The solicitation Request Form must be turned into the Office of Student Affairs 10 days prior to the
event, program or activity with all of the appropriate signatures.
(Student) Last Name:
First Name:
UTHSC E-Mail:
Contact Phone:
Name of Organization:
Name of President
President’s E-Mail
President’s Phone
Number
Location of Event:
Date of Activity:
Start Time of Activity:
End Time of Activity
• Secured/Contracted
I certify that UTHSC Facilities and/or
I certify that Student Organization Advisor,
scheduling personnel have approved the
and all necessary personnel, have approved
space needed.
of this event.
Yes
Name of
Facilities
Approver
No
Yes
Name of Advisor
No
Facilities
Approver’s
Phone Number
Advisor’s UTHSC Email:
Advisor’s Phone
Number:
• Description of the event, program, activity and product to be sold if any:
• Describe how the Funds will be used and indicate if any funds will be credited to other
agencies:
Student Signature
Date
• APPROVAL: (to be signed by the Associate Vice-Chancellor of Student Affairs, or
Designee)
Signature
Date
For questions concerning this form, or scheduling student events that involve
solicitation, please contact one of the representatives listed below. You may return this
form via fax, e-mail, mail, or hand delivery.
910 Madison Ave, Suite 520, Memphis TN 38163
Fax: 901-448-1077.
Dr. Sonya G. Smith, Associate Vice-Chancellor of Student Affairs, (ssmit209@uthsc.edu),
901-448-5568
Keith Chandler, MPH, Director of Student Affairs, (schandle@uthsc.edu), 901-448-1047
STUDENT ORGANIZATIONS SOLICITATION ACTIVITIES
“Solicitation” is defined as the seeking of funds or support by a registered student organization
from sources other than its members including the procurement of supplies, and other forms of
support, and the selling and distribution of items, materials or products and services. Registered
student organizations may be authorized to solicit on campus as long as such solicitation is
consistent with the aims of the organization and is not for the personal benefit of members. See
RULES OF THE UNIVERSITY OF TENNESSEE 1720-1-7-.03 Solicitation of Funds by Student
Organizations available at: http://tn.gov/sos/rules/1720/1720-01/1720-01.htm.
PROCEDURES
•
Complete form in its entirety.
•
These forms, along with other necessary forms, are returned to The Office of Student
Affairs 10 days prior to the scheduled event. This includes fundraising events, advertising,
and soliciting on campus.
•
All reservations are on a first-come, first-served basis.
•
A copy of all materials to be distributed will be attached to this form when submitting to
the Office of Student Affairs.
•
Student organizations, advisors, departments and sponsored vendors will be sent a signed
solicitation approval form via e-mail before the event date.
•
Vendors may be required to pay a set-up fee at the time the authorization form is picked
up.
•
Any give-away item offered by a vendor on campus or any token gift offered in
exchange for a purchase must be in good taste and must not promote the use of
alcohol, tobacco, or other drugs. Vendors are asked to provide examples/photos of
their planned giveaways as part of their application to solicit on campus. Promotional
materials that celebrate UTHSC are welcome.
REGULATIONS
•
Publicity materials (signs, posters, etc.) cannot be posted (taped, stapled, glued or tacked)
outside of any university facility including on trees, fences, curbs, fire hydrants, statues, or
on any brick, concrete or painted surfaces. Posting of any materials inside of a building
requires the express permission of the appropriate building manager and would normally
be limited to specific areas (e.g. public poster boards).
•
Activities that intend to make use of lottery, raffle, or any similar fundraising measure are
not allowed under Tennessee Law (see Chapter 17. Tennessee Charitable Gaming
Implementation Law § 3-17-101).
•
Activities that mention door prizes, or admission ticket, stub, or any advertisement must
have a sample ticket submitted along with solicitation paperwork.
•
Student Organizations, who wish to make philanthropic and charitable giving requests to
UTHSC alumni/donor MUST contact the UTHSC Alumni Association in advance of the
request for approval. Please contact Michelle Nixon at 901-448-8387/mnixon@uthsc.edu
or Kris Phillips at 901-448-5516/ kphillips@uthsc.edu for more information.
•
Student Activities Center (SAC) events: Space permitting- registered student
organizations or campus departments may sponsor events (which may include sale or offer
for sale of goods or services), in the SAC under the following conditions:
• All items handed out at a solicitation table (Magazines, flyers, coupon books,
etc…) must have the name of the sponsoring student organization or department
on it.
•
•
•
•
•
•
•
•
•
A sign with the name of the sponsoring organization or department must be
displayed at the solicitation table.
