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					OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
Stewardship Mission and Philosophy Statement ........................................................................ 4 Stewardship Vision Statement .................................................................................................... 4 Privacy Policy ............................................................................................................................. 4 Donor Bill of Rights.................................................................................................................... 4 Credit Card Policy....................................................................................................................... 5 Capital Campaign for Oakland University ................................................................................. 5 University Relations Fundraising Overview ............................................................................... 6 Technology in Stewardship......................................................................................................... 6 UR Stewardship Process ............................................................................................................. 7 Thank You Process ................................................................................................................. 7 Relationship Building ............................................................................................................. 7 Endowment Relationships ...................................................................................................... 8 Gift Society Overview ................................................................................................................ 8 Lifetime Gift Society Descriptions ............................................................................................. 8 Donor Wall of Honor .................................................................................................................. 9 Donor Honor Roll ....................................................................................................................... 9 Donor Jewelry ........................................................................................................................... 10 Pledge Reminders ..................................................................................................................... 10 President’s Office Stewardship Process.................................................................................... 10 Relationship Building ........................................................................................................... 10 Correspondence and Thank You Process ............................................................................. 10 Alumni Relations ...................................................................................................................... 11 Relationship Building ........................................................................................................... 11 CAS Stewardship Process ......................................................................................................... 11 Thank You Process ............................................................................................................... 11 Relationship Building ........................................................................................................... 12 SBA Stewardship Process ......................................................................................................... 12 Thank You Process ............................................................................................................... 12 Relationship Building ........................................................................................................... 13 SEHS Stewardship Process ....................................................................................................... 13
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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
Thank You Process ............................................................................................................... 13 Relationship Building ........................................................................................................... 13 SECS Stewardship Process ....................................................................................................... 13 Thank You Process ............................................................................................................... 13 Relationship Building ........................................................................................................... 14 Meadow Brook Hall .................................................................................................................. 14 Thank You Process ............................................................................................................... 14 Relationship Building ........................................................................................................... 14 SON Stewardship Process......................................................................................................... 14 Thank You Process ............................................................................................................... 14 Relationship Building ........................................................................................................... 14 SHS Stewardship Process ......................................................................................................... 15 Thank You Process ............................................................................................................... 15 Relationship Building ........................................................................................................... 15 Honors College Stewardship Process ....................................................................................... 15 Thank You Process ............................................................................................................... 15 Relationship Building ........................................................................................................... 15 Student Affairs Stewardship Process ........................................................................................ 16 Student Affairs ...................................................................................................................... 16 Campus Recreation ............................................................................................................... 16 International Students and Scholars ...................................................................................... 16 Center for Multicultural Activities........................................................................................ 16 New Student Programs ......................................................................................................... 17 Oakland Center ..................................................................................................................... 17 Career Services ..................................................................................................................... 17 Financial Aid ......................................................................................................................... 17 Center for Student Activities ................................................................................................ 17 Planned Giving Stewardship Process........................................................................................ 17 Athletics Department ................................................................................................................ 17 Thank You Process ............................................................................................................... 17 Relationship Building ........................................................................................................... 17
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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
Meadow Brook Art Gallery ...................................................................................................... 18 Thank You Process ............................................................................................................... 18 Relationship Building ........................................................................................................... 18 Kresge Library .......................................................................................................................... 18 Thank You Process ............................................................................................................... 18 Relationship Building ........................................................................................................... 18 Eye Research Institute............................................................................................................... 18 Thank You Process ............................................................................................................... 18 Relationship Building ........................................................................................................... 19 Annual Giving Stewardship Process ......................................................................................... 19 Thank You Process ............................................................................................................... 19 Relationship Building ........................................................................................................... 19 Corporate and Foundation Relations ........................................................................................ 19

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process) Stewardship Mission and Philosophy Statement
Oakland University seeks to recognize and appreciate, inform, and engage current and prospective donors and volunteers in the life of the University. Through meaningful and consistent contacts with donors and prospective constituencies, stewardship aids fundraising efforts in building a lifelong relationship with donors and instills in them the trust that their gifts are an investment in the continuing success of the University.

Stewardship Vision Statement
The Donor Relations Stewardship Program will ensure a comprehensive and quality program of stewardship, which cultivates, engages and recognizes all donors and prospective donors on a university-wide basis to further the efforts of private support for Oakland University. This will be accomplished by developing ongoing relationships and partnerships with our donors through timely and appropriate gift acknowledgement, recognition, and communications about the importance and impact of their gifts.

