170  Charitable Solicitations

Approved by President
Effective Date: June 5, 2017
Responsible Division: Business and Finance

Responsible Office:  Human Resource Services

Responsible Officer: Assistant Vice President, Human Resource Services

I. Purpose

As a leader in the local community, Middle Tennessee State University (MTSU or University) supports enhancing the quality of life and wellbeing for all citizens and supports efforts from the not-for-profit community to assist those members of our community in need of assistance. However, it is important that members of the faculty, staff, students, and student organizations not be diverted from their duties, responsibili­ties, and purposes by solicitors making contacts on campus. This policy establishes a formal mechanism for charities to become a part of the official annual giving campaign. In addition, the faculty and staff should feel no sense of pressure or obligation from the University to contribute funds for any cause whatever.

II. Scope

Neither the University administration nor faculty members on behalf of the administration should request funds from the faculty or staff for the purpose of financing University programs or facilities without prior approval of the Vice President for University Advancement, who has been designated by the President as the approving authority for such requests.

III. Charitable Giving Campaign

A.  As part of the Tennessee Board of Regents Charitable Giving Campaign, an annual campaign for contributions to charitable organiza­tions will be conducted by the University during the Fall semester of each year. The President's Office will appoint a chairperson or co-chairpersons to organize and direct the annual campaign.

B.  A charitable organization is one which is supported by volun­tary contributions and which provides direct and substantial health and human services to University employees, their families, and other Tennesseans and/or provides substantial financial support to health and human services agencies that provide significant services to Tennesseans and have a substantial presence in the state.

C.  The Tennessee Board of Regents (TBR) will provide a list of all approved charitable organizations desiring to participate in TBR’s annual campaign. This information will be made available to MTSU employees as part of the annual campaign materials. Organizations not on this list must apply to TBR for approval before they will be added to MTSU’s campaign.

D.  Organizations that participate in the Charitable Giving Campaign may not conduct additional fund raising activities or solicitations on campus without the written approval of the President or designee. If the organization wishes to use University grounds or facilities, it must apply for such pursuant to Policy 100 Use of Campus Property and Facilities Scheduling.

E.  A payroll deduction for contributions to an approved charitable organization will be established if a minimum of five (5) employees agree to contribute to that agency.

F.  Employees may contribute to a maximum of three (3) charitable organizations using payroll deductions. Umbrella organizations, such as United Way, will be regarded as one deduction.

G.  Employees may select a one (1)-time lump sum deduction, which will be taken out of the paycheck designated by MTSU. Employees who prefer to contribute via a one (1)-time check or cash donation are encouraged to send their contribution directly to the chosen agency.   

H.  Employees may select to make a monthly deduction, with the first deduction being collected in the month designated by MTSU. The minimum monthly contribution for payroll deduction gifts is five dollars ($5) per month.

I.  New employees who start work after the normal annual campaign may authorize charitable organization deductions during the first (1st) calendar month of service.

IV. Other Charitable Activities

A.  Organizations that are not part of the official charitable giving campaign may only solicit gifts from students and employees with the approval of the President or designee. If approved, organizations may only conduct one (1) formal solicitation in a given year, within the parameters and scope outlined by the University.

B.  The University may allow organizations to conduct limited duration events on campus in support of a recognized charity (i.e., Toys for Tots, Relay for Life, etc.). Requests for approval must be made to the Office of the President no less than forty-five (45) days prior to the desired event date. If the organization wishes to use campus grounds or facilities, it must apply for such pursuant to Policy 100 Use of Campus Property and Facilities Scheduling.

V. Policy Violations

Employees may file complaints alleging violation of the University solicitation policy involving organizations which enjoy payroll deduction privileges. The complaint will be investigated by the Office of Human Resource Services. If the investigation reveals that there has, in fact, been a violation of the University solicitation policy by a representative of an organization approved for payroll deduction, the Assistant Vice President of Human Resource Services may remove the organization from the payroll deduction list.

Forms: none.

Revisions: none.

References: Policy 100 Use of Campus Property and Facilities Scheduling.