The RCTC Foundation recognizes that individual departments, organizations, teams, clubs and other groups have need for occasional fundraising activities for the group’s educational activities; however, multiple and overlapping solicitations to the same constituents may have unintended negative consequences. All such efforts shall be executed with the approval of the Foundation Office to ensure that proper oversight is achieved.
One of the ways that RCTC Student Life clubs/organizations and academic programs can increase the funds available to support their educational activities is through fundraising. As an RCTC student club/organization, your group has limitations to approach outside entities for contributions to support your activities.
The RCTC Foundation assists the College in fundraising for clubs/organizations, programs, special events and initiatives. Any organization recognized by the Student Life Department can request assistance with fundraising for their organization. Guidelines listed below should assist groups in determining if this type of fundraising approach is appropriate for their goals.
Gift receipts are sent to all donors by the RCTC Foundation Office as an acknowledgement of gifts to student organization program support or endowment funds and as their tax receipt for the Internal Revenue Service. In addition to this tax receipt provided by the Foundation, student organizations are encouraged to thank donors directly in a more personal way through a thank you letter or card. It is important for donors to hear how their money was spent and how it helped the student organization or program achieve its goals.
Fundraising and Resource Development Policy/Procedures
It is the responsibility of each student and employee to be familiar with College policies and procedures.
Any RCTC employee, student, alumnus/alumni, parent group, volunteer or other person, persons or group wishing to undertake fund-raising, solicitation of contributions, grant submissions, or acceptance of gifts-in-kind in the name of the College shall adhere to the procedures listed below. All monies raised through any fund-raising, grant or sponsorship activities must be placed in an appropriate Custody Account established through the RCTC Business Office or RCTC Foundation Office. Appropriate forms are available in the President’s Office, Vice-President of Academic Affairs Office, Chief Student Affairs Office or the RCTC Foundation Office. The completed forms must be on file in the RCTC Foundation Office, with the required signatures, at least two weeks before any fund-raising activity can begin or grant application can be submitted.
IRS reporting requirements are mandatory on gifts with a value of $250 or more. The RCTC Foundation Office must be notified of any gifts or contributions received with a cash or in-kind value over $250.
IRS regulations require all donated gifts of cash, securities, services, and property valued at $250 or more must be reported. Please notify the RCTC Foundation if you received any gifts that meet this criterion.
MnSCU Policy 7.7.1 requires the College to maintain a list of gifts and grants with a value in excess of $5,000. To comply with this requirement, MnSCU Procedure 7.7.1 Gifts and Grants Acceptance Reporting Form must be completed and submitted to the RCTC Foundation Office for recording purposes.
Athletics Student Clubs
Prior to engaging in any fund-raising activity, individuals representing athletic teams must submit to the Chief Student Affairs Officer and Request Support from the Public form, with the approval signature of the Athletic Director. Approved fund-raising activities may include signage sales, tournaments, summer camps, sponsorship for home games, initiating booster clubs or other activities.
Prior to engaging in any fund-raising activity, individuals representing student clubs or organizations must submit to the Chief Student Affairs Officer and Request Support from the Public form, with the approval signatures of the club president or officer and faculty/advisor.
Fund-raising campaigns are defined as organized efforts to solicit gifts and grants for any college purpose. The RCTC Policy on fund-raising and authority to approve and conduct fund-raising campaigns applies to all forms of fund-raising, whether conducted by the College, RCTC Foundation, support groups, or individuals or organizations outside the College. All fund-raising activities must conform with established RCTC programs and policies and a record of all solicitation must be maintained and reported in accordance with established procedures.
- Requesting Support from the Public:
Any club/organization and/or person engaging in sales, raffles, drawings, lotteries, etc. for the purpose of Rochester Community and Technical College or its Foundation, must submit an Application to Request Support from the Public form. Coordination will ensure continuity of our development efforts and prevent duplication of requests and negative feelings and results from community supporters and donors.
Gifts In Kind
Prior to acceptance of any gifts-in-kind, a determination of the viability and good working order of any item must be established. Gifts-in-Kind refers to donations of objects, services, materials, and resources other than cash. The acceptance of such gifts offered to the College or the RCTC Foundation must be determined by the department head with approval sought from either the Departmental Dean or the Vice-President of Academic Affairs or Chief Student Affairs Officer.
Values placed on all donated items are the responsibility of the donor unless an independent appraiser is warranted. This is usually necessary for the acceptance of works of art, antiques or gifts of historical value, land, and buildings. In cases where gifts-in-kind are commonplace to a certain program, prior arrangements and latitude may be established with Dean approval.
Any RCTC employee, student, alumnus/alumni, parent group, or other person accepting a gift-in-kind on behalf of the College must complete a Gifts Acceptance form using the link below.
Any person requesting grant funding from any federal, state or local government agency, or to any private corporation or foundation on behalf of the College must first submit a Grant Writing Approval Form.
Prior to the submission of any grant application for funding from any federal, state or local government agency, or to any private corporation or foundation on behalf of the College, individuals must submit to the Vice President of Academic Affairs a Grant Writing Approval form with the approval signatures of the department chair/division coordinator, and respective Dean.
Note: If the grant is in excess of $5,000, a MnSCU Procedure 7.7.1 Gifts and Grants Acceptance Reporting Form must also be completed and submitted to the RCTC Foundation Office for recording purposes.
Rochester Community and Technical College Foundation
Office: (507) 281-7771
Fax: (507) 280-2970