Download
(.pdf)
Welcome! We are glad you have formed (or are in the process of forming) a student organization. The University of Washington Bothell (UWB) recognizes that student organizations contribute to the educational, social, recreational, and personal development of its students. Student organizations have a positive impact on your time by allowing you to meet and engage with fellow students, develop leadership skills, explore career possibilities, reinforce what you are learning in the classroom, or simply just to have fun.
The University further recognizes that students are free to organize and participate in voluntary associations of their own choosing, subject to University policies, and ensuring that such associations are neither discriminatory in their treatment of other members of the academic community nor operate in a manner which interferes with the rights of others. This handbook is designed to help you succeed in all aspects of forming and maintaining your organization. If at any point you have questions about any part of the student organization experience, contact the Office of Student Life (studentlife@uwb.edu, 425.352.5264). or the Student Life Advisor (425.352.3326).
Benefits of Registered Student Organizations
Advising
Advising is available from the Student Life Office to assist registered student organizations (hereinafter referred to as "clubs") with program planning on campus, organizational questions, understanding University and State policies and procedures, and navigating the financial opportunities available to your organization.
Event Funding
The Services and Activities Fee Committee (SAF) has established an account from which clubs may access money to sponsor an activity or event. The Student Life Office is responsible for making allocations from this fund.
Advertising/Promotion
There are a wide variety of opportunities to advertise your organization and associated events available on campus. There are also a number of resources available to clubs designed to help them produce some of their promotional material. For more information, see the "Events" section of this handbook.
E-mail and Web Page Accounts
Clubs are eligible to have an e-mail account and a Web page for their student organization on the UWB student server.
Fundraising
Clubs may fund raise on campus in accordance with University regulations and with the advance approval of the Student Life Office.
Use of Campus Facilities
Clubs may request rooms to conduct meetings and other campus venues to hold activities and events. Requests must be made through the Student Life Office.
Resource Center
A limited number of mailboxes are available in Library Annex (LBA) 204A. Mailboxes are requested through Student Life and are filled on a space-available basis. Other resources available to clubs through the Student Life Office include a fax machine, paper shredder, sandwich boards, copy machine, and poster-making supplies.
Responsibilities and Obligations of a Club
Clubs are responsible for conducting their affairs in a responsible manner, consistent with applicable University rules and regulations, and will be held accountable for the action and behavior of its members or guests at on-campus activities and off-campus sanctioned events. Each student organization and/or its officers or designated representatives shall anticipate, provide for, and promptly meet its financial obligations.
UWB does not act as a legal agent for clubs and expressly disclaims any responsibility or liability for any damages of student organizations and their representatives including but not limited to financial obligations, contractual, or otherwise.
The officers of a student organization shall promptly notify the Student Life Office of any and all changes in the organization's officers/representatives, addresses, phone numbers, and e-mail addresses, or club charter. Failure to do so may affect the degree of service and benefits available to your club.
Registration Information and Criteria
The stated purpose of the student organization must be consistent with the mission of the University and exist primarily to serve the needs and interests of currently enrolled UWB students. The mission of the University states:
UWB holds the student-faculty relationship to be paramount. We provide access to excellence in higher education through innovative and creative curricula, interdisciplinary teaching and research, and a dynamic community of multicultural learning.
The organization must be initiated and controlled by currently enrolled UWB students.
The active (voting) membership and officers or recognized representatives of the organization must be students who are regularly enrolled at UWB. The number of UWB student members shall always exceed the number of non-student members at meetings and programs not open to the general public. The organization must have an advisor who is a currently employed UWB faculty or staff member.
A club may not restrict membership on the basis of race, color, religion, age, sex, national origin, handicap, sexual orientation, or status as Disabled Veteran, or Vietnam era veteran, shall not be allowed registered student organization status. An exception is made for some traditional organizations to be single-sex organizations per amendment to Title IX of the Education Amendments of 1972.
Clubs may not use the University of Washington Bothell at the beginning of their organization name or "...of the University of Washington Bothell" at the end of their organization name. You may use "at the University of Washington Bothell" or "UWB Chapter" at the end of your organization's name if your organization is affiliated with a national or regional organization.