Privacy Policy
The University Relations department is the custodian of current information about Oakland University alumni and friends. The information collected and maintained is used to support our mission to increase connectedness to Oakland University. We treat constituent information and the sharing of this information according to the provisions found within this policy. As a matter of course, Oakland University does not release donor information outside of the organization. Any person with access to this information is required to sign a confidentiality statement attesting to the confidentiality of records. Oakland University will not sell nor otherwise share its mailing lists outside of the organization and the university will protect personal information regardless of the format in which it is held. When donors give to Oakland University, they can be confident that the information they provide will be kept in the strictest confidence. We do not provide any personally identifiable information to any other party, unless we are required to do so by law.

Donor Bill of Rights
Oakland University subscribes to the Donor Bill of Rights developed by the Council for Advancement and support of Education (CASE) and the Association of fundraising Professionals (AFP). Philanthropy is based on the voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To assure that philanthropy merits the respect and trust of the general public, and that the donors and prospective donors can have full confidence in the not-for-profit organizations and causes they are asked to support, we declare that all donors have these rights:

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
          To be informed of the organization’s mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes. To be informed of the identity of those serving on the organization’s governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities. To have access to the organization’s most recent financial statements. To be assured their gifts will be used for the purposes for which they were given. To receive appropriate acknowledgment and recognition. To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by law. To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature. To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors. To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share. To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

Credit Card Policy
Policy 212 (Bankcard Information Security Requirements) addresses Oakland University’s policies regarding credit card processing and storage of backup documentation. University Relations strictly adheres to these guidelines and has created its own credit card compliance document referring to credit card data provided for gifts, memberships and university events.

Capital Campaign for Oakland University
―Innovation and Opportunity, the Capital Campaign for Oakland University‖ – a five year comprehensive capital campaign. The Campaign for Oakland University is designed to propel the university toward its goal of becoming a distinctive academic institution that prepares students to make meaningful contributions in the workplace and society. In addition, we aim to assist our students in becoming well-rounded individuals with critical leadership, writing, analytical and personal relations skills. The university has identified funding needs that will enable us to achieve our vision.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process) University Relations Fundraising Overview
In the broadest sense, the Division of University Relations creates awareness within the private sector of the financial needs of Oakland University, which are not met by state or federal support, and implements a plan by which the financial needs can be met through private gift support. The Vice President of University Relations develops relationships and partnerships on behalf of the President and the University. An organization chart is included in the Appendix of this document. As of the date of this printing, Development Directors currently represent the following areas: College of Arts and Sciences – Kelly Conway School of Business Administration – School of Nursing – Colette O’Conner School of Health Sciences – Julie Vulaj School of Education and Human Services – Angie Schmucker Department of Athletics – Alumni Relations – Adrienne Bass Annual Giving – Karyn Stanley School of Engineering and Computer Sciences - vacant Kresge Library – Rebecca Sellers Student Affairs – Rebecca Sellers Eye Research Institute – Honors College – Rebecca Sellers Corporate and Foundation Relations – Tracy Utech, Assistant Vice President and Anthony Morton, Assistant Director, Corporate and Foundation Relations

Technology in Stewardship
Various Banner reports have been created in order to provide data on donors such as addresses, gift amount, and designations to assist in the stewardship process. Information on endowments and other named funds is part of the data stored in Banner. This is used to streamline the annual reporting process to donors and donor representatives and for departmental reporting on the history of funds. Technology has and will continue to enable additional data storage for the most efficient processing of stewardship material.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
Although technological advances are regularly employed to obtain live data from Banner, the thank you letter process remains primarily a highly personalized letter writing process for gifts of $1,500 and above.

UR Stewardship Process
Thank You Process
 Gift receipts with generic thank you letters are generated by Gift Accounting for all monetary gifts and gifts-in-kind. The thank you portion of the receipt is changed quarterly (January, April, July, October). Gift report is pulled by Stewardship Manager each week for gifts over $1,000. o Thank you letters drafted by Stewardship Manager for signature by VP for gifts between $1,500 and $4,999. o Personalized thank you letter is drafted by Stewardship Manager for signature by President for gifts over $5,000. o Exceptions take place for certain donors regardless of the gift amount or because of existing relationships.

