How do schools handle donation requests?

Transcription

1 Question: How do schools handle donation requests? Sue Beurskens Susan E. Beurskens Director of Marketing & Special Events Rutgers (732)

2 WOFFORD COLLEGE We require that requests come on letterhead and by in-large we stick to giving away ticket packages for silent auctions, etc. It is amazing how many people think we have an endless supply of stuff. Lenny Mathis Asst. Athletic Director for Marketing & Promotions Wofford College 429 N. Church St., Spartanburg, SC Ph: (864) Fax: (864) BEWARE OF DOG. UNIVERSITY OF AKRON The way I track the donation requests is alphabetically filing the orders as they come in. I have standard letters for the requests to try and save time whether it s a rejection or acceptance of the request. We get bombarded with donation requests as well and we want to help but as you said there are only so many resources available. We only approve those requests from local organizations such as YMCA s, Food Banks, and fundraisers for less fortunate. We make a phone call and then send a letter along with the donation request. If you have anything else that you like to know, please feel free to contact me. I hope this information helps. Jeremy Butler The University of Akron Here s what we did, feel free to copy and use on your website. Kevin Olivett Corporate Sales & Promotions University of Akron Athletics WESTERN WASHINGTON UNIVERSITY Fundraising, Auction & Donation Request Guidelines Thank you for your request for Viking Athletic items. We appreciate you contacting us for your special event. Due to the number of requests we received last year, below are some guidelines that have been established to make the process as easy and timely as possible! 1. Donations are limited to local/state/regional requests. 2. Western Washington University athletic items will not be donated to other colleges or universities. 3. Ticket requests (for home athletic events) are given first priority for donations. All other

3 requested Viking Athletic items will be considered, but are less likely to be donated, due to expense. 4. Donations or proceeds can not be used to benefit high school-age students or student groups in any way, due to NCAA regulations. 5. Requests must be submitted, in writing (preferably on letterhead from the sponsoring school, organization, etc.). Please include in the request: Who is hosting the event What age group(s) will be represented What the donated items will be used for If items are to be used in a fundraising capacity, what will the proceeds will be used for Date of event Deadline for receiving the auction item(s) Contact name, phone number and address for where the item(s) should be sent You may request specific auction item(s) in the letter; however we can not guarantee the requested item(s). 6. All auction requests must be received at least three weeks prior to the event. Consideration cannot be guaranteed after this time. 7. All requests will be reviewed for accordance with compliance with WWU, Great Northwest Athletic Conference and NCAA regulations. Only after the request has been approved by Compliance, will it be considered for a donation from WWU Athletics. 8. Western Washington University holds the right to deny any requests for auction items. 9. Please submit your request to: Steve Brummel Director of Athletic Marketing Western Washington University 516 High St. Bellingham, WA (360) Fax: (360) WASHINGTON STATE UNIVERSITY 1. Do you have a tracking system set up for who you donate to? I use an excel spreadsheet, and use the filter system. If a request sounds familiar, I check to see if it had been presented previously. Columns are set up for date of event, name of organization, city, state, object given, and date it was mailed. When I get duplicates, I can easily reference to when the item was mailed. 2. Do you have a standard letter that you send out to say sorry, but we can't donate at this time? Yes, one for NCAA regulations, and one for out of area requests.

4 3. Do you donate strictly to in-state groups/organizations? (We are amazed at how many out-ofstate requests we get, and we usually say no.) For the most part, it is Washington and Idaho. We try to keep it local. We too get out of area requests, and politely send a note declining. 4. What is your procedure and timing for people to request a donation - letter, phone, form to complete? We ask for 3 weeks advance notice. This gives us time to sort through, enter into the spreadsheet, and then send to compliance to receive approval before fulfilling. We don t always receive them that much in advance, but we try. If I receive a request for something months down the road, I will hold onto it and not process until closer to the event. Because this is where duplicates happen. If I fulfill something today for an event next April, chances are I will forget that it had already been requested if they send another request in March. Debbie Engle UNIVERSITY OF OREGON 1. Do you have a tracking system set up for who you donate to? We keep an excel sheet and we limit one donation per organization per fiscal year. 2. Do you have a standard letter that you send out to say sorry, but we can't donate at this time? Yes, but since we only donate tickets and limit donations to in-state, nonprofit, usually youth oriented organizations, only those outside of those parameters receive the letter. 3. Do you donate strictly to in-state groups/organizations? (We are amazed at how many out-of-state requests we get, and we usually say no.) Yes 4. What is your procedure and timing for people to request a donation - letter, phone, form to complete? To be considered for a donation, an official donation request on the organization's letterhead detailing the event (what, when, where, who it benefits, form of fundraising) must be received at least 3-4 weeks in advance of the event. We only donate for auctions, raffles or fundraising that maintains the value of the tickets. No door prizes and the like. Angie Sit Director of Marketing University of Oregon Department of Intercollegiate Athletics 2727 Leo Harris Parkway Eugene, OR (541) (541) fax