Correct examples are: Sailing Club at the University of Washington Bothell; Chess Club, University of Washington Bothell Chapter.
Incorrect examples are: University of Washington Bothell Debate Society; Commuter Students of the University of Washington Bothell.
In accordance with the Use of University Facilities policy (WAD 478.136.101), University facilities may not be used for private or commercial purposes such as sales, advertising or promotional activities unless they serve an educational purpose. Therefore, students may not request to register a group if they intend to sell, distribute, market or advertise goods or services on behalf of any off-campus commercial entity or affiliate.
The University of Washington prohibits clubs and their members from engaging individually or collectively in hazing activities. The Student Conduct Code (CH. 478-120 WAC) includes hazing or conspiracy to engage in hazing as an instance of misconduct. Hazing includes:
a) any method of initiation into a student organization or living group, or any pastime or amusement engaged in with respect to such an organization or living group, that causes, or is likely to cause, bodily danger or physical harm, or serious mental or emotional harm, to any student or other person attending the University; and/or
b) conduct associated with initiation into a student organization or living group, or any pastime or amusement engaged in with respect to an organization or living group not amounting to a violation of Number 1 above, but including such conduct as humiliation by ritual act and sleep deprivation. Consent is no defense to hazing.
c) Student organizations whose members participate in hazing activities, and the student members themselves, may be subject to appropriate University disciplinary action. In accordance with state law, students who participate in hazing of another shall forfeit any entitlement to state-funded grants, scholarships or awards in addition to other sanctions which may be imposed. Questions or complaints regarding hazing may be referred to the Student Life Office or the Assistant Ombudsman.
Source: http://depts.washington.edu/sao/hb_reqs.php
The On-line Registration Form must be filled out completely in order to be considered. You can find this link on the Student Organizations website under the Office of Student Life. All student organizations need to register each academic year to maintain registered status. Please
make sure that the name on your application matches the name on your club charter and all other forms that you are turning in;
include a complete mailing address and e-mail address for the contact person(s);
identify your group's purpose in the area provided; and
verify that each of your five officers have listed their name, student ID number, and clearly written their e-mail address, and signed the application. We will contact the Registrar to verify that students listed are currently registered. The officer information will not be published.
Submit a copy of your club charter with your application.
At least one officer must attend an orientation session before registration is complete. Orientations are scheduled on an on-going basis through the Coordinator of Student Programs. To schedule an orientation session, contact studentlife@uwb.edu
Submit your paperwork to the Student Life Office in LBA 208. Processing usually takes one week to be completed. The first officer listed on your application will be notified by email when registration is complete or if there are any questions about processing your paperwork.
Most likely, there will be some point during the year where your organization will want to host an event or activity on campus. That's terrific! Club-sponsored activities make campus life more dynamic and help to build community. If your group is scheduling an event on campus, it is suggested that an officer meet with an advisor in the Student Life Office early in the planning process for assistance and guidance. Information about University regulations pertaining to club-sponsored events are outlined in this section.
If your Student Organization is planning an event please fill out the On-line Event Planning Form found on the Student Organizations website under Student Life.
Facility Use by Registered Student Organizations
UWB is an educational institution provided and maintained by the people of the state in order to carry out its broad mission of teaching, research, and public service. All facilities operated by the University are reserved primarily for educational, cultural, or recreational activities related to that mission. Clubs may reserve a campus venue when its intended purpose is consistent with the University's mission, on a space-available basis, and in accordance with the provisions and priorities established for campus facilities. Activities and programs of student organizations may at no time interfere with or operate to the detriment of other University functions or the free flow of traffic.
Clubs may initiate a room reservation by contacting an advisor in the Student Life Office. Staff will help you understand expenses that may be associated with reserving a facility (e.g., set up and clean up charges) or for ancillary equipment (tables, chairs, media, food) for your event. Only an advisor in Student Life may submit a room reservation request.
Serving Food and Beverage on Campus
If an approved request to use campus facilities includes the serving of food and/or beverages in conjunction with the event, the approved user may either acquire and serve the food and/or beverages themselves or contract with a caterer to provide food and beverage services.