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Relationship Building
  Congratulatory notes are drafted by Stewardship Manager for all awards as requested by VP Sympathy notes are drafted by Stewardship Manager and sent on behalf of various administrators according to a written sympathy process. See Appendix and Banner Advancement Procedure Manual located at: http://www2.oakland.edu/training/banner_forms.cfm. Click on Banner Forms Library; log in using ADMNET-back slash and your ADMNET user name and password (ADMNET/your user name). Miscellaneous notes are drafted by Stewardship Manager at the request of VP for lunch and other special event attendees. Holiday cards are sent through President’s office (signed by President and VPs) to individual donors with cumulative giving of $1,000 or more within past two years. Corporate donors are targeted at $10,000. Holiday cards are also sent to the Board of Trustees, Foundation Directors, Honorary Degree Recipients and OUAA Board Members. Select donors and friends are invited to Meadow Brook Music Festival Events during the summer season. Tickets are distributed by the President’s office to various units, who decide the invitees. Select donors and friends are invited to Visioning Dinners, during which they are asked to give the President and Vice President feedback on the case statement for the campaign. Dinners take place twice a month with the exception of June, July, August, and December. Top donors, board members and foundation directors have already been invited; new invitees are added as relationships begin or as attempts are made to re-engage them at OU.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
  Select donors and friends are invited to attend Basketball Games throughout the season. The OU Today (campaign newsletter) is sent three times a year to the top 4,800 donors (based on lifetime cumulative giving) for the time period between publications. OU Today is also sent to advisory board members, past and present foundation directors, honorary degree recipients and OU trustees (past and present). Two hundred copies are reserved for campus distribution to deans, directors, and department chairs who may not be included among the donors identified above. Oakland University Magazine is sent out two times per year to alumni, advisory boards, foundation directors, OU trustees, major gift donors (cumulative over $1,000 in past 24 months), employees through in-house distribution), honorary degree recipients and emeriti faculty. If a donor is mentioned in the Donor Honor Roll issue (donors over $100 for the calendar year), they receive a copy.

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Endowment Relationships
     Annual endowment reports with a cover letter are sent to donors or donor representatives for whom we have contact information by November 1. Banner tables are maintained to keep information current. Thank you letter is sent to donor by President acknowledging establishment of endowment. Thank you letter is sent to donor by VP with executed copy of endowment agreement. o Additional letters may be sent when gift(s) are received. Send certificate (drafted by C & M) in specially prepared folder to donor.

Gift Society Overview
The Division of University Relations administers university-wide donor recognition societies and clubs in accordance with policies adopted by the Board of Trustees. Donors may become members of donor recognition societies based on the total amount of cash, non-cash, matching gifts, active pledge balance (on any five-year pledge) and any documented planned gift. Recognition amount applies to all individuals, families, corporations, foundations, and organizations that are donors of record to Oakland University. Recognition to a corporation, foundation, family, or organization is to the particular entity. However, each entity may designate one or more individuals to represent it in accepting recognition. Corporation and foundation gifts that match employee donations are credited for recognition purposes, but not tax purposes, to both the employee and the matching entity.

Lifetime Gift Society Descriptions
The organizations defined below are collectively referred to as donor recognition societies and recognize a donor’s cumulative giving to Oakland University:
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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
          Matilda Wilson Founders Society – Cumulative gifts of $10,000,000 or more or a planned gift of $20,000,000 Varner Society – Cumulative gifts of $5,000,000 or more or a planned gift of $10,000,000 Golden Oaks Society – Cumulative gifts of $1,000,000 or more or a planned gift of $2,000,000 Meadow Brook Society – Cumulative gifts of $500,000 or more or a planned gift of $1,000,000 Pioneer Society – Cumulative gifts of $250,000 or more or a planned gift of $500,000 President’s Council Society – Cumulative gifts of $100,000 or more or a planned gift of $250,000 Matilda R Wilson Society – Cumulative gifts of $50,000 or more or a planned gift of $100,000 Alfred G Wilson Society – Cumulative gifts of $25,000 or more or a planned gift of $50,000 President’s Club Society – Cumulative gifts of $10,000 or more or a planned gift of $25,000 Heritage Society – Documented planned gifts to benefit Oakland University regardless of value

Donor Wall of Honor
The OU donor wall of honor is located to the right of the main entrance of the Oakland Center near the stairs to the banquet rooms. It recognizes donors to the university with their name on a plaque. The minimum amount of cumulative commitments listed on the wall is $50,000 for individuals and organizations. The wall is updated in March of each year and includes commitments through the end of the previous calendar year.

