Can this be signed electronically?

Yes. Electronic signatures on this agreement are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA when state law applies. Ensure intent, consent, attribution, and retention requirements are met to establish enforceability and include consumer disclosures when required.

Does this agreement require notarization or witnesses?

Not typically for internal campus fundraising contracts, but state or institutional rules may require notarization or witnesses for certain signature blocks, durable powers, or grant transfers. Verify with the university legal office or state notary statutes before finalizing execution methods.

How to handle donor data

Limit collection to necessary donor identifiers, document consent for communications, and follow FERPA for student-related records and HIPAA if health information is implicated. Use BAAs with processors when required and apply access controls and retention policies consistent with institutional rules.

Who may legally sign for the student organization?

Only individuals with documented authority may sign. Use board resolutions, delegated authority letters, or university grant approvals to show signing power. Absent written authorization, third parties may reject gifts or require reexecution, delaying fund processing and recognition.

How long to retain this agreement?

Retain the executed agreement for the active term and at least three additional years. For grant-related or tax-sensitive records, retain up to six years to satisfy IRS or HIPAA requirements and consult institutional retention schedules for longer obligations.

Resolving donor disputes and refund requests

Document dispute resolution steps in the agreement, including timelines for investigation, eligibility for refunds, and escalation to institutional development or legal counsel. Clear procedures reduce reputational risk and ensure consistent handling of chargebacks, donor complaints, and refund requests.

Electronic Signature
Templates
Education
Student Giving Day Agreement

Student Giving Day Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

STUDENT GIVING DAY AGREEMENT

This Student Giving Day Agreement (the Agreement) is made between Institution Name: (Institution) and Student Name: (Student) for the purpose of conducting a time-limited fundraising event organized under the Institution's policies and this Agreement.

Student Information

Student Full Name Student ID Date of Birth Grade / Program Contact Email Contact Phone Mailing Address

Parent / Guardian (if Student is a Minor)

Is the Student under 18 years of age? Yes

Parent/Guardian Full Name Relationship to Student Parent/Guardian Contact Phone

Campaign Details

Giving Day Name

Scheduled Giving Day Date: Start Time: End Time:

Designated Beneficiary or Fund Fundraising Goal (USD) Campaign Purpose and Activities

Fund Management and Reporting

All donations solicited under this Agreement must be processed through Institution financial channels. Student shall not accept or deposit funds into personal accounts. Within calendar days following the conclusion of the Giving Day, the Student must submit donor lists, copies of receipts, and collected funds to the Institution's Financial Services office.

Delivery Location for Funds / Documents

The Institution shall provide written confirmation of receipt and accounting for funds within thirty (30) days of deposit. The Institution retains authority to allocate gifts in accordance with donor intent and institutional policy.

Permissions and Use of Materials

The Student grants the Institution the right to use the Student's name, image, and campaign materials for promotional and reporting purposes related to the Giving Day, unless the Student opts out below.

I consent to the use of my name in Giving Day materials.

I consent to the use of my image and recorded statements in Giving Day materials.

Student Responsibilities and Code of Conduct

The Student agrees to conduct solicitation activities in accordance with the Institution's policies and applicable law. Prohibited conduct includes misrepresenting fundraising affiliation, offering goods or services in exchange for donations that imply tax deductions contrary to law, or retaining funds for personal use.

I have read and will comply with the Institution's fundraising policies and the obligations set forth in this Agreement.

Certifications and Indemnification

By signing this Agreement the Student certifies that information provided herein is true and accurate, that solicited funds will be handled and reported as required, and that the Student will indemnify and hold harmless the Institution and its officers, employees, and agents from any claims, liabilities, or expenses arising from the Student's breach of this Agreement, negligence, or willful misconduct.

The Institution certifies that it will accept, acknowledge, and administer donations received under this Agreement in accordance with its gift acceptance policies.

Additional Terms or Notes

Acknowledgment

The undersigned acknowledge and agree that this Agreement constitutes the full understanding between the Student and the Institution regarding the specified Giving Day activities. Any amendment must be in writing and signed by both parties.

Student / Parent or Guardian

Printed Name:

By:

Date:

Authorized Institution Representative

Printed Name:

By:

Date:

What the Student Giving Day Agreement Is

The Student Giving Day Agreement is a written agreement that documents the roles, responsibilities, and financial arrangements for a time-bound fundraising event organized by a student group or institution. It typically identifies parties, donation handling procedures, permitted uses of funds, reporting requirements, donor privacy safeguards, and any institutional approvals required. The agreement clarifies who can collect and disburse donations, timelines for remitting payments, and dispute resolution procedures. When executed electronically, the agreement should meet ESIGN/UETA standards and include clear signature blocks, effective dates, and retention instructions.

Why a Written Agreement Matters

Using a Student Giving Day Agreement documents legal and operational responsibilities, reduces donor and financial risk, and sets expectations for fund handling and reporting. It supports compliance with campus policies and federal e-signature laws such as ESIGN and state UETA provisions when executed electronically.

Who Commonly Uses This Agreement

Common users include student organizations, university advancement offices, and external donors coordinating a one-day fundraising campaign.

Student clubs managing peer-to-peer fundraising, donor acknowledgments, and volunteer coordination.
University advancement teams overseeing gift processing, tax reporting, and compliance.
External sponsors or vendors supplying matching gifts, event services, or sponsorship funds.

Each signer should confirm authority to accept donations and comply with institutional policies and applicable federal and state laws.

Quick Step-by-Step Completion Checklist

Quick sequential steps to complete the Student Giving Day Agreement accurately and in compliance online.

01

Prepare: Collect authorized party information, budget items, and required approvals.
02

Fill Fields: Enter names, addresses, donation handling, and effective date.
03

Review: Confirm reporting obligations, privacy language, and signatures.
04

Sign: Execute signature blocks and initial required pages in order.

