or logo must be in compliance with standards and policy for use. All such usage of the University seal, mark or logo must be approved by the University Affairs Office.
      2. The University seal is not a logo and can only be used in an official manner. It is a copyright and its use must be approved by the University Affairs Office.
    5. Fundraising, as defined in section III.D, by University offices or organizations in support of appropriate activities, as defined in section I. and with approval as specified in section IV.B.
    6. University fund drives conducted by or approved by the SSU Development Office to benefit University programs and activities (such as the Annual Drive and the Five-Year Campaign) as set forth by the SSU Gifts to the University Policy.
    7. Food sales by campus food-service contractors and certain other University organizations including food sales offered in conjunction with and directly related to events, fund drives or activities held by University offices or organizations as set forth by the SSU Food Services and Sales Policy.
  5. Sales and solicitation of funds by non-University organizations
    Non-University organizations are permitted to conduct sales and solicitation of funds on campus as follows:
    1. Admission fees for events scheduled in University facilities or on University grounds through a lease agreement with the University (see SSU Use of Facilities Policy).
    2. Sale of goods (such as published material, prerecorded audio and video tapes, T-shirts) offered in conjunction with and directly related to events and activities for which the University facility has been approved for use and a lease agreement with the University has been made, with approval by the Vice President for Administration and Finance. Goods and services are not to be in conflict with Section IV.C .
    3. Goods or services offered to members of the campus community through sublease agreements and/or contracts with the Sonoma State Enterprises, Inc., as approved by the Vice President for Administration and Finance.
    4. Goods or services offered through agreement with the Sonoma Student Union Corporation, as approved by the Vice President for Student Affairs and Vice President for Administration and Finance.
    5. Goods or services offered to SSU students through agreement with the Associated Students of Sonoma State University (such as student health insurance), as approved by the Vice President for Administration and Finance and Vice President for Student Affairs.
    6. Solicitation of applications for general-use credit cards; such solicitation is limited to the first two weeks of each semester, is restricted to designated areas within the central Campus Quadrangle, shall provide consumer debt education information and must be approved by and conducted by the Events Office.
    7. Transactions conducted in the normal course of University business in University offices where employees have the authority to invite commercial solicitors to campus and to conduct commercial transactions with them (for example, transactions between individual faculty members and representatives of book publishers), according to established University procurement policies and procedures.
    8. Sale of goods by individuals or organizations. Sale and promotion of such items are limited to specific days and times and are restricted to designated areas; and must be approved by and coordinated by, and are subject to fees assessed by, the Events Office.
  6. Unauthorized events
    Events or activities that cannot be permitted in University buildings or on University grounds are:
    1. Sales that would constitute unfair competition with local businesses; that is, on-campus sales--on a continuous or regular basis, by organizations other than University auxiliary corporations--of goods or services that are available in the adjacent community.
    2. The sale or offerings for sale of goods or services by an individual or individuals to monetarily profit an individual or individuals except as herein authorized (see section V.H.).
    3. Lotteries and raffles; however, University offices and organizations may be permitted to conduct drawings for which donations are requested, as specified in the "On-Campus Sales and Solicitation of Funds Application" form.
    4. The sale or exhibition of goods not owned outright by the sponsoring University organization.
    5. Generally, University-wide charitable fund drives for the benefit of the larger community or of particular agencies, organizations, causes, and events within the community; any exception must be approved by the President.
    6. Generally, any fundraising by or for the benefit of non-University organizations, agencies, causes, and events; any exception must be approved by the President.
    7. Any sale or offering for sale of goods or services on campus grounds or in campus buildings by University offices and organizations or by non-University organizations, except as specifically authorized herein.
  7. Private sales
    This policy does not apply to private sales; that is, occasional sales between persons who are University students or employees, provided there is no general solicitation of other members of the campus community.
  8. Time, place, and manner
    1. Time: On-campus sales and solicitation generally are permitted only during instructional hours; and, if the activity has been approved in conjunction with a campus event, during that campus event.
    2. Place: On-campus sales and solicitation may be conducted in the following locations (including but not limited to):
      1. In the general vicinity of an approved event or activity when the sales and solicitation is conducted in conjunction with that event or activity.
      2. In certain buildings and outside areas that are under the jurisdiction of campus auxiliaries if the activity is sponsored by, or conducted through agreement with, that auxiliary (see sections V., subsections C., D., and E.).
      3. In certain outside areas approved for food sales as specified in the SSU Food Service and Sales Policy.
      4. Except as noted herein, no sales or solicitation will be conducted in campus buildings, parking lots, or other undesignated areas.
    3. Manner:
      1. All state and federal laws must be observed, as well as policies, rules and regulations of Sonoma State University and the California State University system.
      2. Such activity must not interfere with classes in session or obstruct the free flow of traffic, and must be carried out without shouting, voice amplification, harassment or disturbance of persons in the area, or any breach of peace.
      3. The premises must be left in the same condition in which they are found.
      4. The posting of advertisements or notices offering goods or services must be conducted in accordance with the SSU Signage Policy. Under no circumstances will advertisements and notices be placed on vehicles in the campus parking lots.
  9. Procedures
    1. For sales and solicitation by University offices or organizations:
      1. Applicant obtains an "On-Campus Sales and Solicitation of Funds Application" form from the SSU Events Office.
      2. Applicant consults as appropriate and obtains necessary approvals on the form as outlined in section IV.B
      3. Applicant turns in the form, with approval signatures, to the Events Office (usually with the "Use of Facilities Application" form), at least ten working days before the event.
      4. The confirmation must be prominently displayed during and at the site of the sales and solicitation.
      5. The organization must deposit all funds into an appropriate on-campus account within two working days of the completion of the event. The organization must provide a complete accounting of funds to the administrator who approved the event within ten working days. The administrator who approved the event is responsible for ensuring that the organization complies with all accounting requirements.
      6. Any person who conducts sales or solicitation in the name of a University office or organization must be a University employee or a currently enrolled student.
    2. For sales and solicitation by non-University organizations: the organization must enter into a lease agreement with the University, through the Office of Contracts and Procurement or must enter into a contract or agreement with a University auxiliary. The confirmation must be prominently displayed at the site of the sales or solicitation.
    3. For sales and solicitation in association with events and activities by a University office or organization and a non-University organization: the University must comply with all requirements outlined in section IX.A. above, and the non-University organization must comply with all requirements of section IX.B.
  10. Enforcement of policy
    The Office of Police Services is responsible for monitoring sales and solicitation on campus. Police Services has the authority to require any person who is conducting sales or solicitation and is unable to produce the required, properly signed forms to cease and desist. Police Services works closely with other University offices that have responsibility for various aspects of on-campus sales and solicitations as defined in this policy. Anyone who observes violations of this policy should report such violations to Police Services.

Updated December 11, 2000 by SSU.policies@sonoma.edu