Donor Honor Roll
The donor honor roll recognizes donors to the university with their name in the spring edition of the OU Magazine. There are four different lists included in the magazine: gift societies, annual gifts, heritage society members, and memorials. The gift society section includes donors where the minimum amount of cumulative commitments to be in the magazine is $10,000 for individuals and $50,000 for organizations. The annual gift section lists all donors that made a gift of $100 or more in the previous calendar year. The heritage society section lists all donors that have made a planned gift to OU. The memorial section list all deceased individuals on whose behalf a gift was made in memory. Each list includes gift and/or commitments through the end of the previous calendar year.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process) Donor Jewelry
Pins and pendants are given to individual donors who have committed at least $50,000 to the university during the capital campaign period. Pins are normally provided to men and pendants are normally provided to women. Once the minimum commitment has been attained, the type of jewelry given is based on which gift society the donor is in. As the donor reaches higher gift societies, their jewelry is upgraded.

Pledge Reminders
Pledge reminders are sent to donors reminding them in a kind and professional way that a pledge payment is due. A list provided by the Director of Development Information Services is developed from queries of Banner data. The development officer determines the method of the reminder whether it will be a letter or a personal contact by the development officer.

President’s Office Stewardship Process
Relationship Building
  Annual Founders Day activities and various groundbreaking ceremonies. Meadow Brook Music Festival events – President invites various people to select events. Invitees are not necessarily high level donors. Seats are also offered to OU employees, and other units on campus who select the invitees. Basketball events – President has 12 courtside seats and 30 stand seats at every home game. Courtside seat invitees are not limited to high level donors. The President makes stand seats available to local school groups, church groups, non-profit and community organizations, police and firefighters, advising boards, and employee groups. o Courtside seats and stand seats for some of those games are distributed to the VPUR and Athletics, who choose the invitees.    President’s Golf Invitational – is an annual event to which select friends and/or donors are invited. Invitees are not necessarily high level donors. The President invites select friends and donors to student performances and to events produced by Music, Theatre and Dance (MTD). The President invites select friends and donors to performances at Meadow Brook Theatre.

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Correspondence and Thank You Process
 Holiday card is sent through President’s office (signed by President and VPs) to top donors, which is defined each year. Currently sent to individual donors with cumulative giving of $1,000 or more within past two years, President Club members, Foundation directors, past and present, Board of Trustees, past and present, OUAA Board members, honorary degree recipients and anyone who attended events hosted by the President.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
      Thank you letters are drafted for the President’s signature by the Stewardship Manager for gifts over $5,000. Upon request, miscellaneous thank you notes, congratulatory notes, and sympathy notes are drafted for the President’s signature by the Stewardship Manager. The President’s Office staff also corresponds with donors and friends as requested by the President. E-mail broadcasts sent to campus community to maintain communication on important information. Information piece is now being mailed to honorary degree holders twice a year to update them on what’s going on at OU. President’s Postcard (began 4/2006) – highlights campus activities and is sent quarterly. The first one was sent to the same group identified in the holiday cards above and to every college and university president in the US.

Alumni Relations
Relationship Building
 Alumni Relations has a 24 member board in place to assist in developing stronger ties with other alumni and the community. Several committees are part of that Board, including a scholarship committee and a membership and marketing committee. Alumni Relations holds numerous events in and around campus, and out-of-state, to link alumni and friends with the University. Staff member compiles class notes for publication in the OU Magazine, which is sent semi-annually to all alumni. Staff member develops and sends e-newsletter every other month to alumni for whom we have e-mail addresses.

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CAS Stewardship Process
Thank You Process
  All department gifts go to CAS Administrative Secretary to complete Gift Register and are hand delivered to Gift Accounting for processing CAS Administrative Secretary runs a report monthly for all gifts to CAS o Thank you letters are sent for gifts over $250 and drafted by Administrative Secretary for the Dean to sign within one month of the gift. o Thank you letters for gifts under $250 are drafted by Administrative Secretary for signature by the Development Director within one month of the gift.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
o Thank you for gifts of $1,000 and over are drafted by Administrative Secretary upon receipt or notification of gift and signed by the dean. There may be a second letter drafted and signed Development Director.     Thank you phone calls for gifts of $250 and above from first-time donors from Telefund are made by Administrative Secretary on behalf of the Dean’s office. Discretionary phone calls are made by Dean and/or Development Director.