Practical Answers to Common Questions

[INTRO] Answers to common questions about completing, signing, and storing the Student Giving Day Agreement securely.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures on this agreement are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA when state law applies. Ensure intent, consent, attribution, and retention requirements are met to establish enforceability and include consumer disclosures when required.
Does this agreement require notarization or witnesses?
Not typically for internal campus fundraising contracts, but state or institutional rules may require notarization or witnesses for certain signature blocks, durable powers, or grant transfers. Verify with the university legal office or state notary statutes before finalizing execution methods.
How to handle donor data
Limit collection to necessary donor identifiers, document consent for communications, and follow FERPA for student-related records and HIPAA if health information is implicated. Use BAAs with processors when required and apply access controls and retention policies consistent with institutional rules.
Who may legally sign for the student organization?
Only individuals with documented authority may sign. Use board resolutions, delegated authority letters, or university grant approvals to show signing power. Absent written authorization, third parties may reject gifts or require reexecution, delaying fund processing and recognition.
How long to retain this agreement?
Retain the executed agreement for the active term and at least three additional years. For grant-related or tax-sensitive records, retain up to six years to satisfy IRS or HIPAA requirements and consult institutional retention schedules for longer obligations.
Resolving donor disputes and refund requests
Document dispute resolution steps in the agreement, including timelines for investigation, eligibility for refunds, and escalation to institutional development or legal counsel. Clear procedures reduce reputational risk and ensure consistent handling of chargebacks, donor complaints, and refund requests.

eSignature Pricing and Feature Comparison for Agreement Execution

Comparison of typical eSignature plans relevant for executing Student Giving Day Agreements, showing starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Key Security and Compliance Elements to Verify

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II; ISO 27001; PCI DSS

Access Controls: Role-based access and SSO options

Audit Trail: Timestamped events, IP, action logs

BAA Availability: HIPAA-compliant with Business Associate Agreement

Authentication Methods: Email, SMS MFA, knowledge-based, SAML SSO

Primary Risks and Potential Penalties

Misapplied Funds: Donation misuse may void tax deductions

Incorrect Tax Forms: Trigger 1099 backup withholding

Late Remittance: Institutional penalties possible

Privacy Breach: HIPAA/FERPA exposure risk

Unauthorized Signer: Gift rejection or reexecution

Recordkeeping Failures: IRS or institutional fines

Common Preparation Errors to Avoid

Missing authorization signatures leading to rejected gift processing and delays in donor acknowledgement and tax reporting.
Incomplete donor identification causing backup withholding, reporting errors, and increased administrative follow-up to obtain a valid TIN or W-9.
Vague donation purpose language that creates donor confusion and possible legal disputes over restricted versus unrestricted funds.
Failure to include privacy consent for student or donor records, exposing the institution to FERPA or state privacy compliance issues.

Typical Electronic Signing Flow

Typical e-signing flow for routing, authentication, and final delivery of the Student Giving Day Agreement.

Upload: Upload finalized PDF or DOCX to the signing platform.
Place Fields: Add signature, initial, and date fields where required.
Authenticate: Choose email, SMS, or stronger signer verification.
Complete: Signer returns signed copy with certificate of completion.

Configure an Online Workflow for Repeat Use

Configure a reusable workflow to automate sending, reminders, and conditional signature order for Student Giving Day Agreements.

Field name and purpose guidance	How this field is configured and used
Signing order and sequence options	Set sequential or parallel signing order for parties
Authentication strength and verification methods	Choose email, SMS, KBA, or SSO based verification
Reminder cadence and escalation rules	Schedule automatic reminders; set escalation after specified days
Conditional field logic and visibility	Display fields only when specific answers trigger them in workflow

Real-World Agreement Scenarios

Real examples of how Student Giving Day Agreements function in different campus and vendor scenarios.

Campus Advancement Use

A university advancement office used a standardized Student Giving Day Agreement to coordinate donor matches and student volunteer roles across departments.

Centralized processing reduced errors and improved donor receipts.
By documenting fund allocation, signatory authority, and reporting timelines, the office reduced reconciliation time, improved transparency for donors, and ensured consistent handling of restricted gifts. Legal review confirmed compliance with institutional policy and donor intent.

Student Club and Sponsor

A student club coordinating a giving day with a corporate matching sponsor used the agreement to define matching rules and timelines.

Clear terms prevented duplicate or ineligible match claims.
The agreement specified eligible gifts, documentation required for matches, and payment timelines; it also required sponsor sign-off and an audit trail. This reduced disputes, expedited matching payments, and simplified donor reporting for tax compliance.

Best Practices to Reduce Risk and Speed Processing

Practical tips to reduce errors and speed execution for Student Giving Day Agreements and improve compliance.

Confirm signer authority with written delegation

Obtain board resolutions, delegations, or university letters that expressly authorize individuals to accept or disburse funds. Store authorization documents with the executed agreement to avoid processing delays and provide evidence for audits or donor inquiries.

Standardize donation handling and reconciliation procedures

Use consistent bank accounts, account signers, and deposit timelines. Implement reconciliations at regular intervals, and require receipts and batch records to simplify accounting and meet IRS documentation expectations for charitable contributions.

Include explicit donor consent and communication preferences

State how donor names, gift amounts, and student participation will be used publicly. Provide opt-out options and retain consent records to comply with privacy laws and institutional donor stewardship policies.

Require electronic signature with secure audit trail

E-signatures that capture timestamps, IP addresses, and signer authentication reduce disputes and provide admissible evidence under ESIGN and UETA. Ensure retention of the certificate of completion and reproducible audit logs for compliance and future verification.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now