Policy Manual

University Policies 231-234 assign the responsibilities for coordinating campus wide development planning and solicitation to the Vice President responsible for Development.

Of particular note are topics from policies 231 and 233:

University Policy 231

I. Terms

  • Fund-raising- Any and all activities designed or intended to result in charitable donations to the institution, regardless of sponsor.
  • Fund-raising Activities- Include but are not limited to cultivation activities, name clearance, alumni activities, introduction of new programs, solicitation, processing of gifts, preparation of promotional materials, and public announcements of gifts.

II. Policy

  • The Utah Valley University Foundation, Inc., and the Office of Institutional Advancement of Utah Valley University will be the only official agencies empowered to cultivate, solicit, receive, and process charitable gifts for the institution. The Foundation and the Office of Institutional Advancement are the only agencies responsible to authorize and coordinate charitable fund raising in behalf of the institution unless otherwise authorized. No institutional personnel or students are authorized to conduct charitable fund-raising activities on behalf of the institution without the full knowledge and prior approval of the Office of Institutional Advancement. 
  • UVU employees need to coordinate fund-raising efforts with prospective donors, protect individuals from excessive contact, and make the institution's work with the community efficient and effective. The institution needs to install a process for the clearance and cultivation of donors and prospective donors. Key fund-raising opportunities can be sabotaged and lost when this process is ignored or violated. 

III. Procedures

  • Clearance to cultivate and solicit will be given for a particular program or project at a specific size range of gift through the Committee. If it is later determined that another program or institutional entity would more closely match the donor's interest, the committee will reassign the name to a new representative of another institutional entity.
  • Clearance to cultivate and solicit is typically given for a six-month period. If progress toward receipt of a gift is made during this time, the clearance period may be extended. If a solicitation is unsuccessful, the committee shall be notified so other entities wishing to approach the prospect may be granted clearance. Development Officers shall submit a six-month report on the progress of each donor to the committee and respective supervisor. 

7.C.4 Institutional Financial Management Policies

The Utah State Money Management Act (The Act) of 1974 (Sections 51-7-1), the rules of the State Money Management Council, the Uniform Management of Institutional Funds Act, and Regents Policy R541, Management and Reporting of Institutional Investments, set forth the standards for management of funds by institutions in the USHE. UVUPolicy #205, Investments, establishes policy and procedures that require compliance with the above acts, rules, and Regents policy, including Trustee appointment of a university treasurer and approval of the investment of institutional funds.

Trustees review and approve monthly reports on investment activities. The Trustee Audit Committee receives an annual investment report that is audited by the Internal Audit Office in accordance with the above acts, rules, and policies.

The acts and rules define the types of securities authorized as appropriate investments for the university’s non-endowment funds and the conditions for making those investment transactions.

Regents’ Policy R541, Management and Reporting of Institutional Investments, defines the types ofsecurities for the endowment funds and the conditionsfor making those investment transactions.

Cash flow, along with all other bank activity, is monitored daily to assure sufficient funds to pay all checks and charges being presented at the bank. Short-term investments, (bank repurchase agreements, Utah Public Treasurers’ Investment Fund, etc.) are also monitored daily to maximize return in accordance with policy and state statutes.

These statutes, policies, and practices clearly define rules regarding cash management and investments. Implementation is reflected in the monthly investment reports approved by the Trustees, the annual audited financial statements, and the annual audited investment report.

University Policy 233

I. Terms

  • Manager- An individual who has been given approval to cultivate and solicit a donation from a prospective donor.

  • Advertising organizations- An organization that advertises in sequel, athletic programs, and the event center.

  • Advisory councils or boards- Group of volunteers that render service and resources to a particular program or school.

  • Blackbaud- The alumni, donor, and prospective donor database, maintained by the Division of Development and Alumni.

  • Charitable contributions- Cash, stocks, pledges, planned gifts, real estate, and gifts-in-kind given to the University with Foundation guidelines.