5 UNIVERSITY OF WISCONSIN Donation Guidelines 1. When a person/organization requests a donation item, the first thing that we ask for, no matter what the situation, is for them to put their request in writing. In the letter, they need to inform us of the event, the date of the event and where the money raised will be going/who will benefit from the money being raised. 2. Once we receive the request in writing, we send it up to our compliance department who then looks it over and decides whether or not it would break any NCAA rules. They then approve the request or deny it, then send it back to the marketing department. 3. When we receive the request back from compliance, we read it over to see if they request a specific item (autographed football or basketball) or just want anything we can give them. 4. If the request is not for a specific item, we will send them a flipcard that is autographed by Coach Alvarez. We do not charge for these. Most requests fall into this category. 5. If the request is for a specific item like a football or jersey, we will either or call the contact person and tell them that their request has been approved and that they need to send money for their item before we can send their item in the mail. 6. Since we only accept cash or checks, once we receive their money for the item, we send the item they requested in the mail. 7. We keep a database of every item that we send out and where the item goes. 8. For the requests that are denied, we send out a letter explaining why the request was not approved. Items for Donation: Autographed Footballs-$35 Autographed Basketballs-$35 Autographed Football Jersey-$15 Autographed Mini Football Helmet-$25 Autographed Flipcard (photo)-free All items are autographed by Coach Alvarez or Coach Ryan. We only donate one item per organization per year. The fee for the items is waived under certain circumstances and is something that we in the marketing department decide. See next pages from University of Wisconsin

6 Donation and Signature Requests Policy and Procedure Any requests received for a donation of UW memorabilia or tickets, or a request for a signature by a UW coach, student-athlete, or staff member will be handled as follows: All requests must be made in writing by the requestor. Download the Memorabilia Donation & Signature Request Form below to facilitate the request. All requests for donations/signatures that come into the UW Athletic Department will be forwarded to the department/sport responsible for facilitating the request. The department/sport responsible for facilitating the request will make the determination if they want to fulfill the request. If yes, that department/sport will attach the "Compliance Review" form to the request and forward it to the compliance office for review. The compliance office will approve or deny the request and return it to the specific individual identified on the form as the facilitator for that respective department/sport for this request. It is the responsibility of that department/sport to facilitate the request. Given the increasing number of donation requests the athletics department receives and the importance of ensuring that any item we donate is used in accordance with NCAA rules, please send the Memorabilia Donation Disclaimer sheet (second link) with the donated item. Download Form: Memorabilia Donation & Signature Request Form Memorabilia Donation Disclaimer

7 DONATION/SIGNATURE REQUEST COMPLIANCE APPROVAL Department/Sport Requesting Approval: Individual responsible for facilitating the request: COMPLIANCE: Approved Denied Compliance Signature Date

8 CONDITIONS TO RECEIVING UNIVERSITY OF WISCONSIN MEMORABILIA We are providing this item to you on the following conditions: 1) You understand that any memorabilia (e.g., balls, jerseys, hats, etc.) or other item (e.g., tickets, pictures/photos/cards, T-shirts, etc.) that you receive from the University of Wisconsin Athletic Department (including items from student-athletes and coaches), or from any other department of the University, whether for personal use or for use as a donation to an organization you represent, regardless of whether or not the item has been autographed, is provided to you on the condition that you WILL NOT: a) Sell these items to any third party who may use them to raise money, directly or indirectly, to benefit any high-school program, including athletics programs, or; b) Exchange these items for anything of value with a third party who may use them to raise money, directly or indirectly, to benefit any high-school program, including athletics programs, or; c) Donate these items to any organization which may use them to raise money, directly or indirectly, to benefit any high-school program, including athletics programs, or; d) Give or sell these items to an organization for the purpose of auctioning them off to raise funds to provide financial assistance to high-school students to attend a collegiate institution of their choice. e) Sell, auction off, or exchange for value items that have been autographed by current student-athletes or coaches. These items are signed for fan enjoyment or to raise funds for certain pre-approved organizations. 2) You understand that your violation of this agreement will be a violation of NCAA rules, which may subject the University to penalties and may jeopardize the eligibility of the University s student-athletes. 3) You understand that if the University determines that you have breached this agreement, then you may lose certain privileges offered by the University s Department of Athletics. You understand that if you have any questions regarding the permissible use of any item you have received, you should contact Steve Waterfield, Assistant Athletic Director for Compliance at (608) We appreciate your cooperation and support of Wisconsin athletics. GO BADGERS!

9 UNIVERSITY OF WISCONSIN MEMORABILIA DONATION & SIGNATURE REQUEST FORM Your Name: Phone #: Home ( ) Address: Work ( ) Home Work Fax ( ) Name of Organization you are representing: What specifically are you requesting? If the donated item or the signature on the item will be used to raise funds for an event, who would benefit from these raised funds? If children and/or young adults would be beneficiaries of the raised funds, please include the grade of classes of the children/young adults: YOUR SIGNATURE: DATE:

10 UNIVERSITY OF TEXAS I could not resist sending this to you as it was an ordeal until our Associate AD of Compliance got in the middle of it. Thank God. Let me know if you have any questions. Teri Teresa I. Pierce Assistant Athletics Director, Marketing Intercollegiate Athletics Bellmont Hall, Room 242 Austin, Texas Phone: Fax: SOUTHERN ILLINOIS UNIVERSITY We only donate to in-state groups and then again mostly to places in our region. We only donate tickets to games..maybe a pair or two to a game. We also need info on letterhead for accounting purposes. We say no whenever we want and don t feel guilty about it. We only send certificates for tickets and they must be redeemed at our athletic ticket office. They may not be redeemed on game days. Mike Trude Athletic Marketing Director Southern Illinois University (fax) MICHIGAN STATE Here at Michigan State we do the following things: * They have to provide us with a letter on their organizations letterhead, just like you all do. * The only things we offer people for a donation request is that their organization has to provide us with an item and we will get it signed by the head coach that they want and get the item back to them. So, basically the only expense we incur is the shipping of the item back to the organization. * We do not donate tickets or anything else. Like you, we do not have the inventory to be just giving items away. * We only do the above donation requests for organizations that are in Michigan. * We send a standard letter out to those organizations that are out of state requesting a donation that we can not really help them out because of funds. * We also have a standard letter we send out for those organizations that are looking for a donation where the proceeds go to prospective student-athletes; telling them that we are not allowed to help them out by NCAA rules.

11 Jill Mason Michigan State University (517) NORTH CAROLINA STATE I'm not attempting to answer all of your questions as this response is based on my own personal/professional experience, not our current policy. However, when I worked at an NBA team, we only permitted organizations one request per year and they would have to just be selective on their own as to which event or who got internal priority. Just a quick FYI to consider in terms of those multiple requests from the same organization but different people. Best, ldf Go Wolfpack! LaQuita D. Frederick Assistant Director of Marketing & Promotions NC State Athletics 5400 Trinity Road, Suite 407 Raleigh, NC P F CANISIUS COLLEGE My assistant will send you a copy of the donation request we use. It helps us weed out some of the more frivolous requests we get. We also have a couple of ticket passes - admit two for any game is one and the other is a Family Pass, which admits a Family of Four - that we use as gifts so we don't have to keep digging into the vault for more merchandise. John Maddock Canisius College UNIVERSITY OF GEORGIA You can look up our policy on and then go to the compliance section. John Bateman FLORIDA STATE We have a system in place here at Florida State that has worked fairly well for us. Due to the

12 large amount of requests that we get we have set up a couple of policies that we follow. 1- we never give out trinkets or goodies. Our policy is that our promotional items are giveaways for fans at specific games or events and we don t have items laying around the office nor do we order items for this purpose. Of course we do have a few sponsors or athletic department staff/sports that we make exceptions for but that s a given. If we get these requests over the phone then our staff generally informs them about the policy and if we get a written request we send a form letter back to them (which is attached) 2- We do not handle getting items autographed either. We have a separate office for that, it s called the memorabilia office. Charities or organizations can purchase their own footballs basketballs, helmets, etc. and send it in to the memorabilia to have it autographed. On a weekly basis this office brings things to the coaches for them to sign. We do have a charity ticket donation program in place that allows for us to donate tickets to select events to charities for silent auctions or fundraiser events. We designate one game at football, men s basketball, women s basketball, and baseball as charity ticket games I have an allotment of 50 tickets to give away to each of those games. It usually tends to work out pretty well. If a charity s event is after the designated football game then we offer them basketball tickets and so on. We do these tickets on a first come first serve basis. All requests must be on some type of letter head explaining the charity as well as the event. We then send the charity a form from our compliance department that the charity must fill out and our compliance department will then approve or deny the charity. I do not have these forms in an electronic format but I can fax them to you if you would like. Upon approval we send them a letter to give to the winner of their silent auction/fundraising event that must be redeemed through the ticket office to receive the actual tickets. We also keep a spreadsheet of the programs that we donate to (attached). I typically use my best judgment in determining who we donate too. I usually don t donate football tickets to someone in Ohio or something, we donation to a few that are out of state but we are close to GA and many of our fans live across the border. Once a system is in place it might help to combat all the multiple requests that you do get. We have pinpointed one person in our office (that s me) to handle this and all requests generally get forwarded to me. So after a year charities know to send requests/correspondence directly to me. I have attached a few of the forms we use. Hopefully this helps. If you have any other questions or concerns please feel free to contact me. Thanks Jill Auzenne Marketing Assistant Seminole Athletics Marketing P.O. Box2195 Tallahassee, FL p: f: SEE NEXT PAGES FOR FLORIDA STATE EXAMPLES

13 August 22, 2005 Benji Hollis Chick- fil-a Peach Bowl 235 Andrew Young International Blvd NW Atlanta, GA Dear Mr. Hollis, Thank you for your interest in Florida State Athletics with you recent request for an item to be donated to your charity. Due to NCAA compliance rules we are implementing a new system for charity donations. In order for your charity to be considered for a donation the attached form needs to be completed and returned via fax to our compliance office. Your organization will be notified upon the approval or denial of your request. Florida State University is committed to complying with the NCAA rules and appreciates your support. Please contact me at (850) if you have any questions or concerns. Thanks and GO NOLES! Sincerely, Jill Auzenne Marketing Assistant