• Items may only be distributed from behind a table (i.e. Solicitors may not walk
around the campus or the food court area to sell items or services).
Table location for the SAC area is at the discretion of SAC administration and may not be
relocated without permission. Groups hosting events in the SAC may not interfere with the
flow of traffic and must remain in the immediate area of their assigned table(s).
Amplified sound is NOT allowed in the SAC area.
Distribution of food or beverages must be approved through the student solicitation
process. Request for a waiver of campus food services should be made to UTHSC Catering
Services, in conjunction with food sales information sheet.
Any organization found in violation of policies will be asked to vacate its location and the
reservation will be cancelled.
The SAC administration may make exceptions to the SAC policies to accommodate student
programming (i.e. SGAEC, etc.).
Student organizations holding events on campus who anticipate needing accommodations
for students with disabilities should contact the Office of Equity and Diversity 901-4482112 in advance of the event.
Student organizations wishing to post or hand out flyers on campus must include the
following accommodations statement: Persons with disabilities who anticipate needing
accommodations or who have questions about physical access may contact the Office of
Equity and Diversity 901-448-2112 in advance of the program (or film, event, etc.)
Please contact the appropriate personnel below for appropriate facilities scheduling and
permissions:
•
•
•
•
•
•
Additional Resources: For further explanation of policies and procedures, please contact:
•
•
•
•
•
•
•
•
•
•
•
GEB - Carol Mason (GEB) 901-448-6960, Julie Sutch (GEB )(901- 448-5015), and
Madison Plaza -Pamela Houston (Special Events) for the Madison Plaza (901-4481164),
SACS -Lynn Ivy, SAC Building Manager, at 901-448-7585/livy@uthsc.edu or Louis
Patterson at 901-448- 8767/lpatter2@uthsc.edu.
Pharmacy Building- Christina Gewin 901-448-1443
On-campus Outdoor Events – Pam Houston 901-448-1164
Keith Chandler – Student Affairs 901-448-1047
Dr. Sim Taylor – Student Affairs 901-448-2839
Dr. Sonya Smith – Student Affairs 901-448-5568
Pam Vaughn – Business and Finance 901-448-5523
Pam Houston – Special Events 901-448-1164
Liz Roemer – Student Life 901-448-4860
Emily Barnes – Student Life 901-448-5610
Carol Mason – GEB 901-448-6960
Julianne Sutch – GEB 901-448-5015
Kris Phillips/Michelle Nixon – Alumni & Development 901-448-5516
University Policies and Procedures regarding solicitation can be found at:
http://www.uthsc.edu/policies/w932_document_list.php?app=FSC
https://www.uthsc.edu/centerscope/
http://www.uthsc.edu/studentlife/
https://my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORT
AL&p_policy=FI0715
THIRD PARTY INFORMATION SHEET & REQUEST TO POST FORM
The Third Party & Request to Post Form must be submitted to the Office of Student Affairs, for all
events in connection with an on-campus OR off-campus for profit or non-profit group.
Off-Campus /Third party group(s):
Event Name:
On Campus Sponsor (Student Organization)
•
Event Date: *
•
Event Time: *
Event Contact Information: Off Campus Group*
•
List the off Campus organization’s contact information for the event (ex. website, phone,
email address).
•
Describe the event or program activity (attach agenda and handouts). List any
product(s) to be sold:
•
Name/contact information for On-Campus Host group
•
APPROVAL: (to be signed by the Associate Vice-Chancellor of Student Affairs, or
Designee)
Signature
Date
For questions concerning this form, or scheduling student events that involve
solicitation, please contact one of the representatives listed below. You may return this
form via fax, e-mail, mail, or hand delivery.
910 Madison Ave, Suite 520, Memphis TN 38163
Fax: 901-448-1077.
Dr. Sonya G. Smith, Associate Vice-Chancellor of Student Affairs, (ssmit209@uthsc.edu),
901-448-5568
Keith Chandler, MPH, Director of Student Affairs, (schandle@uthsc.edu), 901-448-1047
STUDENT ORGANIZATIONS SOLICITATION ACTIVITIES
•
Definition
“Solicitation” is defined as the seeking of funds or support by a registered student organization from
sources other than its members including the procurement of supplies, and other forms of support,
and the selling and distribution of items, materials or products and services. Registered student
organizations may be authorized to solicit on campus as long as such solicitation is consistent with
the aims of the organization and is not for the personal benefit of members. See RULES OF THE
UNIVERSITY OF TENNESSEE 1720-1-7-.03 Solicitation of Funds by Student Organizations available
at: http://tn.gov/sos/rules/1720/1720-01/1720-01.htm.