  • Committee- University Development Solicitors Meeting. The Committee includes the Vice President for Development and Alumni, the Associate Vice President, the Executive Director of the UVU Foundation, the Senior Director of Donor Relations, and all directors of development. The committee meets twice a month to clear names.

  • Development officers- Employees of UVU assigned responsibilities of fund-raising for entities they represent.

  • Fund-raising events- Activities within and outside the state of Utah that include golf tournaments, auctions, open houses for parents of prospective or current students, potential donors, alumni, and friends of the University.

  • Division of Development and Alumni- The division includes Major Gifts, Planned Giving, Alumni Relations, Donor Relations, Donor Database Management, and Annual Giving.

  • Sponsorships- An individual or organization that contributes to UVU, consistent with foundation standards for supporting fund-raising and other campus events.

II. Policy

  • UVU employees need to coordinate fund-raising efforts with prospective donors, protect individuals from excessive contact, and make the University's work with the community efficient and effective. The University needs to install a process for the clearance and cultivation of donors and prospective donors. Key fund-raising opportunities can be sabotaged and lost when this process is ignored or violated accepted.

III. Procedures

  • Clearance to cultivate and solicit will be given for a particular program or project at a specific size range of gift through the Committee. If it is later determined that another program or university entity would more closely match the donor's interest, the committee will reassign the name to a new representative of another university entity.

  • Clearance to cultivate and solicit is typically given for a six-month period. If progress toward receipt of a gift is made during this time, the clearance period may be extended. If a solicitation is unsuccessful, the committee shall be notified so other entities wishing to approach the prospect may be granted clearance. Development officers shall submit a six-month report on the progress of each donor to the committee and respective supervisor.

  • The manager and the prospective or current donor is a primary relationship. All matters that relate to cultivation and solicitation of the donor for gift-giving purposes are the responsibility of the manager.

  • Steps to Clear a Name: Before making contact for the purposes of cultivation or solicitation, a UVU employee shall:

    • Consult the donor database called "Blackbaud," to determine if the target person or organization is listed, or contact the Division of Development and Alumni.

    • If the person or organization is in Blackbaud, check to see if a manager has been assigned.

    • If a manager is assigned, do not make any approach without first consulting with the manager, who may respond in one of the following ways:

      1. Agree to the contact being made and leave all the details to the person requesting the contact.

      2. Agree to the contact, but request to be involved. The degree of involvement may vary with each case.

      3. Agree to the contact, but the manager will personally make the request.

      4. Ask that no contact be made for the proposed purpose.

    • If differences of opinion occur between the account manager and the person requesting to contact the donor, the matter shall be referred to the Vice President of Development and Alumni. Preference on name clearance will be given on the basis of personal connection, donor preference, demonstrated project or program interest, and university priorities.

    • If an individual or organization is not in Blackbaud or if no account manager is assigned, the name clearance form (which can be obtained from the Division of Development and Alumni Relations web site) shall be used for all cases where the anticipated individual solicitation is $500 or more. All name clearance in this category shall be reviewed and approved by the committee. Factors considered in granting approval for the requested solicitation:

      • The nature and amount of solicitation;

      • Prior cultivation and giving history;

      • Information about the donor prospect or organization prospect relating to the specific anticipated solicitation;

      • The extent to which the solicitation fits into the overall cultivation and development plans of the University.

    • If an individual or organization is not in Blackbaud or if no account manager is assigned and the anticipated solicitation for a prospective donor or organization is less than $500, a donor clearance form shall be used to list all prospective donors and organizations to be contacted. This form shall to be submitted to the Division of Development and Alumni. The names shall be cleared or denied within one business day.

    • All forms turned in shall be used to give accurate information, eliminate excessive contact, and guard the name of the University.

    • Spontaneous inquires about or offers of donations should be politely acknowledged and reported to the Division of Development and Alumni at the first opportunity for advice and potential clearance for continued discussions of donations.

 

UVU Foundation  UVU Alumni Association  Make a Gift