Off-Campus Solicitation by Registered and                   UPPS No. 03.06.01

Chartered Student Organizations                                     Issue No. 8

Effective Date: 11/09/2015

Review: July 1 E5Y

Sr. Reviewer: Vice President for University Advancement

 

 

01.       POLICY STATEMENTS

 

01.01  The purpose of this policy is to provide Texas State University with a coordinated process for off-campus fund solicitation by registered and chartered student organizations.

 

01.02  A further purpose is to ensure that registered and chartered 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 maximum private support, the university will coordinate and approve off-campus solicitation by registered and chartered student organizations.

 

01.04  The vice president for University Advancement will coordinate the procedures necessary for implementation of this policy.

 

02.       PROCEDURES FOR IMPLEMENTATION OF PROCESS

 

02.01  All registered and chartered student organizations desiring to solicit off-campus must obtain a Permit to Solicit Funds Off Campus form from the Student Involvement @ LBJSC office on the fourth floor, LBJ Student Center.

 

a.   Completed forms, along with a draft of the requested letter or materials, must be submitted to the director of the LBJ Student Center, or designee, who will approve and forward to the vice president for University Advancement (VPUA) for final approval.

 

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

 

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

 

02.03  The director of the LBJ Student Center, or designee, will maintain a calendar showing approved solicitation permits to ensure 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; and

 

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

 

04.       FORMS

 

The forms and attachments referred to within this document are available on the University Advancement website.

 

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