14 September 12, 2005 Britton Doner DOE, Food and Nutrition Management 325 W. Gaines Street, Suite 1032 Tallahassee, FL Dear Britton, Thank you for your interest in Florida State Athletics with your recent request for an item to be donated to your charity. Unfortunately, we are unable to fulfill your request due to NCAA Bylaw which states that institutions are not permitted to provide any type of donation to a high school. preparatory school or two-year college. Florida State University is committed to complying with the NCAA rules and appreciates your support. Please contact me at or our compliance office at if you have any questions. Thanks and GO NOLES! Sincerely, Jill Auzenne Marketing Assistant

15 Dear Seminole Fan, Seminole Athletics Marketing does not provide promotional items for personal use, use at auctions or as give-away items. We can provide sport posters and schedule cards. If you would like to receive the items, please send your request to Seminole Athletics Marketing by any of the methods below stating what posters and/or schedule cards you would like to receive and the quantity. There is a cost for shipping sport posters and order forms can be found on (click on Events & Promotions on the right hand side): Via mail: Seminole Athletics Marketing/P.O. Box 2195/Tallahassee, FL Phone: Via fax: Via promotions@garnet.acns.fsu.edu If you are requesting items to be signed by the Football Office and/or Coach Bowden for personal use, charity or as an auction item, please contact the Memorabilia Office (Alissa Harder) The item to be signed has to be provided. Requests for the signatures for Head Coaches from sports other than football should be made to the sport office. Mailing address: Sport Office (that you are requesting)/florida State Athletics P.O. Box 2195/Tallahassee, FL On behalf of Florida State University we would like to thank-you for your support of Seminole Athletics. For the latest information regarding Seminole Athletics please visit GO NOLES!!!!

16 FAIA Katherine Burnotes Premier Dr. Suite 101 Tampa, FL Dear Ms. Burnotes, Enclosed is a letter to the winner of your silent auction on July 23, This letter can be redeemed for two tickets to the FSU vs. Wake Forest on October 8, The winner may redeem the letter by mail or calling to make arrangements before picking up the tickets. Thank you for your interest in Florida State Athletics. Sincerely, Jill Auzenne, Marketing Assistant Seminole Athletics Marketing University Center D Room 107 Tallahassee, FL 32306

17 2005 Charity Football Tickets FSU vs Wake Forest Organization Name Contact Name Phone # of tickets

18 Remaining (50) Date Letter Sent Address City & State, Zip 48 3/31/ /31/ /31/ /31/ /31/ /31/ /31/ /31/ /31/ July 28 7/22/ /1/

19 Dear Supporter: This letter may be redeemed for two tickets to the FSU vs. Wake Forest on October 8, To redeem, mail this letter to the FSU Athletic Ticket Office, University Center D, RM 107, Tallahassee, FL or by calling FSU- NOLE to arrange the ticket pick-up. Thank you for your support of the FAIA and we look forward to seeing you at a football game. Go Noles! Sincerely, Jill Auzenne, Marketing Assistant Seminole Athletics Marketing University Center D Room 107 Tallahassee, FL CC: Patrick Martin Joe Garcia Mail to: Name: Address: Daytime phone:

20 WEBER STATE WEBER STATE UNIVERSITY ATHLETICS CHARITABLE DONATION GUIDELINES The Weber State Athletic Department desires to support the efforts of the various departments, faculty groups, and student organizations on the Weber State University campus as well as organizations from the surrounding community. The Weber State Athletic Department has established guidelines to help meet the requests for charitable donations from interested entities. These requests will be evaluated as follows:? Organizations requesting donations from the Weber State Athletic Department must submit the following application at least one week prior to the event. The request may be submitted via , fax, mail, or in person.? A committee composed of WSU Athletic Department personnel will evaluate each request, make a decision, and notify the requestor. The evaluation will include consideration of the information described in the submitted application.? Matching contributions from departments and outside entities will take precedence.? When applicable a gift certificate may be given rather than the actual tickets or apparel.? A copy of the submitted application together with a notation of what the Weber State Athletic Department supplied will be maintained for review, if requested by the auditor.? Applications may be sent to: Mail address: Weber State Athletic Department c/o Jeff Tingey 2701 University Circle Ogden, UT jtingey@weber.edu Fax (with cover page): For any additional questions contact Jeff Tingey at GEORGE MASON UNIVERSITY Here at George Mason we get a fair amount of requests and we have recently adopted a system to track the requests. We require that all requests are in writing on the organization's letterhead. We have an Excel spreadsheet that we use to number each donation. The spreadsheet lists the number (starting from 01 and going on until we start a new spreadsheet for next year). The spreadsheet also lists the item we donate, the recipient of the donation and the date it is sent. There is also a field to type YES or NO on whether it was redeemed or not. Our standard donation is a gift certificate redeemable for tickets to a men's or women's basketball game (based on availability). We only donate to groups in the Washington DC metro area. We have a standard letter that we send to groups who are out of the area letting them know that we