Relationship Building
CAS sends out a newsletter annually to all alumni, and board members. Some CAS departments also send out newsletters (English and the MALS program). Weekly NEWS at OU e-mail – is forwarded to emeriti faculty and some friends with chatty note drafted by Administrative Secretary (sent as blind copy to protect privacy). Emeriti faculty members occasionally write back making inquiries which furthers their connection to OU. Administrative Secretary tries to facilitate the connection loop. Emeriti faculty members are invited to the Dean’s office holiday party in December. Emeriti faculty members are invited to annual update meeting by the Dean. CAS initiates and participates in various events and invites donors, alumni, faculty, and emeriti faculty according to their individual interests. Congratulatory letters and sympathy notes are sent to alumni, emeriti faculty, and friends as occasions arise. Holiday cards sent from CAS Dean and CAS development in December to major prospects and emeriti faculty. Notification of new gifts sent to interested persons of select named funds. Mementos/souvenirs sent to donors for their sponsored events/activities (framed photos, DVDs) Follow-up letters sent to donors after donor-sponsored events. Developing systematized method of overseeing departments’ use of endowed and other gift funds.

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SBA Stewardship Process
Thank You Process
 Development Assistant pulls gift report once a month – writes thank you for all gifts with the exception of monthly AUFD pledge payments. Development Director and Development Assistant draft the letters for the Dean to sign. The Dean makes thank you phone calls at his discretion.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
     ATiB sometimes sends thank you and holds a party at end of year for graduates and their sponsors. A thank you letter is usually sent to people who attend events. Development Director makes phones calls for gifts of $250 and above

Relationship Building
A majority of scholarship winners are invited to lunch or dinner with Dean and donor/sponsor. A Donor Wall was hung in Elliott Hall in 2005 that recognizes donors at $25,000, and at $50K, $100K, $200K, $500K and $2 million. Donors recognized on the wall are being invited to the new faculty reception held each August at MBH. The Development Director requests an updated cumulative giving list from the Director of Development Information Services at the end of each fiscal year. All gifts are recognized in annual SBA magazine by name and gift range. Congratulatory notes are sent to donors as articles are noticed from clippings sent by UR and from local papers. Semi-annual newsletter is currently mailed to all SBA alumni, faculty members, and board members. Available electronically as of 4/2006.

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SEHS Stewardship Process
Thank You Process
     Thank you letters signed by Dean once a month are sent to donors for gifts over $250. Being revised to a weekly process for gifts over $100. Dean sends handwritten notes for gifts over $1,000.

Relationship Building
Semi-Annual newsletter sent to donors, current and former faculty, and alumni Development Director arranges and attends lunches with donors and scholarship recipients. Development Director plans the Leadership Celebration event which invites scholarship recipients, donors, and special alumni and friends.

SECS Stewardship Process
The Development Director position has been vacant since March 2005.

Thank You Process
 No thank you letters or calls are done for any gifts by the Dean’s office.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
Relationship Building
    SECS newsletter sent to advisory board members, BOT, retirees, faculty, & alumni – semi-annually Holiday card is sent each year for people who donated during the year (addresses are obtained from Development Information Services). No scholarship lunches. Irregular events are occasionally held for some corporations (DCX minority scholarship award).

Meadow Brook Hall
There is no development director for this unit although Kim Zelinski is acting as the lead coordinator for development activities.

Thank You Process
  TY letters signed by Interim Executive Director are sent once a month for all gifts.

Relationship Building
Holiday Walk, OU Night for Holiday Walk, daily tours of the Hall, and various educational events all help build relationships for the Hall, which encourages donations.

SON Stewardship Process
The Development Director position was filled in January 2006 after being vacant for several months.

Thank You Process
   Development Director drafts letter for Dean to sign for all gifts once a month. Dean will make thank you phone call if requested. New in 2006—thank you letter sent to all SON All University Fund Drive (AUFD) donors to thank them for their participation.

Relationship Building
    Quarterly newsletter is directed to alumni, board members, faculty and staff Annual Nightingale event – honors exceptional nurses throughout the Southeast Michigan area. Many corporate sponsors buy seats for themselves, students, and friends. Annual Scholarship Breakfast usually held in November to connect all scholarship recipients with the respective donors. Ylvisaker Luncheon is a donor driven-scholarship event during which recipients meet with donor and other recipients. Donor also plans year-end holiday event for recipients.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process) SHS Stewardship Process
The Development Director position was filled in January 2006 after being vacant for several months.

Thank You Process
      Thank you letters drafted by Development Director and signed by Dean are sent once a month for all gifts. Development Director calls donors thanking them for gifts over $250. Dean calls donors thanking them for gifts over $500.

