K. Solicitation and Fundraising

For updated information access the university website at http://vcfa.uark.edu/Documents/7080.pdf (U of A Policies and Procedures for Facilities use)

1. University Buildings and Grounds

The buildings and grounds owned by the Board of Trustees of the University of Arkansas exist for, and are exclusively devoted to, the organized and approved University program of higher education. As such, they are committed to being used for the non-profit, tax-exempt use of the official program of the University. Therefore, private unsolicited business activities are not permitted on University premises. However, in certain limited areas, the University contracts with private firms to provide needed on-campus services for students, faculty, and staff that contribute to the accomplishment of the University's educational purposes.

2. Solicitation on University Buildings and Grounds

Apart from prohibiting profit-making commercial business activities, the University also regulates, within limits, under separate policies, and consistent with the above policy, any use of its buildings and grounds for solicitation, including fund raising activities. The following RSO fundraising policies apply:

  • RSOs cannot give tax‐exempt receipts to donors, unless the RSO has formed its own 501c3 (nonprofit) or have been granted that status by the national organization.
  • Auctions (including silent) are not allowed even if the event is being hosted off campus.
  • Raffles/gambling/games of chance in which a person pays money for a chance at winning a prize are generally illegal in the State of Arkansas.
  • An RSO must be in Active status to reserve space and hold a fundraiser
  • RSO’s that approach businesses/alumni/non‐university entities requesting sponsorships or donations may use your RSO’s logo in the letterhead. However, to avoid confusion, the use of University logos in your letterhead is not allowed. A copy of the letter must be submitted to the Office of Student Activities.
  • Inquiries relating to any of these policies should be directed to the Office of Student Activities, ARKU A665.

3. Policy on Canvassing and Solicitation

Merchants or students may sell goods and/or services to residence halls, sororities, and fraternities on specific occasions when the organization in question has requested a particular service or when such service is directly relevant to the purpose of that organization. Under no circumstances is door-to-door selling, soliciting, or canvassing permissible. Upon such request, the Office of the Dean of Students or, in the case of residence halls, the University Housing Office, will issue the merchant an official pass identifying him or her as a legitimate campus solicitor in keeping with the above policy. (Failure of a solicitor to receive appropriate identification to sell on University premises may lead to requested action by civil authorities). Specific procedural guidelines should be sought from the Dean of Students.

4. Insurance

The suitability of life insurance programs for college students is regulated by law in cases of premium deferment by a premium financing arrangement. Insurance agents and companies offering this type of insurance need to receive approval of the suitability of their programs under Regulation 14 of the State of Arkansas Insurance Department prior to solicitation of students. Any agent or company wishing to sell premium financed life insurance to college students must register with the Office of the Dean of Students, ADMN 325.

5. Fundraising Guidelines for Registered Student Organizations

RSOs may raise money for their organizations through fundraisers. A "fundraiser" is defined as any money other than dues coming through the hands of your RSO, whether intended to be used for a specific event (such as a conference), donated to a philanthropy, or just held in your account for future use.

Fundraisers are meant to help your organization accomplish its objectives. Please remember that all fundraisers must benefit the organization, not an individual or individuals.

ALL money coming through the hands of your RSO must be deposited into your RSO checking account. You may then use this account to write checks for events, give the money to your chosen philanthropy, etc. (See Checkwriting Policies for more information on account guidelines.)

Fundraisers often take the form of selling items or services, selling tickets to an event, accepting donations, or asking for sponsorships from local businesses. We encourage you to get creative with your fundraising ideas!

To conduct a fundraiser:

  1. Complete the Notification of Fundraiser/Philanthropy Form. Return it to the Office of Student Activities at least 2 weeks prior to your fundraiser. This form notifies us that you will be collecting money, and provides accountability to your RSO that the officers will handle that money according to guidelines.
  2. If it is on campus, reserve your space. If you’re not sure how to do that, consult the Office of Student Activities website for links to reserve various spaces on campus.
  3. Hold your fundraiser.
  4. Deposit ALL funds raised into your account in the Treasurer’s Office within 2 weeks. When depositing funds into an RSO account from a fundraiser your organization has held, you must allocate those funds as being from a "FUNDRAISER". Please specify in the Deposit Description at the bottom of the deposit form the source of the funds being deposited. For instance, write "Bake Sale Fundraiser, $50" in the space provided on the form. This information will help the Treasurer’s Office keep better track of your organization’s funds.

RSO Fundraisers and campus departments

  • Departments cannot purchase anything for an RSO to sell in a fundraiser.
  • Fundraised money cannot be put into a departmental account.
  • Funds cannot be transferred from an RSO (1102) into a 0392 foundation account.
  • RSO’s cannot "donate" to a department (from a fundraiser or otherwise).

Things to remember

  • All checks should be made out to "{ORGANIZATION NAME}". Do not accept checks made out to "University of Arkansas" or to any department at the University of Arkansas.
  • The Student Accounts Office will accept cash, checks, and money orders. There is currently no credit card payment system available to RSO’s.
  • You are responsible for reserving the space for your fundraiser.
  • If you intend to sell food items on the Union Mall, you must email catering@uark.edu to ask permission from Chartwell’s. No food sales are allowed inside the Union.
  • Please keep accounting records and deposit all funds into your RSO checking account within 2 weeks.
  • Please note that your RSO cannot give tax-exempt receipts to donors, unless you have formed your own 501c3 (nonprofit) or have been granted that status by your national organization
  • Auctions (including silent) are not allowed even if the event is being hosted off campus.
  • Raffles/gambling/games of chance in which a person pays money for a chance at winning a prize are generally illegal in the State of Arkansas.
  • Your RSO must be in Active status to reserve space and hold a fundraiser
  • Any items that you have printed, such as t-shirts and hats, must be printed by merchants who are officially licensed and listed on the Approved Vendors List. You must also turn in a Trademark/Licensing form to the Office of Student Activities.
  • If you approach businesses/alumni/non-university entities requesting sponsorships or donations, you may use your RSO’s logo in the letterhead. However, to avoid confusion, the use of University logos in your letterhead is not allowed. Please submit a copy of any solicitation documents (letters, brochures, etc.) with your fundraiser notification form.
  • Please notify the Office of Student Activities of any change to your fundraiser dates.