The first step to any fundraiser is to fill out the Fundraising, Sales, and Solicitation form on OrgSync. Once the fundraiser is approved the student organization may proceed in the planning process. Approved forms will be sent via email to the student who submitted it. Student Development Programs asks that the form be filled out at least 2 weeks prior to the event being held. Below is the definition of fundraising, sales, and solicitation:
- Sales shall be defined as the sale or offer for sale of any property or service. Student Organization must collect sales tax on items sold and remit to the state. USI Accounts Payable and Student Development Programs can advise on this process.
- Solicitation shall be defined as the act of making a request or plea for one’s cause or philanthropy and includes the receipt of or request for any gift or contribution.
- Fundraising is defined as the organized activity/event of raising funds and/or property.
- Sponsorship Fundraising is when a student organization sponsors a company on campus as a way to raise funds for their organization by charging the company for that sponsorship or sharing in profits of sales. Giveback Nights would be an example of Sponsorship Fundraising.
*Mass emailing may NOT be used for selling, soliciting, or fundraising activities.
Student Organizations are allowed to conduct bake sales on campus. Sales need to be approved through the fundraising form and scheduled through Scheduling Services. Student Organizations must also follow the Bake Sale Guidelines listed below and all Vanderburgh County health code ordinances. Both the guidelines and the ordinances can be found online, under the “Files” tab of your student organization portal on OrgSync. Selling of hot food items is only permitted when the food is being maintained at the correct temperature and stored hygienically.
- Limit the menu items to those that DO NOT require refrigeration after preparation (no cream or custard filled pastries or pies, cheesecakes, puddings, whipped cream, cream cheese.)
- Use only ingredients which are free of spoilage and come from licensed sources, like a grocery store. Home canned foods are not allowed.
- Keep eggs and dairy ingredients refrigerated until use.
- Clean and sanitize food preparation surfaces, utensils and equipment before beginning work.
- Do not prepare or serve food when ill or recently ill (within 72 hours) with vomiting, diarrhea, running a fever and/or taking antibiotics.
- Before preparing any foods, wash hands thoroughly with soap and running water and dry with a paper towel. Repeat hand washing after using the bathroom, eating, smoking, changing diapers, caring for pets, or handling raw meat, poultry or eggs.
- Individuals with long hair should have the hair pulled back or wear a hair net during preparation and serving.
- Whenever possible, wrap baked goods in individual servings for sale to the public.
- Cover items that are not individually wrapped with plastic wrap, lids, or foil to protect them from sneezes, coughs and handling by customers.
- Use a napkin, utensil or disposable glove to serve items that are not individually wrapped.
- Self-service of unwrapped/unpackaged items is not allowed. Sanitary gloves should be removed when handling money.
- Wash your hands before starting the sale and after doing anything that could contaminate them, such as coughing, sneezing, or eating.
- The bake sale organizer should keep a list of bakers and the items they donated in case there is a need for follow up.
- Donors are encouraged to identify/label products that contain any major allergen: peanuts/peanut butter, eggs, wheat, soybeans, milk products and tree nuts (e.g. almonds, pecans, walnuts, cashews).
- Baked goods or other food should not be consumed at the table by workers.
It can be confusing for student organizations about when they need to collect sales tax. If you are unsure, please contact Student Development Programs.
Fundraising activities must not violate state law by including a drawing, raffle, half-pots, bingo, lottery, charity game night, game of chance, or any scheme for distribution of prizes among persons who are paying for a chance to obtain a prize. If you have any questions about an idea, please feel free to contact Student Development Programs.