The University of Georgia has designated the Office of Development as its fund-raising arm.  The Office of Development is managed by the Senior Vice President for External Affairs.  He or she is the chief fund-raising officer and reports to the President of the University.  The Senior Vice President is responsible for the coordination of all fund-raising activities, including the overall supervision and management of fund-raising programs, administration of staff, and management of the cultivation, solicitation, and proper stewardship of all donors on behalf of the University. TOP

For purposes of these policies, the term “gifts” refers to private contributions (such contributions are sometimes called “grants” by foundations and corporations).  Gifts are outright or deferred contributions received from private contributors (individuals, partnerships, corporations, foundations, and organizations), sometimes referred to herein as “donors,” in which neither goods nor services (other than general reports and/or fulfillment of donor intent) are expected, implied, or forthcoming for the donor.  TOP

The Internal Revenue Service defines a donor as someone who makes a contribution directly to a “qualified organization” or legal representative of that qualified organization for the use of a legally enforceable trust for that organization or in a similar legal arrangement (fund agreement).  It must NOT be set aside for use by a specific person.  TOP

All gifts or grants, whether for current use or endowment, solicited in the name of and treated as a gift to any part of the University, must be recorded by The Arch Foundation for the University of Georgia, Inc. TOP

The following policies and procedures set forth the guidelines for the University of Georgia fund-raising program.  Exceptions to these policies may be granted, where appropriate, by Arch Board of Trustees or its Executive Committee.  TOP

Policy on Ethics in Fund-Raising

The Arch Foundation for the University of Georgia, Inc., is dedicated to the highest standards of ethical conduct in fund-raising.  Staff members advocate these standards by incorporating them into all fund-raising activities and by serving as models of professionalism to others.  The Arch Foundation for the University of Georgia, Inc., supports and encourages its staff members in these efforts by providing appropriate opportunities for training, education, and leadership.  Staff members, through training and orientation, are expected to be familiar with, and abide by professional standards of ethics. TOP

Approval of Solicitations

1. The fund-raising program of the University of Georgia encompasses all gift solicitations on behalf of the University, its units, and Arch.

2. The fund-raising program generally supports and encourages both unrestricted gifts to The Arch Foundation for the University of Georgia, Inc., and UGA and designated gifts to Arch to benefit constituent colleges and units of the donor’s choice. 

3. Proposals for solicitations of $25,000 and above originating in the Schools, Colleges, and Units will be routed through the Senior Director of Constituent-Based Development.  Proposals for solicitations of $25,000 and above originating in Central Development will be routed through the Executive Director for Gift and Estate Planning as will all planned gift proposals regardless of origin. 

4. The Office of Development 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 contacts and solicitations with donors will be recorded in ASCEND and coordinated through the solicitation management system.

5. The Office of Development maintains a University–wide clearance system to help fundraisers move prospective donors through the development cycle and at the same time insure prospects are not “hoarded” by a particular campus unit. The Advancement Services Department oversees clearance assignments and changes.

The four main clearance levels are - 

• Suspect Clearance

• Primary Clearance

• Soliciting Clearance

• Stewardship Clearance

Suspect Clearance is the least restrictive level of clearance assigned.  It represents a group of individuals believed to be prospects for a particular area.  These people normally have never been contacted and need a face- to-face visit to qualify them as a legitimate prospect.   Suspects are identified through Research Department efforts or via screening sessions. Any development officer can make the qualification contact with a suspect.   The suspect list insures each development officer has a pool of potential prospects ready to be rotated on to their Primary cultivation list.

Primary Clearance represents prospects currently under cultivation for a major gift solicitation.  Other development officers may contact and cultivate these prospects, but they may not solicit them without prior approval of the assigned development officer.  Primary clearance is established for one year.  If no progress has been made within that time period, primary clearance will be dropped – particularly if another development officer wishes to solicit the prospect.  If progress is being made, clearance can be extended past one year.

Soliciting Clearance is the most protective level of clearance allowed. This indicates a solicitation strategy or plan has been filed, and the solicitation is currently in progress.  Under no circumstances should any development officer contact the prospect without approval of the assigned development officer.  Soliciting clearance is monitored on a monthly basis to insure appropriate movement is being made to close the gift.  These efforts are recorded in the ASCEND Solicitation Management System.

Stewardship Clearance is assigned after a major gift or commitment has been received.  Normally, this level of clearance is assigned for a two-year period; however, this can be adjusted as warranted by individual circumstances.  Other development officers are allowed to cultivate the donor with permission of the assigned development officer.

6. 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 Director of Advancement Services.  Failing satisfactory resolution, further appeals can be made to the Associate Vice President for Development, to the Senior Vice President for External Affairs, and ultimately to the President.  TOP