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Executive Policy 8.209 Executive Policy 8.209



Title

Fund Raising

Header

Executive Policy Chapter 8, Business and Finance
Executive Policy EP 8.209, Fund Raising
Effective Date:  October 2014
Prior Dates Amended:  October 2011
Responsible Office:  Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board of Regents Policy:  RP 8.209, Fund Raising 
Review Date:  August 2018

I. Purpose

    A. To promulgate policies that provide for the official recognition of affiliated volunteer groups and non-profit organizations that provide fundraising assistance, public outreach and support for the University’s mission.

    B. To  provide guidelines so that funds raised by these entities are adequately controlled and properly expended in compliance with usual and common business and regulatory practices.

II. Definitions

    A. For purposes of this Executive policy, fundraising is defined as a sustained effort over an extended period of time or a highly visible public event that requires commitment of University resources to raise funds to support University programs and such fundraising is being conducted by a University recognized volunteer group or affiliated non-profit organization.

    B. For purposes of this Executive
policy, a University recognized affiliated volunteer group and/or non-profit organization is defined as an entity whose intent and primary
purpose is to generate funds to provide supplemental support to University programs which are related to or incidental to the primary purposes of the University.

III. Executive Policy

A. The Board of Regents of the University of Hawai'i wishes to acknowledge the service of volunteer groups and non-profit organizations and to encourage their support on behalf of the University. These entities provide valuable assistance in fund raising, public outreach and other support for the University's mission. 

B. Volunteer groups and non-profit organizations, except the University of Hawai'i Foundation (UHF) and the Research Corporation of the University of Hawai'i (RCUH), shall seek formal and continued recognition to be officially recognized as a University of Hawaii affiliated volunteer group or non-profit organization. 

    Recognized affiliated volunteer groups and non-profit organizations shall comply with applicable laws, rules, regulations, and University policies. Failure to comply with such laws, rules, regulations and University policies may result in the University initiating appropriate action that may include withdrawal of the University's official recognition.

    1. The chief executive of recognized affiliated volunteer group or non-profit organization shall monitor the group’s operations for conformity with University policy requirements, to include the annual submission of an IRS Form 990 or such other information as may be required by the University in association with formal University recognition.

C. A volunteer group or non-profit organization that has not been formally recognized by the University shall not:

    1. represent itself as raising funds or otherwise providing support on behalf  of or for the benefit of the University or any unit thereof;

    2. use the name of the University of Hawai'i or any of its campuses, facilities, or programs expressly or by implication; or

    3. use University facilities, equipment, personnel, or other resources.

D. By April of each year, Chancellors shall submit to the President who shall forward to the Board:

    1. A listing of volunteer groups and non-profit organizations that have received official recognition with a list of accomplishments and how the campus recognized the efforts of the group’s fundraising efforts.

    2. An explanation of the campus' efforts to ensure that the volunteer groups and non-profit organizations are in compliance with usual,  common business and regulatory practices and consistent with the overall educational mission of the University. 

        a. For officially recognized alumni chapters, the University of Hawai'i Foundation's Office of Alumni Relations shall submit certifications to the President with copy to appropriate Chancellor regarding an official recognized alumni chapters' compliance with the executive policy.

        a. As evidence of compliance, groups and organizations should submit and chancellors should maintain current copies of the organization's constitution/ charter and bylaws.

        b. On an annual basis, a copy of audited or unaudited financial statements with accompanying reports of an auditor, if any, regarding the volunteer group's and non-profit organization's financial status and any other documentation indicating compliance with usual and common business and regulatory practices and applicable laws, rules, e.g., IRS, regulations and policies.

    3. Chancellors shall annually review relationships with each volunteer group and non-profit organization for purposes of determining whether the campus, on behalf of the University, should continue or discontinue recognition of the organization.

    4. Chancellors may make exemptions to the financial reporting requirements for volunteer groups and University affiliated non-profit organizations, e.g., one-time fund raising events such as those associated with promoting and supporting the culinary arts programs, when it is in the best interest of the University and such exceptions shall be included in the annual submission to the President.

E. All fund raising campaigns held for the benefit of a campus or unit shall be coordinated by the University of Hawai'i Foundation (UHF) in accordance with the Foundation's policies and procedures. The Foundation shall also act as fiscal agent for funds raised and expended in this way.

F. The University and (UHF) shall ensure that all support in the form of contracts and grants from federal, state, local and foreign governmental, quasi­ governmental or private organizations shall continue to be solicited and accepted directly by the University, unless such support is clearly in the form of a gift. The University's Office of Research Services shall be consulted on all matters related to contracts and grants.

G. System wide alumni activities shall be coordinated with the Office of the Vice President for Student Affairs and University/Community Relations and the University of Hawai'i Foundation's Office of Alumni Relations.

H. Chartered Student Organizations and Registered Independent Organizations as provided for in Sections 7-2 and 7-3 of Board of Regents Policies shall be exempt from the provisions of this Executive Policy, but shall be subject to other policies and procedures as may be promulgated and applicable to these organizations relating to fund raising.

IV. Delegation of Authority

Delegates to the Vice President for Budget and Finance/Chief Financial Officer authority to promulgate administrative procedures for fundraising by affiliated volunteer groups and non-profit organizations.

Delegates to Chancellors authority to promote, coordinate, collaborate and monitor volunteer groups and non-profit organizations by (1) encouraging and supporting the development of campus support programs and initiatives; (2) acknowledging the service of volunteer groups and non-profit organizations; and (3) monitoring compliance with usual and common business and regulatory practices.

V. Contact Information

Subject Matter Experts
 Susan Lin
 slin@hawaii.edu
 956-7161
 
Office of the Vice President for Budget and Finance/Chief Financial Officer at 956-8903 or htodo@hawaii.edu

VI. References

    A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/

    B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php
    
    C. AP 8.375 – Fundraising by a Recognized University Affiliated Volunteer Group on Non-Profit Organization -     http://www.hawaii.edu/svpa/apm/a8350/A8375.pdf

VII. Exhibits and Appendices

No Exhibits and Appendices found

Approved

    Signed    
    David Lassner    
    October 31, 2014    
    Date    
    President

Topics

No Topics found.


Attachments

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