Club Fundraising Policies

Want to raise money for your club?

Here’s some important information you’ll need to know before you get started.

Submit a Fundraising Proposal Form

Before organizing any fundraising activities, clubs must complete and submit the Fundraising Proposal Form to the Director of Student Life and Athletics at least ten days prior to the suggested start date of the activity.

What qualifies as fundraising?

Funds raised by a student organization or club that directly benefit the club, organization, or college.

Know the fundraising policies

  • All fundraising activities must be in compliance with all SCTCC, Minnesota State, Department of Finance and State of Minnesota policies and laws.
  • Club advisors are responsible to research compliance issues with any existing or proposed fundraising activity. This will avoid any unnecessary delays in the approval process.
  • All proceeds collected via fundraising, personal investment, or gifts must be deposited into the club accounts and follow all financial procedures outlined by the college.
  • Dispersal of proceeds must go to pre-approved benefactors or designees as stated in the fundraising proposal.
  • Funds cannot be dispersed to individuals.
  • While student organizations are encouraged to conduct fundraising activities, this does not imply SCTCC endorses the activity.
  • Subsidized funds cannot be used as seed money for fundraising activities.
  • Any receipt of funds to individuals, including scholarships, is subject to state and federal income tax laws and can impact individual’s financial aid.

Know the fundraising policies regarding travel

Clubs that fundraise for off-campus events may be faced with unique situations that don’t fall under the prescribed timelines stated in the policies above. For example, deposits may be required for airline tickets, lodging, and conference registration well before a fundraising strategy can be developed or employed. The following protocols have been developed to help answer your questions in these unique situations.

  • All expenditures for club travel, event, or conference programs must be disseminated from club accounts to pre-approved vendors associated with the activity.
  • Individual club members are allowed to use personal funds to pay for partial or total travel or event costs in advance. Again, these funds are deposited into and disbursed through the club accounts.
  • Individual club members are allowed to fundraise via pre-approved club fundraising activities to pay for partial or total travel or event costs. These funds are deposited into and disbursed through the club accounts.
  • Individual club members who didn't use personal funds to pay for partial or total travel or event costs are ineligible for any refunds. Any funds returned or unused will become the property of the sponsoring student organization.
  • Individual club members who deposited personal funds into club accounts in order to pre-pay travel and/or event costs may be eligible for refunds up to the amount of personal funds deposited. Refunds may be considered for under the following circumstances: 
  • Individuals may fundraise to offset cost of personal investment.  Any funds raised above and beyond trip costs are club funds and can only be used for activities benefitting the entire club.
  • In the event a club member is unable to participate, a refund will be given minus expenses due to cancellation fees and related surcharges.
  • Refunded airfare vouchers will be forfeited and remain the property of the sponsoring student organization.
  • In the event the trip is cancelled, refunds will be provided minus expenses due to cancellation fees and related surcharges.

Fundraising checklist

  • Does the fundraising activity comply with all College, Minnesota State, and Department of Finance Policies and State of Minnesota laws?
  • Does the fundraising activity have a direct relationship between the student organization and the proposed benefiting agency or activity?
  • Is the fundraising activity feasible? Does the respective organization have the resources to fully conduct the activity?
  • Is the proposed budget realistic? Will the proposed proceeds cover and exceed the suggested expenditures?
  • Does this activity duplicate an existing activity?
  • Is the activity student led and independent of any off-campus agency?
  • Does the activity conflict with existing auxiliary on-campus agencies (The Book Stop and East View Commons)?
  • Are campus resources needed and available to conduct the activity?
  • Has the fundraising proposal considered and allowed for necessary charge backs for campus facilities and/or resources?