20.09 / Coordinated Fundraising Efforts

WSUFAE Function

Applicability

1. University Community

   All members of the University Community must comply with the requirements and procedures of this policy and the [WSUFAE Fundraising Policy], except as otherwise approved by the University President or the President's designee in consultation with WSUFAE.

2. Students, Student Groups, and Recognized Student Organizations

   1. Students, student groups, or Recognized Student Organizations ("RSO") must comply with the Recognized Student Organization Handbook and Policy Manual as it relates to fundraising.

Initiative Approval and Priority Designation

1. Members of the University Community shall not engage in Fundraising Efforts for a University Initiative unless the University has approved and formally designated the Initiative as a fundraising priority.
2. The designation of an Initiative as a fundraising priority may change at the discretion of the University President, or the President's designee, in consultation with WSUFAE.

Fundraising Efforts Oversight and Assistance

1. All Fundraising Efforts by members of the University Community will require the approval and oversight of WSUFAE.
2. Expenses shall not be reimbursed for unapproved Fundraising Efforts, including donor travel, entertainment, and engagement.
3. WSUFAE shall not prepare a fundraising feasibility assessment for any University Initiative without a referral from the University President or the President's designee.
4. WSUFAE shall not assist with Fundraising Efforts for a University Initiative unless the University Initiative has been formally designated as a fundraising priority, or as otherwise directed by the University President or the President's designee.
5. WSUFAE shall maintain a donor database to coordinate Fundraising Efforts for the University Community. Documentation of contacts, meetings, and conversations with prospective donors regarding potential Private Support should be promptly submitted to WSUFAE staff liaisons for entry into the donor database.

Compliance

1. Authorized: An individual who has been delegated with authority by leadership of their respective Academic Unit, organization, group, third-party contractually authorized by the University, or Controlled Affiliated Organizations.
2. Academic Unit: Departments, schools, colleges, institutes, bureaus, centers, or other similar academic units of the University.
3. Controlled Affiliated Organizations: Wichita State University Intercollegiate Athletic Association, Inc., Wichita State University Union Corporation, Wichita State University Innovation Alliance, Inc., and WSIA Investments Corporation.
4. Crowdfunding: The practice of funding a project or venture by soliciting relatively small donations from a large number of people typically through the leveraging of digital platforms and peer-to-peer engagement, such as the internet.
5. Employee: An individual who provides services to the University on a regular basis in exchange for compensation and receives a W-2 for such services. This includes temporary and part-time Employees.
6. Fundraising Efforts: Any method or activity used in the process of raising Private Support for the Initiatives of the University, including but not limited to, fundraising Initiative or campaign development; assessment and prioritization; prospecting; identification; cultivation; engagement, solicitation, qualification; crowdfunding; documentation; acceptance; recognition; donation development planning; and stewardship.
7. Initiative: A project, program, cause, or other initiative of any size that exists or is pursued as part of the University's mission, including the Initiatives of the Controlled Affiliated Organizations.
8. Private Support: Any gift or contribution of outright cash, pledges, or gifts-in-kind that is given to the University or its Controlled Affiliated Organizations by a private individual, corporation, foundation, or other private entity. Private Support does not include sponsorships, trademarks, or government (state or federal) contracts or funding, including grants, appropriations, allocations, or other awards.
9. University: Wichita State University.
10. University Community: The University and its Employees, faculty, Academic Units, Controlled Affiliated Organizations, and any third-party engaging in Fundraising Efforts on behalf of the University or its Controlled Affiliated Organizations.

Process for Initiative Approval and Priority Designation

1. Submit Request for Fundraising Priority Designation

   Authorized University Community Members who desire to engage in Fundraising Efforts for a University Initiative shall submit a request to the University President, or the President's designee, to designate the Initiative as a fundraising priority for the University. The request for designation must contain the following information:
   1. A description of the proposed fundraising activities and goals of the proposed fundraising Initiative;
   2. A description of the need and purpose for which Private Support is sought;
   3. The approximate fundraising timeframe for which the solicitation(s) is/are proposed;
   4. A list of the potential funding sources to be approved as prospects for solicitation or a reference to an existing and clearly defined list such as those maintained by the WSUFAE for a particular school, department, unit, or group;
   5. Any potential naming opportunities associated with the prospective Private Support; and
   6. The name and contact information for the individual(s) who may be contacted for questions related to the designation request or the proposed fundraising Initiative.

2. Approval of Initiative

   If the request for designation involves an Initiative that has not been previously approved, the University President, or the President's designee, will review, and approve or deny, the proposed Initiative. The approval of an Initiative does not mean that it will be referred for a fundraising feasibility assessment or will be designated as a fundraising priority. The University Community member who submitted the request for designation will be notified if the Initiative is denied.

3. Referral for Feasibility Assessment and Review

   1. If the Initiative is approved, the University President, or the President's designee, will review the request for designation and determine whether the Initiative will be referred to WSUFAE for a fundraising feasibility assessment.
   2. Upon referral, WSUFAE will prepare a fundraising feasibility assessment for the proposed Initiative and review the assessment with the University President or the President's designee.

4. Formal Designation as Fundraising Priority

   If the fundraising feasibility assessment is affirmed, WSUFAE and the University President, or the President's designee, shall formally designate the Initiative as a fundraising priority in writing.

5. Notification for Approved Initiatives

   The University Community member who submitted the request for designation will be notified whether or not their request has been referred for a feasibility assessment and/or has been formally designated as a fundraising priority of the University.

6. Assignment of Team Leader

   The President, or the President's Designee, will assign a team leader with whom Fundraising Efforts for formally designated fundraising priority will be coordinated. The team leader will normally be the respective dean or an assigned representative from the Office of Academic Affairs.

WSUFAE Assistance