21 cannot accomodate all requests. If we get a donation from another part of Virginia, but out of the DC area, we may send a couple of t-shirts just to get our name and logo in that part of the state. James Meyer Director, Tickets & Promotions George Mason Athletics (703) visit us on the web at GoMason.com TEXAS TECH After Bob Knight arrived, we came up with a policy that has worked pretty well. Here it is in a nutshell. When people call wanting items to help with their fundraiser, we tell them we only have small items like Pom-pons, T-shirts, etc. that won't bring much money. However, if they supply the item (normally a football or basketball), then we can get the coach to autograph it. First we send them, usually by fax, an autograph request form. They will fill it out and return to us. Our compliance people check to be sure we aren't breaking NCAA rules (doing nothing for 9-12th graders). That way, we have written proof of what we did and how it was requested. Once approved, we contact them and tell them to send us the item. Our three major sports have different ways of proceeding. Football -- The coach charges $25 for anything he signs. The money goes to the football scholarship fund so the check is made out to Texas Tech. At times, I will get a player or two to sign, but we don't get the entire team because of the time and labor involved. Men's Basketball -- Coach Knight charges $50, and again, the money goes into the basketball scholarship fund. They do have the team sign when requested. Women's Basketball -- Coach Sharp charges nothing and the team also signs. We have found that the coaches are more willing to participate because their programs are getting assistance. I get many calls for tickets and I just tell them I don't have access because of athletic department policy. However, I urge them to find a sponsor to purchase them and that usually gets them excited. One other thing. The coaches will not only sign them, but will personalize them as well -- Jim Smith from Bob Knight. So, many times we don't receive the item to be autographed until after the event so it can be personalized. These type things will bring more money in auctions when you get a couple of grandfathers bidding. I handle football and the basketball people handle their own requests. Joe Hornaday Texas Tech

22 AUBURN 1. Do you have a tracking system set up for who you donate to? We do not donate items to anyone. We have it set up for organizations to purchase items through designated bookstores. This way we don't have to handle shipping the items back or money never changes hands between us and the organization requesting the item. We have a set of forms that must be completed and approved by our compliance office before we will secure any autographs. These forms help us to keep track of who is requesting what. This also helps us to cut down on double dipping by the same organization for the same event. We allow one autographed item per organization. 2. Do you have a standard letter that you send out to say sorry, but we can't donate at this time? Yes we do. I can send you a copy if you want. 3. Do you donate strictly to in-state groups/organizations? (We are amazed at how many out-of-state requests we get, and we usually say no.) Right now we still take requests from everywhere, but we are going Right now we still take requests from everywhere, but we are going to evaluate the new policy in the spring to decide whether to change that or not. 4. What is your procedure and timing for people to request a donation - letter, phone, form to complete? I am attaching a copy of our policy, procedures and forms. Let me know if you have any additional questions. Hillary Nowland Community Relations Coordinator Auburn University Athletics Department P.O. Box 351 Auburn, AL F SEE NEXT PAGES FROM AUBURN

23 Auburn University Athletic Department Autograph Policy AU Athletics will no longer secure student-athlete autographs to individuals for personal use AU Athletics will secure autographs for charitable and educational entities Requests must be received a minimum of 6 weeks prior to the event deadline AU Athletics can not provide autograph items to the organization requesting the autograph; a list of bookstores that can provide an item to be autographed can be found on our procedures page Pursuant with NCAA regulations, items will not be autographed for entity that benefits a high school, high school students grades 9-12, or affiliates of any high school students grades 9-12 Autographed items can be used as an auction or raffle item at a fund raiser provided that organization/institution has received prior approval from the designated athletics department staff Completion of the request form does not guarantee that Auburn will be able to fulfill the request AU Athletics may secure a maximum of ONE autographed item per organization, per year; Receipt of an item in no way guarantees subsequent donations. Due to NCAA regulations, AU Athletics will not secure autographs of student-athletes for for-profit corporate entity NCAA regulations prohibit AU Athletics from securing an autograph of a student-athlete for a charitable organization/event that is sponsored or cosponsored by a commercial entity All autograph requests made by charitable, educational, and/or other institutional entity must go through Hillary Nowland in the office of community relations Autographed/Donated Item Forms along with autograph item guidelines and NCAA regulations pertaining to institutional charitable, educational, or non-profit promotions are made available on the AU Athletics website as a PDF The organization will be required to complete an Autograph Agreement Form stating its understanding of the NCAA regulations regarding autographed/donated items before the request will be filled No autographs will be secured during the black out period occurring December 1 thru January 31 AU will try to meet a charitable organization s deadline; however, we can make no guarantees due to the coaches and student-athletes availability and schedules Football student-athletes are made available to fans for autographs on A-Day (March) and Fan Day (August) Due to the overwhelming number of fans in attendance of Fan Day, you will only be permitted to get two items autographed by Coach Tuberville and/or any of the senior student-athletes Student-athletes participating in other sports are made available at other times. Please check the AU Athletics website ( to find out when these student-athletes will be available Auburn Athletics make no guarantees that student-athletes will be available at times other than those specified on the website Autographed items are not to be used for or provided to any of the following: high school (9 th -12 th grade) fund raising i.e. auctions/raffles or to a high school staff member (9 th -12 th grade) i.e. coach/athletics director/principal; high school athlete or parent of a high school athlete (9 th -12 th ) without the written consent of the Auburn University Athletics Department; AU Athletics reserves the right to deny an autograph to any organization or event that may not comply with NCAA rules and regulations AU Athletics reserves the right to request the return of any autographed item i.e. items that may appear on ebay or used in anyway that may be considered a NCAA violation