Regardless of the method chosen to provide the food and/or beverages, the following will apply:
a. Any caterer selected by the authorized user to provide the food and/or beverages must possess all necessary health certificates and food and/or beverage serving licenses.
b. The authorized user is responsible for submitting a Facilities Use Approval Committee (FUAC) application form at least three (3) weeks prior to the event (fees may apply).
c. The Student Life Office may assist clubs by providing advice and forms or recommended caterers, but purchases, contacting caterers, and making arrangements for serving of food and/or beverages is the responsibility of the sponsor.
Serving Food On Campus
All food sold or served on University premises must meet applicable health standards as interpreted by the Environmental Health and Safety Department. Food offered for consumption must be:
1. Obtained from approved wholesale or retail sources.
2. Prepared in an approved location, e.g., restaurant, bakery, or approved campus food service operations. Preparation of food in home kitchens or "potlucks" to be served to the public or University community is prohibited.
3. Prepared and served by persons with valid health permits (food worker cards) from Seattle-King County Public Health Department.
4. Processed, stored, and transported by methods which effectively prevent microbial growth, contamination, or adulteration.
Registered student organizations wishing to provide food for their members and guests at meetings or other events should meet with an adviser in the Student Life Office early in the planning stage to assure compliance with University regulations.
Due to the variety of conditions related to temporary food service operations, there may be restrictions on foods or methods allowed for serving food at an event. A Temporary Food Service Event Application Form must be filed with the Environmental Health and Safety Department at least two weeks before an event. Applications are available at the Student Life Office, most facility reservation offices and Environmental Health and Safety.
Reference: University of Washington Operations Manual, May, 1994
Serving Alcoholic Beverages on Campus
An officer or authorized representative of a registered student organization may request authorization to apply for a banquet permit to serve alcoholic beverages on campus. Alcoholic beverages may be served at on campus events if appropriate procedures are followed. Following is a summary of the University's policy on serving alcoholic beverages. Serving alcoholic beverages at any on campus event requires a Washington State Banquet Permit and approval by the facility manager. The following regulations apply:
1. Attendance must be limited to the host organization members or invited guests.
2. Alcoholic beverages may be served only as complementary to and part of a planned program in the specific room or area identified on the banquet permit.
3. Alcoholic beverages may be served only to persons over 21 years of age.
4. If persons under 21 years of age are expected to attend the function, the sponsoring group is responsible for preventing minors from consuming alcoholic beverages.
5. Alcoholic beverages must be purchased and served by the applicant/host organization. Program participants will not be allowed to bring their own alcoholic beverages.
6. Alcoholic beverages may not be sold nor may donations be accepted for it.
7. The banquet permit must be posted in a conspicuous place on the premises at the time of the event.
Implications for Student Organizations
The general public may not be admitted to events serving alcoholic beverages, and advertising or ticket sales directed to the general public are prohibited. Safeguards should be developed in the form of entry control to admit only invited members and guests, provide for identification of minors by the sponsoring organizations and supervision at the service bar. In addition, participants may not bring their own alcoholic beverages, and alcoholic beverages may not be sold separately for cash, tickets or by any other means; it must be included in the general admission charge if there is one.
Procedure for Serving Alcoholic Beverages on Campus
A Washington State banquet permit is required to serve alcoholic beverages at an on-campus event. The student must complete an authorization to apply for a banquet permit. Signatures must be obtained, first from the appropriate facility manager and then the Director of Finance and Auxiliary Services. The actual permit can then be obtained from a Washington State liquor store for a $10 fee. For complete procedures on timelines and procedures, organizations should meet with the a member of the Student Life Office. The permit application can be found at http://www.bothell.washington.edu/finadmin/alcohol_permit.pdf
Source: UW Operations Manual Section D13.9, http://depts.washington.edu/sao/hb_alcohol.php
Risk and Liability
Some student organization events/activities, both on and off campus, may involve potential for risk. A review of current case law suggests that, in addition to the student organization as a group, individual members and officers may incur some liability in the event of a claim.
Activities taking place on campus will be evaluated on a case by case basis and student organizations may be required to purchase liability insurance if it is determined that a campus event involves some degree of risk or liability. Contact the Student Life Office for specific information.
