Fundraising & Solicitation Policy

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Adopted March 2016

Coordinated efforts guided by comprehensive strategic planning are essential to successful fundraising. It is important to avoid approaching potential prospects with conflicting requests. Planning and coordination are also necessary to ensure the proper stewardship, accounting and recognition of gifts. The College has a comprehensive resource development program coordinated by the Development Office (DO) that seeks to expand the college’s resource through all sources. The Development Office oversees all solicitations made on behalf of the college to ensure that all solicitations support the mission of the college.

This provision does not apply to casual fundraisers such as bake sales and raffles which often benefit clubs and other special interests and do not target a specific formal list of donors. In such instances, proceeds are deposited to accounts of the Student Activities Office.

Responsibility

The Development Office is responsible for the planning, implementation and evaluation of all fundraising activities and solicitations for the college from both public and private sources. The GCC Foundation, separately incorporated with 501(c)3 status, was organized to accept gifts from the private sector. As such, the Foundation has certain responsibilities to document and acknowledge the acceptance of all gifts received. Foundation procedures comply with the standards of the Commonwealth of Massachusetts and the Internal Revenue Service.

Definitions

Fundraising and solicitation activities include, but are not limited to:

  • Requests for pledges, cash, and corporate sponsorships.
  • Securities, property items, donated services, and in-kind gifts.
  • Deferred or planned gifts and grants for programs such as academic initiatives, scholarships, faculty development, and capital expansion.

Fundraising and Solicitations

The following rules apply to all GCC fundraising activities:

  1. Gifts are processed through the Foundation and accepted only if consistent with the college mission. No gift shall be accepted with unnecessarily difficult restrictions.
  2. Gifts must comply with state and federal laws and regulations.
  3. Solicitation on behalf of the college requires authorization from the President (or designee) and the Development Office.
  4. Individuals implementing fundraising for approved activities must contact the Foundation for assistance and to avoid conflicting requests to the current donor base.
  5. External fundraising programs and grant requests must be reviewed through appropriate channels, including department chairs, College Officers, the President, and the DO.
  6. College personnel shall not benefit personally from any gifts or grants received.
  7. Gifts may only be accepted by the President, their designee, or the DO. Community members approached by donors should refer them to the DO.
  8. Potential donors will be directed to make contributions to the GCC Foundation.
  9. Requests for gifts must follow ethical business and philanthropic practices to avoid conflicts of interest. The Foundation adheres to the Association of Fundraising Professionals Code of Ethics and the Donor Bill of Rights.
  10. If a fundraising activity is deemed to be in conflict with DO or Foundation programs, a mutually agreeable solution will be sought. If one cannot be reached, the President will make the final decision.
  11. The Foundation reserves the right to charge an administrative fee if asked to participate in planning or executing an event.

Gifts

Gifts are solicited for and accepted by the GCC Foundation to serve the educational purposes of the college. The Foundation will not accept gifts that jeopardize its tax-exempt status.

  • Designation: Donors may designate how a gift is used. The DO is responsible for managing and using gifts according to that designation. While department leaders may suggest uses, the Foundation maintains final approval for expenditures.
  • Publicity: The DO is responsible for all public information regarding gifts. Donor anonymity is protected if desired. The DO must grant approval before any publicity action is taken.

Student Organizations and Employee Fundraising

The Coordinator of Student Activities directs casual fundraising for student clubs. Projects require approval from the group advisor and the Coordinator. Solicitations of external organizations must then be approved and coordinated through the Office of Student Activities and the DO.

DO approval is NOT required for:

  • Sanctioned class or club activities involving the sale of tickets, small items, or services.
  • Bake sales, car washes, and other small fundraisers.

The name and address of any business donating items should be forwarded to the DO within 2 days of receipt for IRS purposes.

Fundraising and Solicitations by External Groups

Fundraising by external groups in College facilities is prohibited unless authorized by the Director of Student Development, the Chief Academic & Student Affairs Officer, or their designees. Vendors doing business with College staff in support of operations are exempt.

  • Non-profits: Solicitations for community non-profits on a college-wide basis require President approval. Employees may solicit for charitable causes individually, provided they use the "Bulletin" email list rather than "All Users."
  • Prohibitions: Door-to-door solicitations are prohibited for both employees and external groups on any GCC campus.
  • Facility Rental: Personnel renting facilities to external groups for fundraisers should consult the DO to ensure the effort does not compete with College or Foundation efforts.