Student Group Financial and Services Solicitation

Responsible Office: University Advancement and the Division of Student Success
Effective Date: September 1, 2026

Policy Statement and Purpose

Purpose

Washington University (WashU) strives to support a diverse and student-driven collection of student groups. To achieve this, significant student group funding is already provided through the student activity fee and, in some cases, by university departments or academic units. As a result, in most cases, student groups should not need to independently seek external philanthropic gifts.

In certain cases where additional funding is needed and given that WashU has over 450 recognized student groups, WashU has established a centralized, equitable policy by which student groups can request permission to conduct external fundraising activities.

There are several reasons for this policy. First, WashU relies on carefully coordinated philanthropic support from individuals, organizations, corporations, and foundations to achieve its core mission of teaching, research, and patient care. We must ensure that independent fundraising by student groups does not cause confusion or conflict with existing or potential university donors.

In addition, WashU is recognized by the U.S. Internal Revenue Service as a charitable organization under Section 501(c)(3) of the IRS Code. To maintain this recognition, the university must meet all required regulations and standards for managing, receipting, and reporting on all charitable gifts received, including those made to authorized student groups. Further, fundraising efforts and gifts collected outside the parameters of this policy are not charitable gifts as defined by the IRS and, therefore, will not receive a tax receipt.

Scope

Who is covered

This policy applies to recognized student groups at WashU.

A recognized student group is defined as meeting one or more of the following criteria:

• A group that receives recognition and/or financial resources from Student Union;
• A recognized fraternity or sorority organization;
• A governance student group recognized and supported by the University outside of Student Union, such as the Congress of the South 40;
• A group recognized and supported by academic departments or units.

What is covered

This policy covers any donations to a recognized student group, including financial donations and donated goods and services. This does NOT apply to dues that members may pay to belong to a recognized student organization.

Policy

Student groups are not permitted to engage in raising funds or soliciting donated goods or services without permission of the University. All requests for external fundraising must be submitted to the Dean of Students for review and approval, through the process managed by Campus Life, at least six weeks before the requested fundraising is intended to begin. Fundraising auctions, where individuals bid on donated items, are generally not permitted; requests for exceptions must be submitted to the Dean of Students at least three months before the proposed event date. In addition, if in the rare circumstances in which the student group wants to solicit support or services from a corporation or foundation, they then must also submit the names of those organizations, as well as all required materials, to Corporate and Foundation Relations in University Advancement, accompanied by an endorsement from a dean, or the Vice Chancellor for Student Success (or their designee), also with a minimum six-week advance notice. Since it can take several months for companies to make decisions, student groups are encouraged to start this process up to six months in advance.

Only gifts received through this approval process will be counted as charitable donations to WashU and will receive a tax receipt from WashU. Unsolicited gifts received for the benefit of a student group that has not received necessary approvals may be returned to the donor. Student groups will be required to produce annual reporting on how the gifts were used. This includes reporting on how “restricted” funding is used. Restricted funding is approved funding designated for a specific purpose. Failure to comply with this policy will result in possible student group disciplinary proceedings.

In addition, the following rules apply to fundraising activities:

• Student groups are not permitted to engage in crowdfunding sites such as “Go Fund Me”.
• Student groups are not permitted to hold raffles as a fundraising vehicle due to detailed reporting requirements set by the U.S. Internal Revenue Service.
• Donors must make donations directly to WashU (not the specific name of the student group) via check or credit card. Donations will not be accepted via cryptocurrency. Student groups should authorize their treasurer or group officer to arrange for payments to be accepted, as directed by the Division of Student Success. Contact Campus Life or Business Operations for instructions.
• Except in rare cases, student groups are not permitted to maintain outside bank accounts and if they do, they must receive express, written approval from the Dean of Students or the Dean of Students’ designee. Only the WashU Treasurer may establish bank accounts on behalf of the university.
• Student groups are permitted to raise funds for organizations outside of the University only if that funding does not pass through the University and goes directly to the outside organization, utilizing the fundraising platform or mechanism provided by those official organizations. Examples of this include groups such as Dance Marathon and Relay for Life, as well as sorority and fraternity organizations who collect funding that goes directly to their national organization.
• Student groups are not permitted to seek corporate sponsorship of their group; to offer paid advertisement opportunities to outside vendors; or to serve as a pass-through for an outside organization seeking to gain access to university students. In rare cases, groups can receive permission to seek corporate sponsorships, or work with outside vendors, but they must go through the process outlined above by seeking approval first through the Dean of Students. If approved, they will then be directed to submit their request for approval to the Office of Corporate and Foundation Relations in University Advancement.
• Student groups must create a budget, assess their realistic funding gaps and needs, and explore all available university and academic funding sources before requesting external fundraising. Student groups should designate a member(s) to lead these efforts and have a succession plan in place if this is a recurring need. Considerable effort is needed to draft outreach materials, communicate with multiple units across the university, and ensure proper account management with donors and companies.
• If a student group’s request is approved, the approval is only for the specific request. Should the student group seek to engage in external fundraising in the future, the group will need to follow the process and seek approval for each request.
• Student groups may not reach out to alumni en masse to solicit funds or services.

Specific questions about outside financial contributions or fundraising should be addressed to the appropriate member of the Campus Life advising team.

Related Information

Forms/Resources

Here is the existing page in the WashU Group Organization (WUGO) that we use to communicate fundraising expectations.

Contact Information

Primary Contact: Rob Wild
Office: Vice Chancellor for Student Success
Email: rob.wild@wustl.edu
Phone: 314-935-4526

Secondary Contact: Rob Reardon
Office: Vice Chancellor for Student Success
Email: rreardon@wustl.edu
Phone: 314-935-6681

Policy History

• August 12, 2026: Policy Evaluation Committee Review: PEC reviewed and recommended policy to move forward for Cabinet review and ultimately Chancellor endorsement.
• August 20, 2026: Policy approved by Cabinet
• August 24, 2026: Policy approved by Chancellor Andrew D. Martin