Fundraising

Student Org Fundraising Overview

• Yes, it is possible to hold an approved fundraiser. All registered student organizations wishing to sponsor a fundraising event must have approval from the Office of Student Leadership and Engagement first.
• The first step in the process is completing the fundraiser approval form in Presence. This form MUST be submitted and you must meet with the Office of Student Leadership and Engagement at least 14 calendar days prior to your scheduled event in order to be considered.
• Student organizations that wish to receive monetary donations or products from corporate sponsors will need additional approval from Advancement. Student orgs cannot accept donations in Macalester’s name.
• Fundraised money can only be contributed to an outside agency or entity if: The organization is able to provide proof of their status as a non-profit organization and the college has received a copy of their W-9 form, AND The organization is able to accept fees in U.S. dollars via check.
• No alcoholic beverages may be served, possessed, or consumed at any fundraising activity.
• To set up a meeting to discuss this process further email Emi Menk ([email protected]).

Full Student Organization Fundraising Policy

Macalester College strives to support student group programs through annual activity fee allocations and varying administrative programmatic funding allotments. At times, student groups may endeavor to obtain additional funds upon approval of the Office of Student Leadership and Engagement and Advancement. The following principles, policies and procedures govern all student fundraising activities at Macalester College.

1. The purposes of this policy are to:
   • Define and distinguish on-campus fundraising, which includes the sale of goods or services to members of the Macalester College community, from off-campus fundraising, which includes the solicitation of individuals or businesses outside the campus community for resources
   • Guide Macalester student organizations in planning their fundraising activities for the benefit of the campus community
   • Shield the college’s students, parents, alumni, donors, faculty and staff from solicitation by non-Macalester organizations whose fundraising activities would affect the college’s priorities and environment
2. Recognized student organizations are permitted to conduct infrequent fundraising efforts. Fundraising efforts should not involve soliciting significant cash gifts.
3. Student organizations may only cash, check, or use a Business Services credit card machine to collect funds. Venmo, PayPal, and other similar platforms are not accepted.
4. On a limited basis, and with prior approval from Business Services, Macalester may provide fiscal sponsorship (fiduciary oversight, financial management, and other administrative services) to organizations with limited administrative or fundraising capacity (i.e. entities without an online giving presence). The college will not act as fiscal sponsor for well-established, tax exempt charities, with the exception of the Macalester United Way Campaign.
5. In rare cases, off-campus fundraising may be approved through the Executive Director of Student Leadership and Engagement in consultation with the Advancement Office. All off-campus fundraising for Macalester College is conducted under the auspices of the college’s Advancement Office and an advance list of the individuals or organizations to be solicited must be presented for approval. In the event that solicitations are approved, potential donors must be informed of the following:
   • Contributions received by Macalester College when acting as fiscal sponsor/agent are not considered tax deductible donations.
   • Names and contact information of those being solicited were not provided to the student organization by Macalester College.
   • Use of the college’s name or trademark must be approved through the Office of Communications and Marketing. 
6. Macalester does not permit fundraising by outside organizations on its campus or via college affiliated events or programs. In general, charitable organizations other than the college itself may not use campus facilities in order to solicit gifts. Explicitly exempted from these guidelines is the annual United Way solicitation of staff and faculty. In rare instances, other exemptions to this policy may be made by appropriate college administration. Outside organizations may use our facilities in accord with external use guidelines, but not to raise funds.
7. Macalester student groups may not raise funds in conjunction with major public campus events such as athletics events, Reunion, Family Weekend, and Commencement without prior approval from the Director of Student Leadership and Engagement and the organizers of the event. 
8. College departments are not able to make charitable contributions with college funds or budget transfers.

Student Organizations are prohibited from holding bank accounts external to Macalester College or accept regular funding from external parent organizations.