24 AUBURN UNIVERSITY DEPARTMENT OF COLLEGIATE ATHLETICS Office of Community Relations AUTOGRAPHED ITEM REQUEST FORM Completion of this form does not guarantee AU Athletics can fulfill request. Please fax this form to the bookstore from which you are purchasing the item to be autographed. Name of organization requesting permission: Name/Title of Contact Person: Address: Phone & Fax number: Address: 1. This organization is (please circle one) CHARITABLE EDUCTIONAL INSTITUTIONAL 2. Is this organization labeled a 501c nonprofit agency? YES NO c Non-profit Tax Identification Number: 4. What age group does this organization benefit?..k-8 HIGH SCHOOL ADULT *AU Athletics will not provide items to be autographed. It is the responsibility of the organization seeking the autograph to provide the item and the means by which the item is to be returned to the organization. 5. Which team would you like to autograph this item? 6. For what type of activity would this item be used? 7. Will money be raised? Where will the proceeds go? 8. Exactly what will the proceeds be used for? 9. What is the deadline for receiving the item (six week minimum)? / / 10. Where will the activity take place? 11. Will there be any commercial sponsorship or co-sponsorship for this event?.yes NO If yes, how will the commercial entity be involved? 12. Will there be any advertisement or promotion by a commercial agency? YES NO If yes, please explain. This form must be accompanied by signed copies of: Autograph Agreement Form and NCAA Bylaws Regarding Promotional Activities ATHLETICS COMPLIANCE OFFICE USE ONLY: This request has been Approved Denied Compliance Officer Date

25 AUBURN UNIVERSITY DEPARTMENT OF COLLEGIATE ATHLETICS Office of Community Relations Required Agreement for Autographed Items Completion of this form does NOT guarantee AU Athletics can fulfill request. If you are approved to receive an autographed item, you must agree to the following guidelines: A. The autographed item shall not be loaned, donated, sold or otherwise transferred to a high school (9 TH -12 TH grade), prep school or junior college: 1 any staff member of such an institution (i.e. coach, athletic director, principal, etc.) 2 any booster organization of such an institution or 3 any parent or guardian of an prospective student-athlete. B. The autographed item shall not be sold, auctioned or traded without the consent of Auburn University Athletics. C. Auburn University Athletics reserves the right to request the return of any autographed item. By signing this form I agree to the aforementioned guidelines and understand that Auburn University may take legal action should these guidelines by violated. Signature of Recipient of Item Date PLEASE PRINT THE FOLLOWING INFORMATION Name of Organization/Event Name of Contact Person Event Date Title Address of Organization State Zip Telephone Number Fax Number If you have any questions or comments about these guidelines, please contact: Hillary Nowland Community Relations Coordinator P.O. Box 351 Auburn, AL Phone: (334) Fax: (334)

26 AUBURN UNIVERSITY DEPARTMENT OF COLLEGIATE ATHLETICS Office of Community Relations NCAA AGREEMENT FORM Please read the following NCAA bylaws carefully and sign the bottom of this form Institutional Charitable, Educational, or Non-Profit Promotions. A member institution or recognized entity thereof (e.g. fraternity, sorority, or student government organization), a member conference or a noninstitutional charitable, educational or nonprofit agency may use the student-athlete s name, picture or appearance to support its charitable or educational activities or to support activities considered incidental to the student-athlete s participation in intercollegiate athletics, provided the following conditions are met: (a) The student-athlete receives written approval to participate from the director of athletics ( or his/her designee who may not be a coaching staff member); (b) The specific activity or project in which the student-athlete participates does not involve co-sponsorship, advertisement or promotion by a commercial agency other than through the reproduction of the sponsoring company s officially registered regular trademark or logo on printed materials such as pictures, posters or calendars. The company s emblem, name, address and telephone number may be included with the trademark or logo. Personal names, messages and slogans (other than an officially registered trademark) are prohibited; (c) The name or picture of a student-athlete with remaining eligibility may not appear on an institution s printed promotional item (e.g. poster, calendar) that includes a reproduction of a product with which a commercial entity is associated if the commercial entity s officially registered regular trademark or log also appears on the item; (d) The student-athlete may not miss class; (e) All moneys derived from the activity or project go directly to the member institution, member conference or the charitable, educational or nonprofit agency; (f) The student-athlete may accept legitimate and normal expenses from the member institution, member conference or the charitable, educational or non profit agency related to participation in such activity, provided it occurs within the state, or if outside the state, within a 100 mile radius of the member institution s campus; (g) Student-athlete s name, picture or appearance is not utilized to promote the commercial ventures of any nonprofit agency; (h) Any commercial items with names or pictures of student-athletes (other than highlight films of media guides) may be sold only at the member institution at which the student-athlete is enrolled, institutionally controlled outlets or outlets by the charitable or educational organization; and (i) The student-athlete and authorized representative of the charitable, educational or nonprofit agency sign a release statement ensuring that the student-athlete s name, picture or appearance is used in a manner consistent with the requirement of this section Promotions Involving Commercial Locations/Sponsors. A member institution or a charitable, educational, or nonprofit organization may use the appearance, name or picture of an enrolled studentathlete to promote generally its fund-raising activities at the location of a commercial establishment, provided the commercial establishment is not a co-sponsor of the event and the student-athlete does not promote the sale of a commercial product in conjunction with the fund-raising activity. A commercial establishment would become a cosponsor if the commercial establishment either advertise the presence of the studentathletes at the commercial location or is involved directly or indirectly in promoting the activity Prohibited Expenses. An institution or a representative of its athletics interest shall not offer, provide or arrange financial assistance, directly or indirectly, to pay (in whole or in part) the costs of the prospect s educational or other expenses for any period prior to his/her enrollment or so the prospect can obtain a postgraduate education. By signing this form, I acknowledge that I have read and understand the NCAA bylaws regarding promotional activities as they relate to student-athlete appearances. I further understand that Auburn University is under no obligation to fulfill this request. Signature of Activity Representative: Date: Signature of Student-Athlete (if applicable): Date: Signature of Compliance Officer: Date:

