Governance of Gifts and Donations | Policies

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The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel who are involved in the planning, promotion, solicitation, application, receipt, acceptance, and disposition of gifts to Adelphi.

Policy Statement

Reason for Policy

These policies and procedures are intended to provide a standardized and consistent approach to the University’s solicitation and acceptance of gifts that protects our good relationships with the many alumni, friends, corporations, foundations, and others who benefit Adelphi through their philanthropy.

It also insures that the receipt of gifts advances the University’s mission and is done in accordance with applicable local, state, and federal statutes. The guidelines are designed with sufficient flexibility to accommodate complex or unpredictable gift situations and donor expectations within the constraint of consistency with the University’s mission and policies.

Who Is Governed by this Policy

Staff

Policy

The Trustee’s Role

The Adelphi University Board of Trustees offers expertise and experience from a wide variety of fields and lends prestige to the University. There are several specific areas where Trustees contribute to the fundraising effectiveness of the University. The University relies on each Trustee’s expertise in one or more areas to help plan and organize its fundraising strategy. A Trustee’s input is valuable in determining the short and long range goals of the fundraising program, as well as for gauging the effectiveness of specific fundraising activities.

Members of our Board of Trustees are community leaders, who play an important role in fundraising, recruiting, and organizing volunteers for projects needing annual support, special events, major capital or endowment gifts, and/or a comprehensive campaign for the University. As well, Trustees should continually look for qualified candidates to serve as future Trustees of Adelphi University. A Trustee’s personal financial commitment to the institution is important not only for the funds directly provided but also for the example it provides in convincing others to contribute. This commitment is evidence to potential donors that the University is significant, and a worthwhile recipient of philanthropic investment. Enthusiasm on the part of the members of the Board of Trustees is essential to the University’s ultimate success. The Trustees serve as advocates of the University. Knowledge about the University’s impact will be provided through board meetings and other communications.

Responsibilities of the Trustees

The Office of the Vice President of University Advancement exists exclusively for the benefit of the University: its core competency being the solicitation, recording, management, and disbursement of gift income to develop and expand the the University’s impact on the human condition through education, research and community services. It is the responsibility of the Trustees to set University policy and develop operational guidelines and procedures to assist in establishing specific objectives as they relate to the University’s primary purpose.

Individual Trustees responsibilities are to:

Believe strongly in the mission of the University and serve as an active, public advocate of the University, significant University developments with friends, associates, and community groups.
Serve on at least one committee for the University.
Work with other Trustees and the President to establish policies that will ensure successful ongoing fundraising programs to support the University’s long-range plans and financial requirements.
Help identify, cultivate, and solicit individual, corporate, foundation, and government prospects that have the potential for supporting the University’s advancement efforts.
Demonstrate personal commitment to annual giving, capital programs, occasional special projects, and comprehensive campaigns by being among the first to make a leadership gift.
Regularly attend a majority of the University’s Board of Trustee meetings.
Accept major assignments in support of Advancement programs, major gifts, annual giving, and special events.
Actively identify and assist in recruiting donors and volunteers for the major gifts, annual giving, special events, and other support programs.
Attend special events of the University when the presence of Trustees would serve one or more purposes that are useful (e.g., lend stature, convey an endorsement, etc.)
Support the University financially, although no minimum requirement as to the amount of financial support is to be designated or established.

Standing Committees

Alumni Council
The Adelphi University Alumni Council (AUAC or “the Council”) is an important resource for the Office of Alumni Relations and the Office of the Vice President of University Advancement. Its primary functions are: a) to serve as a formal advisory group of University alumni to Alumni Relations on office priorities; b) to support and communicate to others Alumni Relations’ ongoing slate of events, programs, benefits and initiatives; c) to monitor and comment on the achievement of priorities; and d) to support the University through a variety of ways and means.

