Stages of Cultivation

Policy Statement

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

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 the University 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

1. The Office of the Vice President of University Advancement maintains a tracking and solicitation management system that records and manages the contacts with and solicitation of prospects in order to avoid multiple solicitations that could confuse the prospect and/or diminish the effectiveness of the solicitation. All contact and solicitations with donors will be recorded in Raiser’s Edge and coordinated through the solicitation management pipeline.
2. The Office of the Vice President of University Advancement moves suspects through four levels of engagement. The four levels of prospect engagement are:

I. Qualification

Represents a group of individuals believed to be prospects. These people normally have never been contacted and need a face-to-face visit to qualify them as a legitimate prospect. These individuals are identified through prospect research efforts or via prospect meetings. Gift Officers will carry a percentage of their portfolio as Qualification visits. These qualification lists insure each gift officer has a pool of potential prospects ready to be rotated on to their primary cultivation list.

II. Cultivation

Represents prospects currently under cultivation for a major gift solicitation. Other gift officers, University faculty/staff, and University officials may assist in the cultivation of a prospect as identified through an executed strategy session. The strategy session will outline the next moves, who will be involved and who will solicit the prospect.

III. Soliciting

The most protective level of clearance allowed. This indicates a moves management solicitation plan has been filed, and the solicitation is currently in progress. Under no circumstances should any contact by University personnel be made with the prospect without first contacting the assigned gift officer or the Vice President of University Advancement. Solicitations are monitored on a just in time basis to insure appropriate movement is being made to close the gift. These efforts are recorded in Raiser’s Edge.

IV. Stewardship

Assigned after a major gift or commitment has been received. Normally, assigned for a two-year period or until pledge if fulfilled; however, this can be adjusted as warranted by individual circumstances. Other gift officers may assist in the stewardship of the donor as outlined in the strategy plan or approved by the assigned gift officer.

V. Prospect Resolution

If two or more development officers or units wish to approach a prospect within the same time frame, the development officers are expected to discuss and resolve the conflict. If a satisfactory resolution cannot be reached, the question will then be considered by the Vice President of University Advancement.

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

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

Document History

• Last Reviewed Date: December 31, 2017
• Last Revised Date: December 31, 2017
• Policy Origination Date: Unknown

Who Approved This Policy

Brady Crook, Vice President, University Advancement