27 Procedure for ALL SPORTS Related Requests: Before an item can be autographed for a charitable organization, a representative from that organization is required to complete an Autograph Request Form. This form is available on the Auburn Athletics website at or at one of the bookstores listed below. Auburn University Athletics no longer provides items to be autographed. You may contact any of the bookstores listed below to purchase ONE item to be autographed such as a football, t-shirt, mini helmet, etc. The bookstore will fax you the Autograph Request Form or you may print it off of our website and fax it in to the bookstore. Once your requested item has been delivered to the Athletics Department to be autographed, the Office of Community Relations will contact you to complete the Autograph/NCAA Agreement Form. *Note: The bookstore will deliver the item to the Auburn Athletics Department and mail the item back to you once it has been autographed. Ander s Bookstore ANDERS1 Auburn University Bookstore Big Blue Bookstore J & M Bookstore ** Please do not fax the Autograph Request Form to the Office of Community Relations. The request form must be faxed to the bookstore from which you purchase the item to be autographed. If your organization is within driving distance of Auburn University, you may drop off ONE item to be autographed. You will be contacted once the item has been autographed. Auburn University will try to meet your charitable organization s deadline; however, we can make no guarantees due to the availability and schedules of our coaches and student-athletes. We thank you for your understanding, cooperation, and support. Hillary Nowland, Community Relations Coordinator P.O. Box 351, Auburn AL (office) (fax) tidwehl@auburn.edu

28 Procedure for Fans: Auburn University no longer secures the autographs of student-athletes for personal use. If you would like ONE item such as a picture, t-shirt, football, etc. autographed by a coach, we will do our best to honor that request Due to the overwhelming request for autograph pictures, Coach Tuberville will no longer be able to personalize autographed pictures. Before an item can be autographed, an Autograph Request Form as well as an Autograph Agreement Form/NCAA Agreement Form must be completed. These forms are available as a PDF at Auburn University Athletics does not provide items to be autographed. You may contact any of the bookstores listed below to purchase ONE item to be autographed such as a football, t-shirt, mini helmet, etc. The bookstore will fax you the Autograph Request Form. Complete the form and fax it back to that bookstore. Once your requested item has been delivered to the Athletics Department to be autographed, the Office of Community Relations will contact you to complete the Autograph/NCAA Agreement Form. *Note: The bookstore will deliver the item to the Auburn Athletics Department and mail the item back to you once it has been autographed. Ander s Bookstore ANDERS1 Auburn University Bookstore Big Blue Bookstore J & M Bookstore ** Please do not fax the Autograph Request Form to the office of community relations. The request form must be faxed to the bookstore from which you purchase the item to be autographed. If your organization is within driving distance of Auburn University, you may drop off ONE item to be autographed. You will be contacted to pick up the item once it has been autographed. Auburn University will try to fill all autographs in a timely manner; however, we can make no guarantees due to the availability and schedules of our coaches. We thank you for your understanding, cooperation, and support. Hillary Nowland, Community Relations Coordinator P.O. Box 351, Auburn AL (office) (fax) tidwehl@auburn.edu

29 UNIVERSITY AT BUFFALO My only tracking system is file folders for each calendar year that holds all the request letters. I notate on each one what I donated and the date they were picked up or mailed. The only standard letter I send is one which goes out when it involves high school age kids, otherwise we always try to donate something. Most of the time we don't donate to out-of-state requests. The procedure we ask people to follow for a request is to mail or fax us a letter on their organization's official letterhead. We don't do anything verbally or over the phone. To date, we haven't set up a time frame. So far, I've been able to accommodate requests when they are needed. I evaluate each request and do one of these two things: Donate only gift certificates for tickets to football or basketball games or put together a basket with a ticket gift certificate and novelty items. track all football and basketball ticket donations in a spreadsheet. Hope this helps! I agree that the requests seem to get more numerous by the day. Feel free to contact me with any further questions at Kyle Hans External Relations Coordinator University at Buffalo UNIVERSITY OF WASHINGTON 1. We just keep all requests that we fill in a binder. We have a separate binder for each year with a tab for every month based on the date of the event. We can check to see if we have already made a donation or if we donated the previous years. 2. We do have a letter that we can send. However sometimes we have to or call to verify if the groups fits into our guidelines. If not we will turndown via the phone call or We only donate to groups in state, we need some filters as there are way to many requests. 4. We need request 3 weeks prior to event. We also struggle with this process. There are way too many requests, it is time consuming and gets expensive. I have a work study student who primarily works on this but I do look over them before we send out to make sure they are in compliance. UNIVERSITY OF DAYTON Do you have a tracking system set up for who you donate to? We log every donation that comes into our office. In order for a donation to count we must receive NCAA paperwork to fulfill any

