Staff Policy D-505.10
Institutional Effectiveness Criterion: Operations

Solicitation

Soliciting activities on campus are permitted only when the activities support the mission of Northwestern Michigan College (NMC) or the mission of a recognized college entity or activity. Non-College organizations may conduct solicitation activities on campus only when lawfully sponsored by a recognized NMC student club/organization, academic group, office/work area/employee group, or the College as a whole, ("recognized College entity"). All organizations desiring to conduct fundraising/soliciting activities on campus must adhere to College policies and procedures.

1. Definitions
   1. Permitted "solicitation activities" are defined as activities or events, normally of short duration, intended to raise money or other support for a recognized College entity or activity.
   2. "Recognized college entities" include: academic groups; NMC academic groups; College departments and work areas, or employee groups; and groups that are chartered and/or recognized under EES, UC Partners, the Director of Student Activities and Diversity, or the Student Government Association.
2. Approval Process for Recognized College Entities
   Recognized college entities desiring to conduct or sponsor solicitation activities must request approval as follows:
   1. Recognized NMC Student Clubs and Organizations
      Recognized NMC student clubs and organizations must request approval through the Associate Dean of Student Life. The requests and recommendations for approval are then forwarded to the Vice President for Educational Services or designee for approval. If the activity is approved, the Associate Dean of Student Life will notify the student organization and schedule the event through Central Scheduling. If the activity is disapproved, the Associate Dean of Student Life will notify the club/organization of the disposition of the request. The Associate Dean of Student Life is responsible for the direction and supervision of student groups during the approved activity to ensure adherence to College policies, procedures, and guidelines.
   2. All other recognized college entities
      Any other recognized College entity desiring to conduct or sponsor solicitation activities must initiate the approval process through Central Scheduling. Central scheduling will forward the request for approval by the Vice President to whom the unit reports, which are referenced as follows:
      1. Great Lakes Campus: Vice President For Education Services
      2. Main Campus: The Vice President to whom the entity reports
      3. Aero Park Campus: Vice President for Lifelong and Professional Learning
      4. University Center: Vice President for Lifelong and Professional Learning
   Central Scheduling will notify the group of the disposition of the request. The requester is responsible for the direction and supervision of the activity to ensure adherence to College policies, procedures and guidelines.
3. Approved Solicitation Areas
   Solicitation on campus is only permitted in College-approved areas, which include:
   1. Great Lakes Campus: Rotary Hall
   2. Main Campus: West Hall Lobby (non-food items only), Welcome Center in the Health and Science Building
   3. Aero Park Campus: Hall of Technology
   4. University Center: Common Areas
   Requests for alternate locations must be approved by the Associate Dean of Student Life (for student clubs/organizations) and the Vice President of Finance and Administration (for academic groups and offices/work areas).
4. Non-College Organizations
   Non-College organizations may conduct solicitation activities on campus only when it is sponsored by a lawfully recognized College entity in a manner consistent with this policy. The non-College organization's activity must be consistent with the mission of the sponsoring College organization or entity. A sponsoring College organization or entity is responsible for ensuring compliance with all College policies, procedures, and conditions stipulated for the activity and must have a representative present during the soliciting activity. A College organization or entity that sponsors space for a non-College organization without the expressed consent provided in paragraph 2 of this policy is participating in fronting for the non-College organization which is prohibited by College policy. "Fronting" is defined as permitting a non-College individual or organization to use College space, facilities, and/or services under the guise that the activity is a College-sponsored program.
5. Permitted Products/Services
   1. Products permitted for sale on campus as a solicitation activity should not be in direct competition with products offered for sale by College auxiliary enterprises, such as Food Service and the Bookstore, in their permanent operational sales areas, nor be in conflict with special events being supported by the auxiliary enterprises.
   2. Food sales must be carefully monitored and supervised to ensure the safe preparation and handling of food and beverages sold. The Associate Dean of Student Life is responsible for the direction and supervision of student organizations during food sales.
6. Financial Accountability of the Entity
   When any resource of the College or use of a College building is required, procedures established by the Controller's Office for the proper safeguard of and accounting for those resources must be followed. The Office of Student Activities is responsible for directing student organizations in meeting the procedures established by the Controller's Office. The Office of Central Scheduling shall provide a list of room/building rental charges, as well as authorized charges for College provided support services. A deposit is required for non-College organizations.
7. Solicitation in Residence Halls
   Solicitation activities which are not specifically authorized by the NMC Residential Life Office are prohibited in College residence halls. Students are urged to immediately report unauthorized solicitation activities in College residence halls by calling Campus Safety and Security. This information should also be relayed to the Residential Life Office.
8. Off-Campus Solicitation
   Recognized College organizations and entities desiring to conduct solicitation activities off-campus in their name must coordinate those activities with the Office of Resource Development prior to commencing the activities.
9. Information Tables
   Recognized College organizations and entities requesting use of NMC property for an information table must have written authorization from Central Scheduling.
   1. All groups must present the signed authorization if requested to do so at any time during their informational session.
   2. The table must be set up in a place which does not interfere with normal business or impede resident traffic in any way.
   3. Recognized College organizations and entities (or organizations which they may sponsor) authorized pursuant to this policy shall not permit the following activities:
      1. Require individuals to stop at their table or physically stop them
      2. Require individuals to give their address or telephone number in order to receive information or qualify for raffles, drawings, etc. (Individuals who willingly give this information must be informed that they will be contacted by someone prior to them sharing this information.)
      3. Advertise or promote alcohol or drugs
      4. Leave their table and approach individuals to enhance a potential sale
      5. Call out to or otherwise harass individuals as they pass the table to enhance a potential sale
      6. Impede foot traffic through the area or create any safety hazard or blocked exit

The Vice President of Finance and Administration, in conjunction with the appropriate faculty and staff, is responsible for the development and publication of any procedures or guidelines that may be necessary to administer this policy effectively.

If any provision(s) of this policy or set of bylaws conflicts with laws applicable to Northwestern Michigan College, including the Community College Act of 1966, the Freedom of Information Act, or the Open Meetings Act, as each may be amended from time to time, such laws shall control and supersede such provision(s).