Policy Manual

Effective April 24, 2025, this policy has been revised. For individual changes, see the redlined version. 

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 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. Permission will be granted based on V-9.1 b.
   2. Charitable organizational solicitations may occur once per year within the designated enrollment period.
   3. The email will include organizations as outlined by V-9.1 b and will be distributed by the university once per year to all employees working 50 percent time or more (V-9.1 c(3)). The email  must include directions for university employees to contribute directly to the charitable organization.
   4. Pursuant to V-9.1 b and Iowa Code 70A.14 and 70A.15, the university will permit the charitable organization to provide written copy describing the organization on the annual enrollment period web page and in Employee Self-Service. 
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.