Policy Manual

This policy applies only to the on-campus electronic solicitation of money by organizations either within or external to the University when the number of email recipients is 1,000 or more employees. This policy strives to balance the primary use of employee email, which is to conduct University business efficiently, with the desire that University employees have ample opportunity to be engaged citizens of the broader community through donating to worthy charitable causes. In cases where external organizations do not abide by this policy, the University reserves the right to take whatever actions are necessary to block outside email and/or sever the University's relationship with the organization in order to preserve the integrity and efficiency of our systems.

1. External organizations.
   1. Charitable organizations may solicit money on campus only if they obtain prior permission from the Senior Vice President for Finance and Operations or their designee.
   2. Permission will be granted an organization by the Senior Vice President for Finance and Operations provided that: 1) the organization is a bona fide charitable organization under 501(c)(3) of the Internal Revenue Code, and 2) the solicitation is sponsored by a University department, college, division, or other major administrative unit.
   3. Charitable organizational solicitations may occur once per year.
   4. The email soliciting contributions must include directions for University employees to contribute directly to the charitable organization.
   5. The University will permit the charitable organization to provide a link on the employee self-service web page for 12 months following the email solicitation. The University also will permit a link on the employee self-service web page for 12 months if the original solicitation was through campus mail as allowed by V-9.1.
2. University colleges, divisions, departments, units, programs, services, and affiliated organizations.
   1. University administrative areas and affiliated organizations may solicit money on campus only if they obtain prior permission from the appropriate dean/director and Provost or vice president. Affiliated organizations must obtain permission from the Senior Vice President for Finance and Operations or their designee.
   2. University administrative areas and affiliated organizational solicitations may occur once per year. The Senior Vice President for Finance and Operations is authorized to make exceptions.
   3. The email soliciting contributions must include directions for University employees to contribute directly to the charitable organization.
   4. The University will permit the charitable organization to provide a link at Employee Self Service for 12 months following the email solicitation. The University also will permit a link at Employee Self Service for 12 months if the original solicitation was through campus mail.