POL-U6000.04 Authorizing Raffles and Other Gambling Activities

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Who does this policy apply to?

This policy applies to Western Washington University employees and  students.

Overview

This policy ensures effective oversight for unlicensed raffles and to communicate expectations when engaging in legal gambling activities for the purpose of fundraising activities. 

NOTE: If no money is involved (e.g., tickets are given out for free), it is considered a random drawing and not a raffle subject to this policy. 

Definitions

Gambling

Staking or risking something of value (e.g., personal funds) upon the outcome of a contest of chance or a future contingent event not under the person's control or influence, upon an agreement or understanding that the person or someone else will receive something of value in the event of a certain outcome. Raffles are a form of gambling.

Guest

A guest, for the purpose of a members-only raffle, is an individual who is present at a raffle event as a guest of a member.

Member

Members (or “Bona Fide members”), for the purpose of this policy, include persons 18 years or older who are current University employees, students, alumni, donors or Western volunteers under the supervision of a member are permitted to sell raffle tickets, and/or members of the Board of Trustees. 

Members-Only Raffle

When raffle tickets are only sold to, and winners are determined only among: 

  1. The members, and
  2. A limited number of guests of the members.

Raffle

A game in which tickets bearing an individual number are sold for money and in which a prize or prizes are awarded based on a drawing from the tickets by the person or persons conducting the game. 

Unlicensed Raffle

An unlicensed raffle must operate within certain limitations that do not apply to a licensed raffle. Examples of limitations include a restricted number of raffles and total proceeds per year and restrictions around ticket prices and types of prizes.

Policy Statements

1. University Advancement Oversees Raffles

University Advancement oversees processes for handling raffles within the University community, in partnership with the University’s Treasury Services, Compliance Services,  and Student Engagement.

2. Sports Wagering/Betting is Prohibited

Students and employees are prohibited from placing, accepting or soliciting a wager (on one's own behalf or on the behalf of others) of any kind with any individual or organization on any intercollegiate, amateur or professional team or contest involving any sport that is sponsored by the National Collegiate Athletic Association.

3. Only Unlicensed Raffles are Permitted

Only unlicensed raffles (RCW 9.46.0315) are permitted and are to be conducted in accordance with the University’s standards for Conducting Raffles (STN-U6000.04A). Other types of raffles may require a state license and may be considered illegal if a license is not obtained.

All other forms of gambling are prohibited including, but not limited to, enhanced, joint, progressive, and electronic raffles, bingo and amusement games, as defined by state law.

4. State Gambling Rules to be Strictly Followed

To comply with the Washington State Gambling Law,

  1. Members of the University must be at least eighteen years old in order to sell raffle tickets;
  2. Members permitted to sell raffle tickets must complete cash/card handling training in accordance with the University’s Cash Handling policies; and
  3. Liquor and firearms must not be awarded as prizes.

5. Number of Unlicensed Raffles Permitted Annually is Limited

During a single calendar year, the following number of raffles may be conducted:

  1. An unlimited number of members-only raffles if the combined gross revenue from all the members-only raffles do not exceed $5,000 in gross receipts (minus eligible expenses), and
  2. Two raffles that are open to members and the public that do not exceed $5,000 in combined gross receipts (minus eligible expenses).

To ensure the legal limits are not exceeded, raffles must be pre-approved by University Advancement in accordance with the Approving Raffles Procedure (PRO-U6000.04A).

6. Proceeds Must be Used Solely for the Approved Fundraising Purpose

Proceeds from raffle must be used for the stated purpose listed on the Raffle Form. Proceeds must be promptly reported to University Advancement through the Raffle Form (FRM-U6000.04) within one (1) business day of the raffle drawing (SAAM 85.50.20). 

7. Members-Only Raffles May Include a Limited Number of Guests

Tickets must be sold, and prizes awarded only to members and their guests. The total number of guests participating in a raffle must not exceed twenty-five percent of the total attendance of the event.

8. Authorized Raffles Drawing Must Comply with State Rules

Raffles drawings must be conducted in accordance with Standard for Conducting Raffle Drawing (STN-U6000.04).

9. Post Raffle Reporting and Retention of Records is Required

Related records, such as those listed below relating to raffle must be maintained for one year by the department after the raffle drawing:

  1. Copy of raffle advertisements,
  2. Receipts related to prizes and other raffle related expenses,
  3. Copy of raffle rules,
  4. Raffle Ticket Distribution Log,
  5. Raffle Winner Log,
  6. Winning ticket(s), and
  7. Fund deposit receipts. 

10. Violations of this Policy Must be Reported

Violations are to be reported to one or more of the following University authorities:

  1. University Advancement,
  2. University Police Department,
  3. Human Resources (if employees are involved),
  4. Office of Student Life (if students are involved),
  5. Compliance Services, and/or
  6. Internal Audit (if there are loss of funds).

Policy Contact

University Advancement

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