Source: http://depts.washington.edu/sao/hb_h&l.php
Showings of feature films contribute to the broad and richly diverse range of extracurricular opportunities available on the campus to students, faculty and staff members, and their guests. As a public institution, however, the University of Washington recognizes that campus organizations should be mindful of and give consideration to the film schedules of theatres in proximity to the campus when planning feature film series. Among other things, therefore, this policy is designed to avert concurrent showings of feature films by campus organizations and those theaters. Student organizations are encouraged to meet with the Coordinator of Student Programs before planning a film/video showing on campus.
1. Feature films which have been available to the video or pay television markets, or which can be obtained through established collegiate promotional agencies may be shown on campus. In the event of conflicts between the proposed film offering(s) of campus organizations and local theatres, the campus organization shall make a good-faith effort to resolve them, taking into account such considerations as when their respective schedules were formulated and the extent to which they can reasonably be modified.
2. Although organizations may charge admission to defray their costs, film showings may not be used for fund raising purposes.
3. Film showings may not be open to the general public, but each student, faculty or staff member may bring a (one) guest.
4. Publicity and advertising shall be limited to the campus and affiliated living units.
Source: http://depts.washington.edu/sao/hb_films.php
1.
Services and Activities Fee (SAF) funds can be used to support the activities and events of a religious or spiritual registered student organization, including activities and events that involve religious worship, exercise, and instruction.
2. Facilities can be made available for religious worship, exercise, and instruction as long as the group is charged a rate consistent with its status (student organization, off-campus, etc.).
3. Use of facilities for religious purposes, as for any other purpose, can be reviewed and limited if such activity is determined to be dominating the facility (i.e., is excluding others from using the facility).
Source: http://depts.washington.edu/sao/hb_relig.php
Partisan Political Activity
As a public institution of higher learning, the University of Washington is committed to ensuring that diverse ideas and points of view are freely expressed and discussed on the campus. However, there are certain state mandated limitations on the use of facilities and funds for partisan political activities. This summary of those limitations is designed to assist students and others who may wish to use the campus for such purposes.
Use of Facilities
1. First priority for the use of campus facilities shall be given to regularly scheduled University activities.
2. UWB facilities can be used for political presentations only when the sponsoring organization pays the full rental cost of the facility (as opposed to the student or department rate). If open to the general public, the program must be co-sponsored by an academic or administrative department and approved by the Facilities Use Approval Committee.
3. Forums or debates may be scheduled but are also subject to paying full facilities rental rates.
4. No person shall solicit contributions on University property for partisan political uses, except in instances where this limitation conflicts with applicable federal law regarding interference with the mails.
5. Public areas outside of University buildings may be used for partisan political purposes, except for solicitation of funds, provided the normal business of the University is not disrupted and entrances to and exits from buildings are not blocked.
6. University facilities or services may not be used to establish or maintain offices or headquarters for political candidates or partisan political causes.
7. Student organizations may invite candidates for political offices to speak on campus so long as there is an effort to present a range of political views over a reasonable period of time and full rental cost of the facility is paid.
Prohibition on University Endorsement of Candidates or Issues
The University will not intervene or participate in any campaign by endorsing or opposing a candidate or issue. Individual members of the campus community are free to participate, as they see fit, and to use University facilities as limited by University regulations and policies. No unauthorized individual may speak or act in the name of the University.
Prohibition on use of State Funds
The use of public funds for directly or indirectly making any contribution or expenditure of anything of value in connection with a local, state or federal election is prohibited. Any contribution to a political candidate or political endorsement is included in this prohibition.
Source: http://depts.washington.edu/sao/hb_politic.php
A thoughtful publicity plan, developed in the early stages of your event, is critical to the ultimate success of the activity. UWB has a variety of opportunities to publicize events on campus.
The posting, distributing, or disseminating of materials (e.g. flyers, posters, table tents, banners, handbills) that advertise, publicize, or otherwise provide notice of classes, activities, events, or information are subject to the procedures below.
General Posting Guidelines
• All publicity must clearly state the date, time and location of campus events, as well as the name and contact information (phone number and/or e-mail) of the sponsoring student group.
• All publicity must also include the following equal opportunity statement:
"The University of Washington is committed to providing equal opportunity and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodations, please contact Disability Support Services at least ten days prior to the event at 425.352.5307, TDD 425.352.5303, FAX 425.352.5455, or email dss@uwb.edu."