30 donation. 2. Do you have a standard letter that you send out to say sorry, but we can't donate at this time? Yes, we do. I have attached this letter. 3. Do you donate strictly to in-state groups/organizations? (We are amazed at how many out-of-state requests we get, and we usually say no.)we typically donate to in-state organizations, but we will on occasion donate to an out of state organization. We do not give out of state groups donations unless we know that they are legit. 4. What is your procedure and timing for people to request a donation - letter, phone, form to complete? We allow for 3-4 weeks for processing, typically it takes 2-3 days. I have attached the forms we use and this seems to work. Let me know if you have any further questions or concerns Thanks, Mark University of Dayton SEE NEXT PAGES FROM UNIVERSITY OF DAYTON

31 May 9, 2005 Dear Heather: We recently received your request for a donation of University of Dayton Athletic event tickets as items to be used as auction prizes for WCRA Organization. We want to thank you for your interest in University of Dayton Athletics. Unfortunately, we are unable to fulfill your request. It is our policy at this time to donate only to charitable, educational, or institutional 501c nonprofit agencies or organizations. If you should have any questions or concerns, please feel free to contact me at Thank you. Sincerely, Mark J. Geller Marketing Assistant

32 NCAA Bylaw 12.5 Promotional Activities Institutional Charitable, Educational or Non-Profit Promotions: A member institution or recognized entity thereof (e.g. fraternity, sorority, or student government organization), a member conference or a non-institutional charitable, educational, or nonprofit agency may use the student-athlete s name, picture or appearance to support its charitable or educational activities or to support activities considered incidental to the student-athletes participation in intercollegiate athletics, provided the following conditions are met: (a) The student-athlete receives prior written approval to participate from the Athletic Director; (b) The specific activity or project in which the student-athlete participates does not involve co-sponsorship, advertisement or promotion by a commercial agency other than through the reproduction of the sponsoring company s officially registered trademark or logo on printed materials such as pictures, posters or calendars. The company s emblem, name, address and telephone number may be included with the trademark or logo; (c) The name or picture of a student-athlete with remaining eligibility may not appear on an institution s printed promotional item (i.e., poster, calendar) that includes a reproduction of a product with which a commercial entity is associated if the commercial entity s officially registered regular trademark or logo also appears on the item; (d) The student-athlete does not miss class; (e) All moneys derived from the activity or project go directly to the member institution, member conference, or the charitable, educational or nonprofit agency; (f) The student-athlete may accept legitimate expenses from the member institution, member conference or charitable, educational, or nonprofit agency related to participation in such activity, provided it occurs within the state or, if outside the state, within a 100-mile radius of the members institution s campus; (g) The student-athlete s name, picture or appearance is not utilized to promote the commercial ventures of any nonprofit agency; (h) Any commercial items with names or pictures of student-athletes may be sold only at the member institution at which the student-athlete is enrolled, institutionally controlled outlet or outlets controlled by the charitable or educational organization (e.g., location of the charitable or educational organization, site of charitable event during the event); and (i) The student-athlete and an authorized representative of the charitable, educational or nonprofit agency sign a release statement ensuring that the student-athlete s name, picture or appearance is used in a manner consistent with the requirements of this section Promotions Involving Commercial Locations/Sponsors. A member institution or a charitable, educational or nonprofit organization may use the appearance, name or picture of an enrolled student-athlete to promote generally its fund-raising activities at the location of a commercial establishment, provided the commercial establishment is not a cosponsor of the event and the student-athlete does not promote the sale of a commercial product in conjunction with the fund-raising activity. A commercial establishment would become a cosponsor if the commercial establishment either advertises the presence of the student-athlete at the commercial location or is involved directly or indirectly in promoting the activity. Translation: This bylaw prohibits The University of Dayton from providing a student-athlete s name, picture or appearance for an organization in which a profitable organization is associated with the running of the event. NCAA Bylaw Precollege Expenses Prohibited Expenses. An institution or a representative of its athletics interests shall not offer, provide or arrange financial assistance, directly or indirectly, to pay (in whole or in part) the costs of the prospect's educational or other expenses for any period prior to his or her enrollment or so the prospect can obtain a postgraduate education. Translation: This bylaw prohibits The University of Dayton from providing any equipment, memorabilia or autographed items to a high school or a high school student (ninth through twelfth grade). This applies to items designated for auctions, raffles, and door prizes as well. In signing this form I have read and understand the NCAA policy regarding promotional activities. I understand that the University of Dayton Division of Athletics reserves the right to request the return of the autographed items when these bylaws are not followed. Signature of Activity Representative: Date: Signature of UD Compliance Coordinator: Date: