C-1: Outright Gift Letter Template [all highlighting to be edited; final should be single spaced] To Establish a Current Use Fund 08/08 For Student Support with 209-Related Criteria (includes reference to race, gender, ethnicity or national origin) [Notes to Drafter: For all undergraduate scholarships and awards, please be sure to coordinate with Mark Foncannon, Assistant Director, Undergraduate Scholarships at (530) 752-2789 or email@example.com on the drafting of the selection criteria. Please note: In order for donor to demonstrate that a gift gas taken place, the donor cannot control the selection process by selecting the scholarship recipient.] <Donor Name(s) Donor Address City, State & Zip [on donor letterhead]> <DATE> <Name of university official (could be dean, director, etc.)> <Title> <College/School/Unit> University of California, Davis One Shields Avenue [UCDHS – Change address to appropriate Sacramento address] Davis, CA 95616 Dear <salutation name of administrator>: I/We believe in the excellence of the University of California, Davis (“UC Davis”) and hereby irrevocably give the enclosed contribution of <gift amount and/or description of gift enclosed> to the UC Davis Foundation (the “Foundation”), a California non-profit public benefit corporation. [OR The Regents of the University of California (the “Regents”), to support UC Davis.] This gift shall be used to establish a <scholarship/fellowship/award> to be known as the <Full Name> (the “<scholarship/fellowship/award>”) in the <field of study> in the <Department of Name> in the <College/School Name> and will support <one or more [define if undergraduate or undergraduate and graduate] students each year. The “current use” fund shall be known by the same name (the “Fund”) and shall be administered by the <title and area of position to serve as <Administrator’s Name> <Date> Page 2 of 4 fund administrator, for example: Dean of the College of ABC>, who as fund administrator will ensure this gift is used for the purposes described in this letter. [Note to Drafter: Language describing criteria for selection needs to be consistent with UC and UC Davis policies. Due to Prop 209, University Development and UR-Administrative Services will consult with general counsel regarding potential gifts citing specific selection criteria relating to ethnicity, gender, national origin, etc.). If donor is not including these factors in selection criteria, please use Gift Letter Template for Current Student Support with General Criteria.] In making this gift, I/we wish to provide student support based on the following criteria <describe>. [NOTE: For undergraduate scholarships, please paste in the sample language provided at the end of this letter. If used – please start new paragraph with next sentence.] I/We understand that gifts and bequests that are restricted on the basis of race, gender, ethnicity, or national origin will be administered in a manner that ensures the funds are received by the students with the characteristics defined by me/us, while at the same time not advantaging or disadvantaging a student on the basis of his or her race, gender, ethnicity, or national origin. This is accomplished by determining eligibility for financial aid without regard for those characteristics and assigning aid from the restricted funds to students with those characteristics. I/We acknowledge that the establishment, naming and selection processes needed for this fund are subject to review and approval and must follow the policies of The Regents of the University of California and UC Davis. I/We recognize that these policies and procedures may change from time to time. I/We also understand that, in accordance with UC Davis policy, there will be an administrative fee of 6% (six percent) deducted from this gift to help support the costs associated with raising and administering gift funds. <Administrator’s Name> <Date> Page 3 of 4 [Note: This example illustrates a gift fee taken off the top. The gift fee may also be paid from an additional gift amount by the donor or from discretionary funds by the department, which requires prior approval. For additional gift fee language and examples, please refer to the Gift Fee Payment Option Examples in the Development Officers’ Toolkit.] [OPTIONAL: For large current use gifts – an alternative use statement may be needed.] I/We understand that unforeseen circumstances may alter the academic plan of UC Davis or remove the subject area from the University academic plan. In such unlikely circumstances, the <UC Davis Chancellor or Dean of the College of ABC> is authorized to redesignate the purpose of this fund to further the objectives and purposes of the University, taking into consideration my/our expressed wishes as described in this letter. OPTIONAL: It is a pleasure to learn that UC Davis is in the quiet leadership phase of its first comprehensive campaign. I am/We are honored that this commitment will be considered a part of this important phase of the campaign. In public announcements and recognition, including University and <College/School> publications and donor honor rolls, I/we wish to be recognized as: <Donor Name or Names>. [OR: I/We wish my/our gift to remain anonymous to the extent allowed by law.] I am/We are very pleased to make this gift to further the excellence of <program/education > at UC Davis. Sincerely, Optional: <Donor name*> Date <Donor name> Date <Administrator’s Name> <Date> Page 4 of 4 *Include title, If signing on behalf of an include second signature if gift is from a organization married couple Received by: <Name of Campus Official, title> Date Isabella M. Corbin Date <Name of College/School/Unit> Treasurer, UC Davis Foundation UC Davis OR for Regents gifts: Isabella M. Corbin Executive Director, Office of Administrative Services University Relations, UC Davis Sample language for undergraduate scholarships: The <NAME> Scholarship (the “Scholarship”) is to be made to an undergraduate student(s) in the College <NAME> at UC Davis. As a scholarship, selection of recipients is based on academic merit, therefore a minimum cumulative grade point average (GPA) and a Total Scholarship Score are required. I understand that at the time of this gift the minimum GPA for scholarships is 3.25 and the Total Scholarship Score is calculated as the sum of the GPA and the scores of the reviewers. [Include here any other criteria that may be needed, including if financial need is to be considered; Only if the selection criteria include restrictions based on race, gender, ethnicity or national origin will we need to add Prop 209 language]. It is our wish that the Scholarship be administered by the UC Davis Undergraduate Scholarship Office, working with the Academic Senate Committee on Undergraduate Scholarships, Honors and Prizes, or successor campus unit, following policies and procedures for awarding of undergraduate scholarships to students. Since it is our intention that the campus have flexibility in the awarding of the Scholarship, the amount and number of awards, whether they be renewable, and similar determinations may be made at the discretion of the Undergraduate Scholarship Office.
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