Advancement/Alumni Committee
Charge to and purpose of the Committee:
The Advancement/Alumni Committee shall have a minimum of six (6) members. It shall have the duty of considering, with Executive Leadership and Deans, ways and means of securing new financial and other support for the University, including the development and coordination of plans for increasing philanthropic support through fundraising programs for annual giving, principal and major gifts, capital projects, endowment funds, and comprehensive campaigns. It shall propose for Board of Trustees approval any policy concerning philanthropic giving and provide oversight to the activities of any committee or group seeking to raise funds on behalf of the University or one of its colleges, schools, departments, or programs. It shall also consider, with Executive Leadership and Deans, ways and means of promoting alumni engagement with the University and review alumni relations activities, including the work of the Alumni Council. Meetings shall be held in conjunction with regularly scheduled meetings of the Board, or as deemed necessary by the Chair of the Committee. The Committee shall make regular reports to the Board of Trustees.

Committee Composition and Staffing

Review of Charter: This charter shall be reviewed and re-assessed by the Advancement/Alumni Committee at least annually, and any proposed changes shall be submitted to the Board of Trustees for approval.

Membership/Structure/Quorum

The Advancement/Alumni Committee shall be composed of not less than six (6) members.
A majority of the Committee, but in no event fewer than one-half plus one of the membership in any given year, shall constitute a quorum for the transaction of business.

Staff Liaison
The Vice President for University Advancement and/or his/her designee(s) shall be staff to the Committee.

Meetings
Meetings shall be held in conjunction with regularly scheduled meetings of the Board, or as deemed necessary by the Chair of the Committee.

Agenda, Minutes, and Reports

The Chair of the Committee, in collaboration with the staff liaison, shall be responsible for establishing the agendas for meetings of the Committee. An agenda, together with relevant materials, shall be provided to the Committee members in advance of each meeting.
Minutes for all meetings shall be prepared in draft form by the staff liaison and/or his/her designee and reviewed by the Chair, and shall be approved by the Committee members at the following meeting. The minutes shall be available to the Board of Trustees through its web portal or other accessible means.
The Committee shall make regular reports to the Board of Trustees.

Domain

Board philanthropic leadership
1. Board annual, principal, major, and planned gifts
2. Review prospect lists c. Contacts – individual, foundation, corporate
Advancement goals and progress
Alignment of giving priorities with strategic priorities of institution
Fundraising policies
1. Compliance with state registration compliance
2. Tax and donor compliance
3. Gift acceptance and accounting policies
  1. Receiving gifts
  2. Real estate
  3. Gifts-in-kind and real property
  4. Donor recognition and naming gifts
  5. Reputational issues
  6. Gifts from international sources
  7. Deferred gifts
  8. Hard credit and soft credit
4. Gift recording
5. Gift acknowledgement
6. Pledge reminders
Stewardship
Advancement program review; periodic external review
Help position University relative to campaigns
Fundraising
Alumni engagement

Detailed Authority and Responsibilities:

Study, develop and recommend policies and plans for achieving the financial support required to achieve the educational policies and fiscal goals of the University;
Study, develop and recommend policies and plans for meeting the needs of alumni for involvement and communication with the University, and of the University for alumni support;
Review and approve annual and capital fundraising goals and recommend them to the full Board when appropriate;
Provide leadership to identify and contact major donor prospects for annual, capital, programmatic and endowment gifts;
Review and recommend naming opportunities;
Formulate and approve gift acceptance guidelines; and
On at least a quarterly basis, the Board Chair and the Chair of the Advancement/Alumni Committee shall receive a written report detailing and comparing the budget performance of the advancement office by comparing the actual revenues received at the end of each quarter with the budget model for that same time period. The Committee Chair shall report the results of those comparisons to the Committee and to the Board
Advancement goals and progress of giving priorities with strategic priorities of institution

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

Current Members of the Advancement/Alumni Committee
Arun Agrawal
Angela Jaggar, Chair
Katherine Quintana Malone
Dennis McDonagh
William Tenet
Mark Kulewicz, Co-Chair Adelphi University Alumni Council, ad hoc member
Aaron Harper, Multicultural Chapter, ad hoc member
Christine M. Riordan, President, Ex officio
Ronald Lee, Chairman, Ex officio

Document History

Last Reviewed Date: December 30, 2017
Last Revised Date: December 30, 2017
Policy Origination Date: Unknown

Who Approved This Policy

Brady Crook, Vice President, University Advancement