Regents Policy 5203: Policy on Support Groups, Campus Foundations, and Alumni Associations

Approved September 15, 1995
Amended September 22, 2005

The Regents of the University of California wish to acknowledge the service of volunteer groups and nonprofit organizations and to encourage their support on behalf of the University and its individual campuses. These entities provide valuable assistance in fundraising, public outreach, and other support for the University's mission. The most common forms of such organizations are Support Groups, Campus Foundations, and Alumni Associations.

At the same time, as a public trust and the beneficiary of the funds raised, the University is obligated to require that the funds raised by such entities be adequately controlled and properly expended in the same manner as if the funds were raised by the University itself. Accordingly, each Support Group, Campus Foundation, or Alumni Association must receive official and continued recognition from a Chancellor.

Official recognition establishes the privileges and responsibilities of the relationship between these entities and the University, including use of the University's name, facilities, and resources. Without such recognition, no group may (a) represent itself as raising funds or otherwise providing support on behalf of or for the benefit of the University, a campus, or any institutional unit thereof; (b) use the name of the University or any of its campuses, facilities, or programs either expressly or by implication in connection with such activities; or (c) use University facilities, equipment, or personnel in connection with such activities.

The assets of each such entity must be irrevocably dedicated for the benefit of the University of California or one of its campuses. In the event of the entity's dissolution, the assets of the group must be transferred to The Regents of the University of California or a Campus Foundation for purposes consistent with the terms of the individual gifts and the purposes of the entity.

No such entity may conduct research or clinical trials or accept funds for contract research by a named researcher on behalf of the University. Such agreements must be entered into directly by the University and the research sponsor. Additionally, no such entity may (a) directly or indirectly employ, or (b) supplement the salary of, or (c) provide any consulting fees, loans, or perquisites to any University employee outside of established University of California personnel policies and practices.

The President may make exceptions to this Policy when it is in the best interest of the University and shall promptly report such exceptions to The Regents. Separate Administrative Guidelines for Support Groups, Campus Foundations, and Campus Alumni Associations shall be disseminated by the Office of the President to govern each type of entity and may be modified from time to time as appropriate.

Annually, each Chancellor (or designee) shall provide to the Senior Vice President--Business and Finance a list of recognized Support Groups, Campus Foundations, and Alumni Associations and confirm that these organizations are following the appropriate Administrative Guidelines referenced above.

DEFINITIONS:

1. Support Groups: A Support Group is any group, organization, foundation, or association other than a Campus Alumni Association or Campus Foundation (1) whose primary purpose is to provide assistance through fundraising, public outreach, and other support for the University's mission; or (2) whose representatives or activities make the entity indistinguishable from the University itself; or (3) that acts as an agent of or intermediary for the University. Support Groups typically operate with some affiliation or collaboration with the University to raise gift funds and/or provide public support for the teaching, research, patient care, and public service programs of the University. Each Support Group shall be organized and operated so that contributions to it or through it to the University or to a Campus Foundation shall be deemed tax deductible contributions under relevant provisions of State and federal tax law, and all operations shall be in accordance with applicable University policies, guidelines, and procedures.
2. Campus Foundations: Each campus may have a single Campus Foundation, bearing the name of the campus, that is organized and operated for the purpose of fostering private giving, managing gift and endowment funds, and providing other support for the benefit of the campus. The Campus Foundation is the only entity permitted by The Regents of the University of California to hold funds for investment purposes for the benefit of the campus it supports. Each Campus Foundation shall be organized and operated as a separately incorporated, tax-exempt entity under relevant provisions of State and federal tax law, and all operations shall be in accordance with applicable University policies, guidelines, and procedures.
3. Campus Alumni Associations: Each campus may have a single Campus Alumni Association that is organized and operated for the sole purpose of providing service and support to its members, to the alumni of the campus, and to the University. Each such Campus Alumni Association may bear the name of the campus and may be organized and operated as (1) an unincorporated association operating administratively as a unit of the University; or (2) a separately incorporated tax-exempt entity under relevant provisions of State and federal tax law, and all operations shall be in accordance with applicable University policies, guidelines, and procedures. The Campus Alumni Association shall be an umbrella organization for all alumni constituency or affinity organizations and shall ensure, together with the campus administration, that such organizations adhere to this policy and the administrative guidelines for Campus Alumni Associations.
4. Affiliated Organizations: Under special circumstances, when an entity does not fit the above definitions, a campus may enter into an affiliation, for a defined time period, by written agreement. Such an agreement may permit the use of the University's name, facilities, personnel, and other resources in return for specified benefits received by the University. Affiliation by agreement shall not be used to circumvent this Policy and shall be entered into only by the Chancellor or a single campus official so designated by the Chancellor, in accordance with applicable University policies, guidelines, and procedures.