• All materials shall comply with University of Washington conduct codes.
• All printed materials written in a language other than English must be accompanied by an English translation.
• Flyers and posters shall not exceed the size of the background to which they are affixed.
• Two posters, four flyers, or six table tents are allowed per building, per floor, per group/event.
• Affix flyers to bulletin boards using push pins or to concrete columns using blue painter's tape. The tape should be rolled on the back and should not be visible from the front.
• Posting is prohibited in classrooms, restrooms, elevators and on or near permanent or fixed signage. Materials should not be placed on or against, attached to or written on any structure or natural feature of the campus.
• Publicity that does not meet the criteria above or interferes with campus safety will be removed.
• Flyer or poster authors shall monitor and remove materials when the information becomes outdated.
Flyers
• Flyers may be posted on the bulletin boards identified below. Flyers posted on these bulletin boards need to be approved and stamped by the Office of Student Affairs, UW1-160 (425.352.5000).
• There is also one bulletin board in the Games Room (UW1 LL) and bulletin board space in the Commons (UW2) for student organization postings. All postings to these boards must be approved in advance by the Student Life Office (studentlife@uwb.edu, 425.352.5264).
Banners
• Banners may be no more than 3' tall by 6' wide. Banner supplies are available in the Library Annex, room 209 at no charge to student organizations.
• Banners may be displayed on the peg boards (using push pins) available in the Commons and in parking garages (using painter's tape).
• Banners may be displayed for up to three (3) weeks.
• Hanging of all student organization banners is coordinated through the Student Life Office. Please allow 1 week for banners to be displayed.
Student Project Display Rails
• Student Project Display Rails are located in south hallways of UW1. The primary purpose of these rails is for the display of student academic projects.
• Faculty may reserve the use of the display rails on the first floor through Academic Affairs at 425-352-3572 and on the third floor through Computing & Software Systems at 425-352-5279. Student project display is limited to 3 continuous weeks per class unless otherwise approved.
• University materials may be affixed to display rails when they are not in use for student projects.
Handbill Distribution
• Solicitation, or distribution of handbills, pamphlets and similar materials by anyone, whether a member of the university community or of the general public, is permitted on the campus promenade between the South Garage and UW1 building or in the UW2 Commons Lobby.
• No individual or group may leave flyers, announcements, or printed literature of any kind unattended on campus grounds or inside any campus buildings.
• Requests to distribute handbills are coordinated through the Student Life Office at 425.352.5264.
Sandwich Board & Easel Guidelines
• Sandwich boards and easels shall be used only to advertise or publicize University business, activities and events.
• Sandwich boards may be no larger than 4 feet by 3 feet.
• One sandwich board or easel is allowed in building lobbies, two sandwich boards or easels per group/event are allowed on the campus promenade.
• Sandwich boards or easels are prohibited from blocking pedestrian walkways, from the center of the promenade, and from hallways, stairwells, elevators, and restrooms.
• Sandwich board or easel owners must monitor and remove boards when the information becomes outdated.
• Sandwich boards or easels that do not meet the criteria above or interfere with campus safety will be removed.
• A limited number of sandwich boards are available for clubs to borrow. Contact the Student Life Office to reserve (425.352.5264)
Table Tents
• Table tents may be displayed in the Commons and UW1 LL. Approval is coordinated through the Student Life Office.
• The Student Life Office has twelve (12) clear table stands available to borrow on a first come, first serve basis. A club may request the use of up to four (4) clear table stands at any time.
Display Cases
• Two (2) display cases are available on the lower level of UW1 for student organizations to promote their organization and events.
• Reservations can be made through the Student Life Office and are available on a first come, first serve basis. Cases may be reserved for up to four (4) weeks.
Screen Savers
• Information Systems (IS) and the Campus Library allow advertising on idle computer monitors in the Campus Library and the UWB Computer Labs. IS staff has created a screen saver functioning like a PowerPoint slide show allowing events/programs to be advertised.
• Slides should be sent to the Student Life Office at least ten (10) working days in advance of the event. Postings will be uploaded to the library and lab computers on Fridays. The Student Life Office can help organizations create slides.
