Adams School of Dentistry: Policy on Design and Sale of Items for Fundraising


Adams School of Dentistry: Policy on Design and Sale of Items for Fundraising

Unit Policy



The purpose of this policy is to establish the expectations for students when designing and selling merchandise in order to raise funds for extracurricular activities.

Scope of Applicability

This policy applies to all Adams School of Dentistry (ASOD) students and residents.


A. Design

Prior to submitting designs to a commercial printer, all ASOD student groups that intend to sell merchandise are asked to clear their design through ASOD's Director of Communications to provide guidance on the use of University trademarks, colors and logos, in particular.

ASOD student groups are able to use University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or "University") logos and names on products, as long as these items are produced by a licensed vendor. (Please visit the "Where to Buy" section on the UNC-Chapel Hill "Trademarks and Licensing" webpage for a list of licensed vendors and other helpful information.) The ASOD is committed to providing student groups with the necessary support to ensure that their designs meet the University guidelines for trademarks and licensing. Students should submit designs at least two weeks in advance to ensure that designs are approved by the time students need the product.

B. Sale

UNC-Chapel Hill is required to maintain strict standards regarding the processing of credit card transactions and the storage, use and retention of cardholder data under Payment Card Industry (PCI) Standards. Please see UNC-Chapel Hill Finance Policy 308 - Policy on Merchant Services.

The University maintains a list of sponsored student organizations. These sponsored organizations, such as the Spurgeon Dental Society, are required to comply with all University policies and use the TouchNet Payment Gateway for merchant processing activity such as authorizations and settlements. The ASOD also has a PCI compliance policy that can be obtained from Financial Affairs. For a list of University sponsored student groups, please contact Academic Affairs or the Dental Foundation.

The Information Security Officer and Office of Accounting Services Cash Management Services oversee enforcement of the policies at the University level. Students who fail to adhere to the University's merchant services policies may be referred to the UNC-Chapel Hill Office of Student Conduct. Individuals suspecting potential breaches or violations of the policy have a responsibility to report incidents within 24 hours.

Non-sponsored student organizations are not required to follow the University's policies as the University provides no direct guidance and has no liability for the credit card processing activities of these groups. However, we highly recommend that these organizations review the University's policies for the educational content about credit card standards and security. Non-sponsored groups must comply with the following protocols:

  • Non-sponsored student groups must not reference 'UNC' or 'UNC-Chapel Hill' in their merchant setup.
  • Fundraising email solicitations by non-sponsored student groups referencing credit card payments or with links to external websites with credit card processing capabilities must clearly note at the bottom of the email in size 12 font or larger:
    • The credit card processing services are not being provided by UNC-Chapel Hill or the Adams School of Dentistry (ASOD). The credit card merchant and the processing are under the direction of the student group organization. The website link contains a link to a third-party site that is not maintained by UNC-Chapel Hill. The ASOD is not responsible for the accuracy or reliability of the credit card processing, or the opinions or statements made on this email.


Title: Assistant Dean for Student Life

Name: Dr. Sumi Ahmed


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Article ID: 131284
Thu 4/8/21 9:05 PM
Tue 8/1/23 4:31 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Adams School of Dentistry
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Executive Vice Dean for Education
Next Review
Date on which the next document review is due.
07/15/2025 12:00 AM
Last Review
Date on which the most recent document review was completed.
08/01/2023 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
11/24/2021 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
11/24/2021 12:00 AM
Date on which the original version of this document was first made official.
12/09/2020 3:05 PM