Solicitation & Fundraising Event Approval Procedures & Form
Solicitation Policy Training (updated 1/27/21)
The purpose of the University Solicitation Policy is to ensure compliance with Board of Regents policy regarding campus business activities (solicitation, sales, and advertising) and to exercise the required business controls and supervision over such activities on the campuses of Clayton State University. Clayton State University has made a commitment to control and prohibit where appropriate advertising, sales, and solicitation which is not specifically authorized by the University and/or the Board of Regents.
This policy shall apply to all campus personnel, faculty, staff, recognized student organizations (RSOs), all affiliated organizations, including but not limited to Alumni and the Clayton State Foundation, vendors, non-profit or charitable organizations, and individuals. The policy applies to all campus facilities, including all buildings, land and open spaces and air above that space, streets, walkways, and parking facilities.
- Solicitation is defined as the act of requesting money or funds for any reason, seeking agreement to pay, taking subscriptions, selling merchandise or services, or offering materials or privileges to others via promotion or advertisement.
- Commercial Solicitation is defined as any solicitation, most likely from or involving an outside vendor, for the purpose of securing revenue or profit for the benefit of an individual or commercial entity.
- Non-commercial Solicitation is defined as any solicitation for the purpose of securing a monetary gain for the benefit of a recognized student organization (RSO), other campus organization, department, employee, or a non-profit/charitable organization, and includes sales and requests for any types of donations by anyone.
Per Board of Regents policy, the chief business officer of the institution has the responsibility to control, manage, and supervise all business activity on his/her respective campuses. Board policy states: "Institutions of the University System shall not permit the operation of privately operated business enterprises on their campuses, except as otherwise provided by contract. All business enterprises operated on a campus or institution of the University System shall be operated as auxiliary enterprises and shall be under the direct management, control and supervision of the chief business officer of the institution."
In accordance with this policy, the Vice President for Business and Operations at Clayton State University shall be responsible for authorizing, in compliance with Regents policy, any business activity on campus. The Vice President for Business and Operations or his/her delegee will have ultimate responsibility for approval of any advertising, sales, and/or solicitation activity, and shall make provisions to enforce the policies adopted by the University through available means.
The Board of Regents of the University System of Georgia has established policies which are for the benefit of the member institutions. Auxiliary Services, under the auspices of the Office of the Vice President for Business and Operations, shall be the only body empowered to conduct business activity on the campuses of Clayton State University.
- Business activity shall include any undertaking of an individual or group which encompasses the production, sale, distribution, by sale or gifts, of products or services. The sale and distribution of products and services includes any method of marketing by way of direct selling or indirect selling, including the use of posters, flyers, handouts, or other promotional literature. Such activities shall be subject to the provisions of this policy.
- Solicitation campaigns in residence halls, classrooms, or administrative buildings by private individuals, faculty, staff, students, or non-resident students are prohibited. Door-to-door sales in all University facilities, including residence halls, are also prohibited.
- Auxiliary Services shall be the only body empowered to conduct or approve sales activity on the campuses of Clayton State University. Sales or solicitation in direct competition with the auxiliary operations of the university are prohibited.
- Further information on CSU’s non-university vendor information table policy.
Sale of Course Materials and Other Merchandise – Right of First Refusal
- Books, including course materials, study aids, trade books, books for special events, and general interest books; course equipment; school and art supplies; Clayton State logo items; and other competing items may not be brought into a University facility for sale by any individual, campus office, or group without the first right of refusal given to the Loch Shop, the University’s official retailer. Adherence to this policy will also assist in monitoring compliance with sales tax and unrelated business income tax requirements. More detailed information can be found on the Loch Shop website.
- Distribution of non-commercial written material such as pamphlets, handbills, circulars, newspapers, magazines and other materials which are protected by the First Amendment may be distributed or sold on a person-to-person basis in assigned areas on campus by registering with the Department of Campus Life.
- “Drop (bulk) delivery” or unattended distribution is not permitted. Distribution shall be made from an assigned location and sales people are not allowed to walk around campus distributing written materials.
- Non-commercial solicitation by RSOs or non-profit/charitable organizations may take place in approved campus areas with prior approval from Campus Life. In order to receive approval, non-commercial solicitation activities must be occasional, non-continuous, and specific in purpose.
- The student organization fundraising policy
- CSU's external fundraising policy and procedures
- Any solicitation by academic and administrative units must obtain approval from the Vice President for Business and Operations or his/her delegee. This includes crowdfunding which must also be reviewed by the Vice President for University Advancement per the CSU Crowdfunding Guidelines.
- Any other type of individual solicitation, including crowdfunding, must be reviewed by the Vice President for Business and Operations and the Vice President for University Advancement.
- Clayton State University participates in the annual CSU Faculty/Staff Foundation Fund Drive, as well as the State of Georgia Charitable Contributions Program. Participation by employees is on a voluntary basis.
Solicitation by Clayton State Employees
- Solicitation by CSU employees is prohibited during work hours. Prohibited activities include actual sales, order taking, as well as the distribution of catalogs and literature. Advertising of a private enterprise on campus is permitted only in approved campus publications, newspapers, magazines, or by direct U.S. Mail or telephone. Posters, circulars, windshield “flyers”, etc. are prohibited unless specifically approved by Campus Life. This policy can be found in the employee handbook.
All advertising on campus should abide by CSU’s posting and announcement policy. View Campus Posting Policy
- Non-university persons, businesses, and non-profit organization are strictly prohibited from posting and distributing advertisements, event announcements and services on campus. Advertising of a private enterprise on campus is permitted only in approved campus publications, newspapers, magazines, or by direct U.S. Mail or telephone. Posters, circulars, windshield “flyers”, etc. are prohibited unless specifically approved by Campus Life.
- There shall be no advertisement or other public statement in which Clayton State University’s name is used in connection with any non-university organization, business, or person in any manner or medium that implies that the University supports, approves, or endorses any product, service, interest, position, or ideology of that organization, business, or person. The University may require that approved non-university events or activities include in their advertisements the following disclaimer: “This event/activity is not sponsored or endorsed by Clayton State University.”
- The University electronic mail system, internal campus mail service, and bulletin boards are for official University correspondence and authorized activities only and shall not be used for commercial correspondence, advertising, soliciting, or mass mailing.
- Requests to conduct solicitation by academic and administrative units should be directed to the Vice President for Business and Operations.
- The Department of Campus Life will coordinate and schedule all other requests for authorization to solicit on campus. Requests can be made via the CSU event registration page located at: Register your event, or by telephone at (678) 466-5433.
Policy and Interpretations
- Upon adoption of this policy, all present arrangements for solicitation on campus shall be reviewed and either reaffirmed or discontinued.
- The above constitutes the entire policy on advertising, sales, and solicitation for Clayton State University. This policy shall become effective October 1, 2013 and shall be administered by the Office of the Vice President for Business and Operations.
- Interpretations of the above shall be the responsibility of the Vice President for Business and Operations or designee. Questions may be directed to the Office of Business and Operations at (678) 466-5505.
Exceptions to Policy
- The University Administration recognizes that there are activities associated with the performance of one’s official duties as an employee of the institution which involve solicitation related activities. Nothing herein shall be construed as prohibiting activities which are inherent to the execution of one’s duties and which are performed in an official capacity for the University.
- Furthermore, nothing herein shall be construed as prohibiting those limited activities which are required for the learning experience as related to a specific educational activity and/or course offered by an academic department or unit, and such activities are hereby authorized.
- Extenuating circumstances may justify exceptions to this policy. Requests for such exceptions and justifications should be made in writing and forwarded to the VP for Business and Operations.