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Fundraising Procedures

Faculty, staff, and administrators at Jackson State Community College (JSCC) are encouraged to pursue fundraising activities to support the College. Jackson State Community College recognizes that fundraising can be an important avenue for supporting the institution's organization or charitable activities, athletics, and recognized student organizations. 

The objectives of the fundraising procedures: 

  • •To ensure that prior approval is obtained for fundraising activities 
  • To ensure that the fundraising activity will aid in accomplishing the mission of Jackson State Community College. 
  • To control duplicate fundraising efforts. 
  • To control multiple solicitations of gifts from the same donor(s) 
  • To ensure proper accounting for all funds and gifts receipts by the College 
  • To ensure an effective fundraising plan 

Procedures: Student Organizations 

  • Student organizations interested in holding fundraisers should consult with the Director of Student Activities to determine if the activity would be permissible. 
  • After the consultation, the student organization should complete the "Event and Fundraiser Request" located on jWeb. 
  • Upon receipt, the Director of Student Activities will review in consultation with the Vice President of Student Services and decide on the request. 
  • If the request is not approved, the Center for Student Involvement will communicate this to the student organization, and the fundraising program will not be permitted [Procedure ends]. 
  • If the request is approved, the student organization is responsible for conducting it following this policy and any other specific instructions provided by the College. 
  • Students must obtain prior approval from the Executive Director of the Foundation before soliciting external contributions or accepting a contribution. 
  • If there are any allegations of violations of policy, the Director of Student Activities and/or Vice President of Student Services will take appropriate action, including conducting additional training, mandating the event's cancellation, and/or initiating a suspension of the club/organization fundraising privileges. 
  • Upon conclusion of the event, the student organization is responsible for depositing the money into a JSCC-approved Agency Account and complying with all requirements necessary for proper accounting of funds. In the event that money is to be sent to an external charitable organization, the student organization is responsible for making arrangements in accordance with any applicable college check request procedures. 

Procedures: Faculty/Staff 

  • Develop a fundraising plan and budget with the Director of Development. 
  • Ensure fundraising events have the intent to yield net proceeds to the event 
  • Plan, conduct, and administer the fundraising event. 
  • Ensure compliance with College policies and procedures, including effective internal controls' design and operation, especially over the cash revenue receipt function. 
  • Identify the portion of the revenue that is not potentially tax-deductible gift (i.e., the fair market value of goods and services, the non-gift component of the event admission/registration fee to be received). 
  • Record and maintain a complete listing of all receipts and donors for the fundraising event. The list shall include the legal name(s) of each donor, mailing address, date of receipt, gift dollar amount, and company donors, then maintain the listing of all recipients. 
  • If the fundraising event includes prizes or awards, then maintain the listing of all recipients. 
  • Provide acknowledgment letters to donors. 
  • Provide a listing of these donors to the Director of Development. 

Business Office

The Business Office will record all gifts and deposit all funds to assure donors that proper accounting and stewardship procedures are being maintained. All checks are to be made payable to Jackson State Community College. 

Institutional Approval 

The College acknowledges that athletics or student organizations may seek external support for organizational activities or benefit from the external charity. However, students and organizations must understand that the College benefits significantly from the ongoing generosity of College alumni, parents, friends, and community members, including businesses. Therefore, all fundraising activities must be coordinated with the College to avoid conflict with institutional priorities or other College or student activities. 

The Office of the Vice President of Student Services is responsible for coordinating all fundraising activities on behalf of student organizations. Solicitation of all charitable gifts, sponsorships, and in-kind gifts, including gifts of services, are to be approved in advance by the 

Vice President of Student Services and the Director of Student Activities or through the supervision and/or guidance of Institutional Advancement. 

Purpose

All fundraising must be consistent with the College's educational mission, the student organization's purpose, the Student Codes of Conduct, College policies, and applicable Federal, State, and local laws, including tax laws. 

All funds raised must be used exclusively for the stated purpose listed on the "Event and Fundraiser Request" submitted on jWeb. Fundraisers that do not state intent will be denied. 

Under no circumstances will fundraising be allowed for purposes that benefit commercial interests or personal. 

Accounting of Funds 

All funds raised by Student Organizations must be deposited in an approved JSCC agency fund. 

All cash collected must be deposited on the next business day. 

Conduct During Fundraising 

All solicitations for support must identify the student organization, purpose, and beneficiary of the fundraising. 

Only members or advisors are permitted to fundraise for a student organization. 

Employees and students must obtain prior approval from the Director of Development (Foundation) before soliciting external contributions or accepting a contribution. 

Prohibited Activities 

Door-to-door fundraising on College-owned, -operated, or -controlled property without prior approval. 

The advertising, marketing, or merchandising of credit or debit cards. 

The use of mobile credit or debit card payment devices for collecting payments that are not approved by the College. 

The College does not approve of any computer/mobile apps. 

Sale or distribution of items that violate College trademark rights, existing contracts, or pose a potential health hazard. 

Enforcement 

Failure to obtain permission to engage in fundraising or failure to adhere to College policies may result in the cancellation of the activity by the College. It may result in the suspension of fundraising privileges for the offending club/organization.