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512 - Fundraising, Donations & Gift Acceptance

Responsible Office:  Strategic Initiatives
Responsible Officer:  Vice President of Strategic Initiatives
Reference: Minnesota State Board Policy 7.7 - Gifts & Grants Acceptance
Minnesota State Board Policy 5.15 - Fund Raising 
IRS Charitable Organizations – Substantiation and Disclosure Requirements

PURPOSE: 

Fundraising is an important activity of Minnesota State College Southeast’s student organizations, faculty, and staff and of the Minnesota State College Southeast Foundation (hereafter referred to as the Foundation) in supporting the needs of the college and its students. This policy ensures that fundraising initiatives of the college and Foundation are coordinated, cohesive, and in compliance as we engage partners and benefactors in our surrounding communities and beyond. 

 

PART 1. DEFINITIONS

Fundraise: An organized effort to solicit gifts and contributions for any MSC Southeast or Foundation purpose.

Request Support from the Public: Sales, raffles, drawings, lotteries, etc. in support of MSC Southeast, its programs, clubs, organizations, or its Foundation. 

Donations and Gifts: Cash or in-kind gifts from individuals, businesses, or other organizations for any college purpose, 

Gifts-in-Kind: Donations of objects, services, materials, and resources other than cash.

Cash Contributions/Sponsorships: Cash contributions and sponsorships are monetary donations. They differ from grants in that these contributions typically do not require a formal application process or ongoing reporting.

 

PART 2. POLICY

Minnesota State College Southeast and the Foundation may solicit, receive, and accept funding from external sources consistent with our mission. This policy and Southeast’s authority to approve and conduct fundraising or request support from the public applies to all whether conducted by the college employees or students, the Foundation, support groups, or individuals or organizations on behalf of the college. 

The following procedures are to be followed to ensure the solicitation of gifts of cash, securities, or other goods or services, including actual/planned gifts, and pledges to support college programs, scholarships, student activities, endowments and capital expansion are coordinated and monitored appropriately. 

Any Southeast employee, student, alumnus, volunteer or other person, persons or group wishing to undertake fundraising, solicitation of contributions, or acceptance of gifts-in-kind in the name of the college or Foundation shall adhere to the procedures as outlined. Furthermore, any person associated with the college that is involved in fundraising activities are considered representatives of the college and shall conduct themselves in a professional manner (See also Policy No. 405 Representing the College.)

All monies raised through any fundraising or sponsorship activities must be placed in an appropriate cost center or custody account established through the MSC Southeast business office or Foundation. All completed forms must be on file in the Foundation, with the required signatures, before any fundraising activity can begin. Electronic copies of all completed forms will be stored within the college’s secure electronic file sharing system. 

All staff, faculty or students must notify the Foundation of any gifts or contributions received with a cash or in-kind value that meet or exceed the amount required by IRS reporting regulations by completing a Donation and Gift Acceptance Form (PDF). The college will maintain a  list of gifts and grants which meet or exceed the threshold as required by Minnesota State Policy 7.7. 

PART 3. PROCEDURE

Any Southeast employee, student, alumnus, volunteer or other person, persons or group wishing to undertake fundraising, solicitation of contributions, or acceptance of gifts-in-kind in the name of the college or Foundation must submit a completed Request for External Support Form (PDF) to the Foundation before initiating the proposed request for support from the public. This includes fundraisers which are focused primarily on soliciting contributions from current Southeast staff, faculty, and students. 

A completed Request for External Support Form will be reviewed and approved by the program supervisor or club advisor, the appropriate Dean or Vice President as well as the Foundation. The requests will be reviewed and the primary contact for the fundraising efforts will be notified of the decision within three (3) business days of submission.

Upon approval, or in the event of unsolicited contributions, the following procedures apply. 

  • A Donation and Gift Acceptance Form (PDF) must be completed by a MSC Southeast employee, student, alumnus, group, or other person accepting a cash contributions/sponsorships or gifts-in-kind that meets or exceeds the threshold for IRS documentation.
    • Prior to acceptance of any gifts in-kind, a determination of the viability and good working order as well as viable use of any item must be established. The acceptance of such gifts offered to MSC Southeast or the Foundation must be reviewed by the department head and approved by the departmental dean, vice presidents or president.
    • Values placed on all donated items are the responsibility of the donor, unless an independent appraiser is warranted. This is usually necessary for the acceptance of works of art, antiques or gifts of historical value, land and buildings. In cases where gifts-in-kind are commonplace to a certain program, prior arrangements and latitude may be established with Cabinet approval.
  • A copy of the completed and approved Donation and Gift Acceptance Form (PDF) will be provided to the Foundation.

 

Approved: February 20, 2003
Reviewed: December 28, 2010, August 2020, March 12, 2021; January 2024
Revised: June 30, 2004, August 2020, March 12, 2021; January 17, 2024