|Title||Fund Raising, Solicitation Clearance and Cultivation||Number||233|
|Section||Financial Affairs and Development||Approval Date||Jun 08,2006|
|Subsection||Development||Effective Date||Jun 08,2006|
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.
- Account 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 Mckay 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 Institutional Advancement.
- Charitable contributions: Cash, stocks, pledges, planned gifts, real estate and gifts-in-kind given to the institution with Foundation guidelines.
- Committee: The Institutional Advancement Steering Committee. The Committee includes: The Vice President of Advancement, Associate Vice President of Advancement and all development officers. 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 institution.
- Office of Institutional Advancement: The Office which 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..
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. accepted.
- 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.
- The Account 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 account manager.
- Steps to Clear a Name: Before making contact for the purposes of cultivation or solicitation, a UVU employee shall:
- Consult the donor data base called "Blackbaud", to determine if the target person or organization is listed, or contact Institutional Advancement.
- If the person or organization is in Blackbaud, check to see if an account manager has been assigned.
- If an account manager is assigned, do not make any approach without first consulting with the account manager; who may respond in one of the following ways:
- Agree to the contact being made and leave all the details to the person requesting the contact.
- Agree to the contact, but request to be involved. The degree of involvement may vary with each case.
- Agree to the contact, but the account manager will personally make the request.
- 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 Institutional Advancement. Preference on name clearance will be given on the basis of personal connection, donor preference, demonstrated project or program interest and institutional priorities.
- If an individual or organization is not in Blackbaud or if no account manager is assigned, the name clearance form (www.uvsc.edu/giving) 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 institution.
- If an individual or organization is not in Blackbaud or if no account manager is assigned and the a 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 Institutional Advancement. 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 institution.
- Spontaneous inquires about or offers of donations should be politely acknowledged and reported to the Office of Institutional Advancement at the first opportunity for advice and potential clearance for continued discussions of donations.