Additional Resources
Posting requests for the UWB/CCC Campus Library building (LB1 and LB2) should be directed to Library Administration at 425-352-5258 or the Circulation Desk at 425-352-5340.
Posting requests for the Cascadia Community College building (CCC) and North Garage should be directed to the CCC Communications and Marketing Office at 425-352-8256.
Funding your Activity or Event A number of avenues available to help your organization request or raise money that supports the important work you do. This section highlights these avenues, as well as the guidelines that will help you be successful in securing funding.
Services and Activities Fee
All students pay a $93 per quarter Services and Activities Fee (SAF). A portion of these fees are dedicated to supporting registered student organizations. A club fund of $30,000 has been established for 2006-07. The SAF Committee desires to fund as many clubs as possible with this allocation.
Clubs that complete their registration process early in the academic year (by the fifth Friday of autumn quarter) will be rewarded for their eagerness to provide services and activities to the campus community. As such, they will access to the maximum amount of funds allowed ($1,500). If funds remain after this period, then they will be distributed as follows up to the total allocation provided by SAF:
Clubs that complete their registration materials by the fifth Friday of winter quarter will have access to a maximum of $1,000 to spend by the end of the fiscal year (June 30, 2008).
At the time of registration, clubs will be asked if they desire funding. If they decline funding, then the money will roll forward accordingly (see preceding bullet).
In order to access these funds, you must complete the following On-line Event Planning Form and submit it to the Coordinator of Student Programs (LBA 208) at least 10 Business Days prior to the date of your activity or event.
2007-08 Guidelines for Funding Club Activities
A. Generally speaking, the following expenditures are acceptable in support of bona fide extracurricular functions, activities, or programs participated in by UWB students in the furtherance of their education:
1. Ordinary supplies, purchased services or equipment necessary to conduct the student function, activity, or program. Business cards may not be purchased with Services and Activities Fees.
2. Compensation for students or other University employees engaged in activities or services that directly involve or support currently enrolled UWB students such as student government, student activities, student life, financial aid, counseling, testing, placement, and security. Compensation is established once per year, during the Annual Budget cycle, and cannot be modified during the Contingency cycle.
3. Necessary and reasonable fees, meals, lodging, and transportation expenses for entertainers, lecturers, guest speakers and others who provide personal services on a contractual basis.
4. Trophies, plaques or medals, certificates of award or articles of personal property that are of nominal value ($50 or less) given to currently enrolled UWB students as recognition for participation, achievement, or excellence as part of the functions of student organizations, activities, or programs. Articles of clothing may not be purchased with Services and Activities Fees unless expressly stated otherwise by the SAF committee at the time of allocation.
5. Promotional Items are designed to promote any student organization, group, or funded project or service are limited to a total value of $200 per quarter unless expressly stated otherwise by the Services and Activities Fee Committee at the time of allocation. Food and publicity (for specific events) are not considered a promotional item.
6. Travel Awards can only be granted to currently enrolled UWB students to participate in approved student functions, activities, or programs. Awards are limited to paying accommodations, registration fees, and incidental expenses such as costs associated with renting a state vehicle (may not exceed $10 per day). Approved travel awards are reimbursements and are reimbursed only when receipts are presented. All travel must comport with established UW travel policies and procedures (e.g., travel must be approved in advance using the Travel Authorization Form and a Travel Expense Voucher must be completed and approved before any reimbursements are made). Travel must benefit the broader student community through participation upon return from the trip. Maximum reimbursement will be $500 per student and $2,500 per group unless expressly stated otherwise by the SAF Committee.
7. Food and refreshments may be purchased for on-campus UWB-student functions (including award receptions, training programs), activities, or programs. Such funds are intended to support activities and programs open to the general student body. Funds are not intended to support routine meetings associated with student organizations (student government, campus events board, SAF, etc.). Services and Activities Fees may not be used to purchase or serve alcoholic beverages. In regards to off-campus activities, only 25% of the specific event funds can be used to purchase meals and/or refreshments.
B. Consistent with state law, any expenditure of Services and Activities Fees, including loans, is considered a prohibited gift when made for the direct benefit of private individuals or groups. State law also prohibits contributions of Services and Activities Fees or property to a political candidate or cause in connection with any local, state, or federal election.
