Advancement

Office of Advancement
Office of Advancement

Fundraising Support for Student Groups


Are you a student group looking for ways to raise money?

In recent years, fundraising from private donors has become a more important source of funding for Student Groups and Special Interest Groups on campus. The Office of Advancement, the Society of Graduate and Professional Students (SGPS) and the Alma Mater Society (AMS) have worked together to develop resources to help students navigate their fundraising options.

If you are exploring ways to raise money for your group, your main options are: fundraising, sponsorship, and Ggants.

Who to contact to learn more about raising funds:

Unit How they can help Contact
Alma Mater Society - Director of Alumni & Sponsorship

The AMS Director of Alumni & Sponsorship provides support and guidance to ratified student clubs.

They can help you reach out to different organizations, make connections, and ask for support through sponsorship packages.

They provide advice on applying for AMS grants.

Director of Alumni & Sponsorship

advancement@ams.queensu.ca
(613) 533-6000 x79014

Office of Advancement – Gift Services Office

The Gift Services Team reviews all charitable receipting request applications.

They provide advice to applicants on what activities are charitable.

Christa Walsh

Interim Associate Director
christa.walsh@queensu.ca
613-533-6000 x78200

Office of Advancement – Annual Giving Department Once an application for charitable receipting support has been approved, the Annual and Leadership Giving Coordinator will connect student groups with the resources they need to execute their fundraising plans.

Gage Benyon

Annual and Leadership Giving Coordinator
gage.benyon@queensu.ca
613-533-6000 x79644

Fundraising

It is important that students understand that Queen's University benefits greatly from the ongoing generosity of our alumni and benefactors, who provide significant monetary support for student-related events, programs, and services on an annual basis.

At Queen’s, we have an online charitable fundraising site, www.givetoqueens.ca, that is managed by the Office of Advancement. All donors who make a gift via this website are issued a charitable receipt.

You do not need to be a charity, to fundraise or raise money. But you must be a charity and your activity has to conform to Queen’s charitable mission in order to issue a charitable receipt.

See the Queen’s Policy on Control and Use of the Charitable Number

The Office of Advancement provides charitable receipting support for groups who will raise money from private donors or through the www.givetoqueens.ca website. We recommend that groups contact the AMS, Director of Alumni & Sponsorship, advancement@ams.queensu.ca, to review their fundraising plans before applying. 

Does your group need to apply for Charitable Receipt Fundraising Support?

If you wish to solicit donations using www.givetoqueens.ca or have tax receipts issued on your behalf to donors, you will need to apply for charitable receipt fundraising support. 

Ratified student organizations may solicit donations from family, friends, and alumni under the following criteria:

Your student group must:

  • Be currently recognized and in good standing with the university and/or the AMS
  • Have sound financial management
  • Be capable of successfully executing the fundraising effort
  • Have previously sought funding from on-campus sources

The proposed event, activity, or program must:

  • Be compatible with Queen's University's and the group's missions
  • Be executable within Queen's and the AMS's event-planning policies and all other requirements of student events
  • Have a detailed and realistic budget

The fundraising effort must:

  • Be targeted toward individuals and corporations related to the group or activity
  • Have a specific and reasonable timeline
  • Include a contingency plan, should efforts not be as successful as expected

In order to issue receipts on behalf of your group for donations, you must apply to the Office of Advancement by completing the charitable receipting support Application:

Download the Charitable Receipting Support Application (PDF 1.1 MB)

Send completed applications to gifts@queensu.ca

Are there activities your group can undertake that do not require charitable receipt fundraising support?

There are lots of other ways to raise money that don’t need charitable receipts or for which a charitable receipt cannot be issued. For example: lotteries, events, or merchandise sales.

In most cases, where the activity that raises money provides benefit to the donor, a charitable receipt cannot be issued.

The following are not considered charitable fundraising. You cannot access charitable receipting support for: 

  • Selling advertising in publications, printed programs, on tickets, and t-shirts
  • Charging admission for attendees at on-campus events run by your group
  • Selling merchandise on campus including t-shirts, baked goods, water bottles, etc.
  • Soliciting event sponsorships from local businesses
  • Soliciting donations of goods or services in kind from local businesses

How to apply for Charitable Receipting Support

The Office of Advancement issues charitable receipts on behalf of Queen’s University. The Office of Gift Services is responsible for ensuring that all charitable fundraising activities comply with Canada Revenue Agency laws. Only Canadian registered charities may issue official donation receipts that qualify for charitable tax credits.

The application process is designed to determine whether the activities your group is engaged in are appropriate for charitable receipting.

