Guidelines and Procedures for Club Fundraising at Mohave Community College
Presented by Deans Carolyn Hamblin, Maria Concepcion Ayon, and the Dean of Student and Community Engagement at Mohave Community College, this document outlines the policies, requirements, and procedures for fundraising activities by campus clubs. It covers guidelines for fundraising, limitations on activities, record-keeping obligations, approval processes, and more to ensure proper utilization of raised funds for nonprofit purposes. Compliance with college and local laws is emphasized, with a focus on transparency, accountability, and ethical fundraising practices.
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Event and Activity Planning Presented by: Dean Carolyn Hamblin Dean Maria Concepcion Ayon Dean of Student and Community Engagement Mohave Community College
Fundraising Encouraged for campus clubs to build club account funds Participants are afforded a valuable learning leadership experience. Great opportunity to build club accounts for future activities
Policy Limited to approved/chartered clubs Cannot include raffles (illegal in Arizona) Door prizes SACs are not allowed to fundraise, since they are subsidized by student funds.
Requirements Club must be formally recognized by MCC Club must keep adequate records showing how money was raised, how the funds have or will be spent, and balances associated with spending club funds No individual or group may solicit business on campus with students or faculty without prior approval of Dean of Student and Community Engagement (SCE).
Guidelines Must be submitted on SAC/Student Club Activity Form four 4 weeks prior to fundraising activity Must be approved by club advisor and Dean of SCE Collection and expenditure of funds shall be consistent with stated purpose and goals of MCC. Funds used for non-profit use of club or donated to registered charity Advisors, officers, and members cannot receive monetary gain from the fundraising of the group.
Guidelines (cont.) Income cannot be given or loaned out under any circumstances to any person. Must be approved by MCC Foundation to prevent duplication of effort Must be reviewed by college administration for compatibility with institutional purpose and state and local laws Food sold must be purchased pre-packaged or prepared by caterer (no bake sales, food handler permit required by MCHD)
Procedures SAC/Student Club Activity Form must be completed, signed, and approved by all parties 4 weeks prior to start of fundraiser Reimbursements can be issued via Request for Purchase Order form. No reimbursements without prior approval. A cash box may be requested to have change on hand for event. No purchases/reimbursements can be made directly from cash box. Full amount of starting funds must be returned after event and deposited back into cash box account code.
Procedures (cont.) All checks collected must be made payable to Mohave Community College and have driver license information of the check writer. All money raised must be submitted to campus office technician with club budget numbers within 24 hours of fundraiser completion. Solicitation of prizes from vendors must be approved by club advisor, include letter signed by Dean of SCE, and have written agreement/ consent from MCC Foundation.
How to Plan Your Event 1. Imagine an event you would like MCC to host for the community 2. Talk to friends, develop interest, and create a planning committee 3. Create proposal for the event 4. Plan the event
Develop Proposal Proposal Statement Who, what, when, where, why, how Create a detailed Budget Risk Level Assessment if applicable