C. Services and Activities Fees shall not be used as fundraising contributions; matching funds for fundraising purposes; or for any expenses related to a meetings, event, or activities of which the principal purpose is fundraising.
D. When making allocations, the Committee may place stipulations on the use of funds or recommend guidelines in the operations of a program, or both. Stipulations shall be binding on the program.
Commercial activity and fund raising or sales on the UWB campus is regulated to comply with University of Washington and State of Washington Policies. The University Policy on Commercial Activity states:
The UW may engage in the direct sale of goods and services to individuals, groups, or external agencies for fees only when those services are directly and substantially related to the educational mission of the University. Charges for such goods and services shall be determined taking into account their full cost, including University overhead, as well as the competitive price of such items in the local community.
Fundraisers
Student organizations wishing to hold fund raising or sales on campus must demonstrate that the activity itself serves an educational purpose, and that any proceeds either will further the goals of the organization, provide additional programs for the student body or benefit a charitable organization. In addition, student organizations conducting fund raising activities and sales must be in accordance with the following:
1. The activities must be student initiated and student controlled.
2. The student initiating the fund raising or sales must be one of the five officers or designated representatives of the organization.
3. It must be assured that no monetary gain will accrue to individual members of the organization.
4. The activity itself must provide a benefit to students at the University of Washington.
5. The goals of the event must be appropriate and in accordance with the intention of University policy as stated above.
6. A workable plan to monitor cash exchange and disbursement of proceeds must be devised and reviewed.
7. For any fund raising or sales activities conducted in the past, the organization must have completed all necessary paperwork and abided by appropriate University policy and procedure.
8. If the activity involves working with a charitable organization, a letter of acceptance or acknowledgment of the activity will be required.
Commercial Activities
Student organizations can sponsor commercial activities, commercial vendors or events which promote commercial entities only if it can be demonstrated that the student organization and/or University of Washington students in general are receiving the primary benefit from such activity. If the commercial activity involves sales or fund raising, procedures must be followed as outlined in the section on fund raising. If the commercial activity does not involve sales or fund raising, a written proposal must be submitted to the Student Life Office for review and approval a minimum of four weeks in advance of the proposed event. All commercial activities must be approved in advance by the Student Life Office and, when appropriate, the Facilities Use Approval Committee.
Source: http://depts.washington.edu/sao/hb_fundraising.php
Raffles
Raffles are strictly regulated in the State of Washington under the Washington State Gambling Act. Only certain charitable or nonprofit organizations can conduct raffles without first obtaining a gambling license.
Registered student organizations may conduct raffles on campus only if the organization qualifies and its proposed raffle follows specified requirements. Full information on raffle policies can be obtained through the Student Life Office. Please note that one of the officers of the organization planning to hold a raffle on campus must meet with a member of the Student Life at least 3 weeks prior to starting the raffle. As raffles are considered a form of fund raising, they would fall under the same procedure and regulations as stated above under fund raising.
Source: http://depts.washington.edu/sao/hb_fundraising.php
Approval Process for
Fundraisers
1. Pick up a Fund Raising Information Worksheet in the Student Life Office.
2. At least two weeks in advance of the activity, the student organization's officer or representative will need to make an appointment with the Student Life Office to review the group's proposal and ensure adequate planning and familiarity with University policies and procedures. Bring the completed fund raising worksheet to the appointment.
3. After your appointment, a Student Organization Sales and Fund Raising Permit will be issued, which must be signed by the student organization officer and then approved and signed by the facility/area manager involved and the Student Life Office.
4. If approved, a copy of the signed permit must be at the site of the sale or fund raising activity.
5. After the activity is completed, you will be required to meet with the Student Life Office and submit a written report with any necessary documentation, as stated on the fund raising permit.
Additional Regulations
Student organizations should be aware of the following additional regulations which may apply to a proposed fund raising event:
1. The sale of food not commercially prepared and wrapped requires clearance from the UW Health and Safety Committee.
2. Registered student organizations planning to sell items are responsible for obtaining the appropriate city and state business licenses and pay state tax (contact the Department of Licensing and Consumer Affairs).
Source: http://depts.washington.edu/sao/hb_fundraising.php