•
Statement
Per UTHSC Fiscal Procedure F325, Solicitations on Campus (Policy Item 3): The University and its
Health Science Center wish to guard against deceptive promotional incentives and solicitation
practices and do not wish for its students and employees to be unfairly lured into buying products or
services through on-campus solicitations. Consequently, the University does not allow on-campus
solicitation of any kind in non-public areas, and solicitation in public areas is subject to advance
approval by the HSC as to time, place and manner.
•
Reason for Procedure
To ensure that any solicitation or distribution of information on University property by an outside
group does not interfere with the University’s commitment and mission to provide quality higher
education and related services to its students.
•
Applicability of the Procedure
This Procedure applies to any Third-Party persons or groups who wish to present or solicit to the
UTHSC students; post material; or host an event on University property.
•
Related Documents
Conflict of Interest Policy F125
Solicitation – Third Party Information Form
•
Contacts
Name
Title or Position
Telephone
Number
E-Email
Dr. Sonya G. Smith
Associate Vice-Chancellor of
Student Affairs
901-448-5568
ssmit209@uthsc.edu
Keith Chandler, MPH Director of Student Affairs
•
901-448-1047
schandle@uthsc.edu
Procedures
• Solicitation
• Any Third-Party individual or group wishing to solicit on University property must
be sponsored by an officially approved on-campus student organization or campus
host.
• The On-Campus host must complete a Solicitation Request Form, which can be
obtained from the Office of Student Affairs. All of the following information must be
provided on that form:
• Name, address, and phone;
• Individual, group, agency that s/he is representing;
• Purpose of the requested solicitation (e.g., products, recruiting members,
public awareness, etc.); and
• Date and time, s/he wishes access to College property.
• The Third-Party representative must complete the SOLICITATION BY A THIRDPARTY information sheet. No outside group(s), or financial institutions, will be
allowed permission to market products or services to University of Tennessee
Health Science Center personnel or students. Third parties will be required to
adhere to all of the requirements of the University of Tennessee Health Science
Center.
• The Associate Vice Chancellor for Student Affairs (or designee) will review all
solicitation requests. Once approved by the Associate Vice-Chancellor of Student
Affairs, it will be forwarded to any other Senior Administrators for final approval. If
approved, the individual or group(s) will be given written approval authorizing the
specific date, time and place that the University will permit the requested
solicitation to take place. No solicitation may take place at any other day, time or
place. Because University sponsored events take precedence over solicitation by
outside groups, the University reserves the right to reschedule or cancel the
authorization at any time. A copy of the authorization will be sent to UTHSC Campus
Police.
• Distribution.
• The circulation of any leaflets, flyers or other mass distribution of material by
individuals or outside groups on University grounds is prohibited. However, such
persons may request that non-marketing related material or event announcements
be posted on public bulletin boards by completing a Request to Post Form that is
available in the Office of Student Affairs. A copy of the material to be posted and all
of the following information must be provided:
• Name, address, and phone;
• Individual, group, agency that s/he is representing;
• Purpose of the requested posting (e.g., event announcement, recruiting
members, public awareness, etc.); and
• Date and time, s/he wishes the material to be posted.
• The Associate Vice Chancellor for Student Affairs (or designee) will review all
posting requests. If approved, the individual or group will have their flyers, posters,
etc., stamped with an end date for the flyer/poster to be taken down (no more than
14 days).
• Postings are not allowed to be placed on windows, doors, display cases, stair rails,
walls, painted surfaces, in public corridors or other surfaces. Postings by Third-
Party individuals/groups are only permitted on public bulletin boards.
•
Violation of this Procedure.
When a Third-Party/individual violates the procedures set forth, he/she will be asked to
leave the property. If the individual does not agree to leave University property, the Campus
Police will escort the individual off University property. If the individual continually refuses
to leave College property, the individual will be instructed that failure leave will result in
arrest for Trespass in violation of Tennessee Code 39-14-405 Criminal trespass. The
University will also consider the individual to be “persona non grata” who is forbidden to
return to University of Tennessee Health Science Center property.
•
Harassment of members of the University Community
The University will not tolerate harassment of members of the University
community by those persons or groups soliciting with permission on campus.
Individuals who engage in harassing behavior will have their permission to be on
campus immediately revoked.
•
Individuals who are granted permission who perform solicitation outside of
the permissible time and places. Additionally, individuals who are granted
permission by the University but choose to perform their solicitation outside of the
hours or locations granted by the University will have their permission immediately
revoked, and they will be asked to leave University property. If they refuse to leave
University property, they will be deemed in violation of campus policy.
VII. Forms
• Solicitation Request Form Third Party