6-9: Fundraising Activities and Acceptance of Donations

Policy Overview

This policy establishes the authority and outlines the requirements for fundraising, soliciting and accepting contributions, and fundraising activities by employees and students for Santa Fe Community College (SFCC or the College).

Scope and Applicability

This policy covers all forms of fundraising for the Collegeand all means of contributions; it applies to all employees and students. This policy does not apply to grant proposals covered under SFCC Policy 9-3 External Funding: Grants Request Process. All proceeds generated during events where items are sold and are accounted for in agency funds are exempt from this policy.

Policy Statement

SFCC Foundation pursues funding from private foundations, corporations, institutions, and individuals to provide resources that ensure quality education for students, to enhance existing and establish innovative programs and facilities, to further professional development for faculty and staff, and to expand support of the College.

Definitions

1. Agency Funds are monies held by the College acting as custodian or fiscal agent. These funds may be held on behalf of students, student clubs, faculty, staff, organizations, or some other third party and are not considered funds of the College.
2. Contribution is the conveyance by cash, credit or debit card, electronic transfers and check or any other means of conveying monetary as well as in-kind donations.
3. Crowdfunding is the concept of funding a project by raising small amounts of money from a large number of people, often online.
4. Fundraising is the solicitation and securing of contributions, assets, and resources by requesting donations to advance the mission of the College. Sources of support include foundations, corporations, individuals, sales, and services.
5. Fundraising Activities/Fundraisers are events organized to financially support a specific goal. Examples at SFCC include, but are not limited to, events, raffles, t-shirt sales and silent auctions.
6. In-Kind is a type of charitable giving in which, instead of giving money to buy needed goods and services, the goods and services themselves are given.
7. Planned Giving is a contribution that is arranged in the present and allocated at a future date. Commonly donated through a will or trust, planned gifts are most often granted once the donor has passed away.
8. Raffle is an event that provides a means of raising funds by selling numbered tickets for a contest or a game of chance conducted by drawing for prizes.
9. Permanently Restricted Contributions are received with a donor-imposed restriction that is permanent, such as contributions to scholarship or special project endowments.
10. Solicitation The act of requesting something – usually money.
11. Temporarily Restricted Contributions are received with a donor-imposed restriction that will be satisfied in the future (generally within one year). The donor’s restriction may be for a particular purpose or program or for use in a specified time period.
12. Unrestricted Contributions can be used for any purpose.

Policy Process

1. All fundraising for SFCC shall be coordinated in advance and require approval from the Executive Director of Santa Fe Community College Foundation (SFCC Foundation or Foundation).
2. To avoid multiple or conflicting solicitations directed to the same source and by following a process for prioritization, solicitation, acceptance, and acknowledgment of contributions, all fundraising and donations except grants must be administered through the Foundation as the designated coordinating point for the College.
3. The Foundation manages donor relations and stewardship.
4. Although the Foundation encourages employee and student initiative and the active identification of possible sources of external contributions, all such initiatives shall be communicated to and administered by the Foundation as the centralized office for fundraising activities.
5. Raffles must be coordinated and approved through the Office of Student Development.
6. Pursuant to state statute,Bingo and Raffle Act, 60-2F-1 thru 60-2F-26 NMSA, 15.4.1 thru 15.4.9 NMAC, the College is limited to one raffle per quarter (maximum of four per year).
7. The source, conditions, or purpose of a contribution must not expose the College or Foundation to adverse publicity, extend resources beyond capacity, jeopardize the tax-exempt status of the College or the Foundation, or involve new and unanticipated responsibilities.
8. Individuals may not deposit cash contributions intended for the College into personal accounts.
9. Planned giving contribution agreements shall not be executed without the advice of legal counsel and approval by the Executive Director of the Foundation or designee.
10. Neither the College nor the Foundation shall provide legal counsel or tax advice.
11. Donor restrictions on contributions may not discriminate based upon a classification protected under the law.
12. Donors may not restrict their contributions to benefit an individual (Internal Revenue Code, 26 U.S.C. § 170(c)(2)(C)).
13. The Foundation shall maintain confidential all donor and beneficiary information.
14. The relationship between SFCC Foundation and the College shall be governed by a Memorandum of Agreement between the SFCC Governing Board and the Foundation.

Statement of Accountability and Responsibility

The President, through the Vice President of Finance/Chief Financial Officer and the Executive Director of SFCC Foundation, shall be responsible for enforcing fundraising- and donation-related policies and procedures. The Foundation Office and the Financial Services Department shall work with the different departments and offices to comply with this policy and to develop procedures that will enforce this policy regarding awareness, prevention, and remediation.

Authority

Bingo and Raffle Act, 60-2F-1 thru 60-2F-26 NMSA, 15.4.1 thru 15.4.9 NMAC
Internal Revenue Code, 26 U.S.C. § 170(c)(2)(C)
SFCC Policy 9-3 External Funding: Grant Request Process
Memorandum of Agreement between SFCC Foundation and the College

Approval

SFCC Governing Board: 1/15/2002
Revised and Governing Board approved: 8/17/2003
Revised and Governing Board approved: 12/13/2017
Revised and Governing Board approved: 2/26/2025

Associated Procedures

• Fundraising, Solicitation & Acceptance of Donations – Procedures