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4. For on-campus fundraising events ONLY, all money raised and/or collected must be deposited into the appropriate student club’s on campus account within 48 hours of completing the event. All subsequent payments and/or donations must also be deposited in a timely manner.
Off Campus Solicitations:
If the group/organization wants to solicit off-campus through direct appeal to parents, friends, alumni, and local businesses, they must take the following steps (if funds are received without solicitation skip to step 6):
1. Complete the Mailing Address Request Form (or Email Request Form) for approval by the Advancement, Vocation, and Alumni Engagement Division and submit to the Alumni and Parent Engagement Office. The forms can be found here: http://alumni.wheaton.edu/s/1156/index2col.aspx?sid=1156&gid=1&pgid=793
2. Included with the address request form must be the appeal letter and sample reply mechanism to accompany the letter. Design of any communication to be sent to external constituents needs to be approved by the Marketing Communications team.
3. Upon receipt, the Alumni and Parent Engagement Office will send the request to the Annual Giving team for approval.
4. After the request is reviewed, approval (or concerns/issues, if any) is transmitted to the Alumni and Parent Engagement Office who communicates to the group.
5. List of donor names is provided by Advancement Services.
6. As donations are received, DO NOT deposit at Student Accounts. Bring them to the
Advancement Services department in the Billy Graham Center (1W) within three days of receipt, making sure that all checks have both names and addresses of the donors. If any check is erroneously made payable to an individual, that individual should cash the check and submit the cash with the donor’s full name and address. Any checks or cash without names/addresses will be returned to the student group for clarification, delaying processing time. Receipts for all donations will be returned to the student group through CPO and must be mailed or given to donors within two weeks. All mailing costs, including envelopes and postage, are the responsibility of the student group or the sponsoring department.
If the group/organization wants to submit a grant request to a foundation, they must first receive clearance from the Development department (development@wheaton.edu) in the Advancement, Vocation, and Alumni Engagement division before proceeding.
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