Off-Campus Solicitation by Registered Student            UPPS No. 03.06.01

Organizations                                                                       Issue No. 7

                                                                                                Effective Date: 05/30/2008

                                                                                                Review: July 1 E5Y

                                                                                                                                                        

 

01.       POLICY STATEMENTS

 

01.01  The purpose of this UPPS is to provide the University with a coordinated system for off-campus fund solicitation by registered student organizations.

 

01.02  A further purpose is to insure that registered student organizations and local area merchants are aware of the off-campus solicitation policy and procedures.

 

01.03  In order to maintain the good will of our local community and assure the maximum private support, the University will coordinate and approve off-campus solicitation by registered student organizations.

 

01.04  The Vice President for University Advancement (VPUA) will coordinate the procedures necessary for implementation of this policy.

 

02.       PROCEDURES FOR IMPLEMENTATION OF SYSTEM

 

02.01  The VPUA will prepare by August 20 every year a letter from the President to be included in the San Marcos Chamber of Commerce September newsletter to acquaint merchants with this policy.

 

02.02  The VPUA will prepare and send an article to the University Star by September 1 every year concerning this policy and the method of securing permits for solicitation.

 

02.03  The VPUA will prepare a letter by September 15 every year, for the President's signature to be sent to all registered on-campus organizations explaining this policy.

 

02.04  All registered student organizations (including recognized recreational club sports) desiring to solicit off-campus will obtain blank Permit to Solicit Funds Off Campus form from the Campus Activities and Student Organizations office on the fourth floor, LBJ Student Center.

 

a.   Completed forms, along with a draft of the requested letter or materials, will be submitted to the Director, LBJ Student Center, Director of Campus Recreation or designee, and the VPUA for approval.

 

b.   If the solicitation is approved, the form must be shown to all merchants from whom funds are solicited.

 

02.05  The VPUA will approve all solicitation correspondence to vendors before distribution.

 

02.06  The Director, LBJ Student Center, or designee, will maintain a calendar showing approved solicitation permits to insure there is not mass solicitation at one time and to answer any questions that may arise.

 

03.       RATIONALE FOR APPROVAL OF SOLICITATION REQUESTS

 

03.01  Approval of solicitation requests will be based on consideration of the following priorities:

 

a.   Activity for which funds are requested (i. e., charity, trip, dance)

 

b.   Value to the University

 

c.   Frequency of requests from the same group

 

d.   Number of requests received during a stated interval of time.

 

04.       FORMS

 

04.01  All forms referred to within this document are available on the University Advancement website located at: http://www.ua.txstate.edu.

 

05.       REVIEWERS OF THIS UPPS

 

05.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Vice President for University                     July 1 E5Y

Advancement          

 

Associate Director, LBJ Student Center  July 1 E5Y

 

06.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Vice President for University Advancement; senior reviewer of this UPPS

 

President