Download the Charitable Receipting Support Application (PDF 1.1 MB)

Send completed applications to gifts@queensu.ca

The Office of Advancement can only provide support to groups whose mission aligns with the charitable mission of Queen’s University to advance education. We recommend that groups contact the AMS, Director of Alumni & Sponsorship, advancement@ams.queensu.ca, to review their fundraising plans before applying. 

Are there restrictions on what groups can use these funds on?

  • Donated dollars should be spent on educational activities such as  guest speakers, programming, travel expenses, etc .   Groups must use their AMS budget for expenses like food and beverage for an event. Groups should make every effort to spend their donated dollars in the fiscal year in which they are received. 
  • Donated dollars should not be spent on equipment. 
  • If you are unsure about how to budget your expenses, please contact the Gift Services Office, gifts@queensu.ca 
  • The Office of Gift Services reserves the right to withdraw receipting support from groups:
    • Whose expenses do not align with their stated purpose
    • Whose purpose changes from the purpose stated on their original application
    • Who do not abide by the application and reporting guidelines

Charitable receipting support application and approval process

Step 1: Review the guidelines laid out on this page to determine if your planned activities meet the requirements for charitable receipting.

Step 2: Develop an activity plan and a budget that clearly shows how fundraised dollars will be spent.

Step 3: Download the Charitable Receipting Support Application and send the completed document to Office of Advancement, Gift Services, gifts@queensu.ca 

Step 4: Once the proposal is received and reviewed, the Office of Advancement, Gift Services may request a meeting. 

Step 5: Revise your proposal as needed. Many groups end up making changes to their activity, budget, and/or fundraising approach, based on the recommendations of Gift Services Team.

Step 6: If your application is approved, your group will be contacted by the Annual and Leadership Giving Coordinator from the Office of Advancement, Annual Giving Team, who will work with you to determine next steps.

Step 7: Begin fundraising effort, following procedures and practices outlined by Annual and Leadership Giving Coordinator.

Step 8: The Office of Advancement, Gift Services will provide each group with a financial report by May 15th. Every group must complete the financial report and submit to gifts@queensu.ca, no later than June 1.

When can groups apply?

Applications are accepted during the school year, September until May. 

Download the Charitable Receipting Support Application (PDF 1.1 MB)

What are the options for unsuccessful applications?

If your group's application is unsuccessful, you can still move ahead with plans to raise funds, but without the use of Queen's charitable number. There are many other options, including grants, sponsorship, and events. The following resources can help you develop a plan:

Successful Applications

Groups who are approved for charitable receipting support will be notified by Christa Walsh, Interim Associate Director, Office of Advancement, Gift Serivces, christa.walsh@queensu.ca. Successful groups will also be contacted by Gage Benyon, Annual and Leadership Giving Coordinator, from the Office of Advancement, Annual Giving Team, gage.benyon@queensu.ca, who will help determine next steps.

Groups are required to submit their final financial report to the Office of Advancement Gift Services Office no later than June 1st.  Groups will be reminded in May of the upcoming deadline.

Advancement reserves the right to conduct an audit on expenses submitted in year-end financial reporting. We require groups keep complete books and records. See CRA’s website for further information: https://www.canada.ca/en/revenue-agency/services/charities-giving/charities/operating-a-registered-charity/books-records.html

How is money shared with a group?

The Office of Advancement makes quarterly disbursements to the Alma Mater Society.  Student groups will receive their donations quarterly (mid-November, February, May, and August). The AMS writes individual cheques for approved groups who have received donations during that quarter. Cheques are available for pick up at the AMS front desk.

Online Giving Site Requirements

If groups are approved to set up a page on the online giving site www.givetoqueens.ca they must complete an AG Production Request Form. The Annual and Leadership Giving Coordinator will support approved groups in confirming their needs. The key requirements of setting up an online giving page: 

  • Giving Opportunity Name - The name will appear on www.givetoqueens.ca, so pick a name that is appropriate but also easy to locate in the back-end system.
  • Responsible Person for Page - Who in your office will be responsible for this page?
  • Responsible Area - This indicates where in the www.givetoqueens.ca navigation menu this page will appear. Example, a page for a Chemical Engineering OLG initiative would appear in the Faculty of Engineering menu.
  • Main Image - The image needs to be in JPEG format and 830X300 pixels. 
  • Page Text - What is your case for support? Why should visitors make a gift in support of the project? Be sure to describe the need, why support from donors is vital to success, how the funds will be used, etc. Simply providing the allocation description is not enough. Please keep your content to 150-200 words.

If you have any questions about charitable receipting or fundraising support, please send them to sigs@queensu.ca