Relationship Building
Dean or Program Chairs selectively take donors to lunch. Beginning with 2006 donor honor roll, development director will send a thank you to those donors listed in the Donor Honor Roll published in the OU Magazine. Quarterly letter being developed to update all SHS alums

Currently, there are no opportunities for scholarship recipients and donors to meet. SHS does not print a newsletter.

Honors College Stewardship Process
Thank You Process
 Administrative assistant drafts thank you letter signed by Director for all gifts once a month.

Relationship Building
 The Alumni Council (consisting of 8 people plus the Director and Assistant Director) meets every other month to plan events such as basketball and theatre opportunities for other alums. The theatre event includes dinner, speaker from the current play, and the play itself. Alumni Council and students just completed phone-a-thon to update shadow database information on alumni (will be added to Banner shortly). Handleman Scholars Luncheon (includes about 20 students) meet the donor for lunch at MBH Credit Union ONE scholarship recipients meet with upper management of CU ONE at the Oakland Center. Walt and Donna Young invite all study abroad scholarship recipients for dinner at their home.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
  Newsletter has been sent in the past (cost prohibitive this past year); plans include restarting for Fall 2006-07 to send to donors (also appears on line). Web site link on Honors College web site for alumni to post notes and info so that shadow database can be maintained.

Student Affairs Stewardship Process
Student Affairs oversees the following areas: Campus Recreation, Center for International Students and Scholars, New Student Programs, ID Center, Advising Resource Center, Center for Student Activities, Career Services, Graham Health Center, Academic Skills Center, Admissions, Oakland Center, Financial Aid, Center for Multicultural Activities, Project Upward Bound.

Student Affairs
 Gifts to the Student Affairs gift fund are almost exclusively from employees through payroll deduction. They do not write thank you letters or make thank you phone calls for those gifts.

Campus Recreation
 Gifts to Campus Recreation are almost exclusively from employees through payroll deduction. They do not write thank you letters or make thank you phone calls for those gifts. Although Campus Recreation does not currently have a formal process in place to thank donors, the Director indicated that if a gift of $1,000 or more came in, they would thank the donor but did not clarify whether that would be in writing or by phone. Campus Recreation receives some gifts from student organizations, which support the sport clubs. The sport clubs are notified of gifts.

International Students and Scholars
 Handwritten notes are sent to event sponsors and to donors for gifts over $50. Thank you letters are sent by Director for both monetary donations and in-kind gifts. Electronic newsletter is sent monthly to faculty, international students, and staff. ISS participates in campus-wide activities like International Night and coffee hours at Fireside Lounge. Director is looking for additional stewardship guidance and possible resources to tap into the Rochester Rotary Club, of which he is a member.

Center for Multicultural Activities
  Hosts annual Keeper of the Dream event Administers some emergency loan funds for student aid

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
New Student Programs Oakland Center Career Services
 Sends thank you letters for all sponsorship gifts as soon as they receive notice of a gift (usually received through copy of a UR letter). They do not make phone calls for any gifts.

Financial Aid
 Does not send thank you letters or make phone calls, but they are looking for guidance in this area.

Center for Student Activities
 Does not currently send thank you letters or make phone calls to thank donors for their gifts. The Director indicated that the students sometimes already have a relationship with the donor because of the type of gift or the occasion. The Director is looking for guidance and information so that letters can be written.

Planned Giving Stewardship Process
The Planned Giving Director position is vacant. A semi-annual Planned Giving newsletter is sent to alums of a certain age and older, and to people who have requested it and are coded to receive it. Periodic planned giving seminars are conducted with corporate sponsorship assistance.

Athletics Department
Thank You Process
 The Development Director position is currently vacant. Previous stewardship included o Sending thank you letters for all unrestricted gifts. o Development Director and coach sent thank you letter for all restricted gifts (coach letter is sent within a month of gift). o Coach Kampe (Men’s Basketball Coach) sends thank you letter for all men’s basketball gifts. o Thank you phone calls are made for all gifts.

Relationship Building
  There are no events connecting donors with scholarship recipients Four individual sports send out newsletters.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process) Meadow Brook Art Gallery
Thank You Process
   Thank you letters are sent by Director immediately upon receipt of gifts Director makes thank you phone calls on case-by-case basis

Relationship Building
Newsletter is sent annually to all current and former donors (approximately 3,800), advisory members, and to those who sign any of the guest books for events. Announces the upcoming season’s exhibitions and includes a solicitation card for donations. Five to six exhibitions held each year – postcards or poster mailing done prior to each event to the above group as reminder of upcoming exhibition. E-mail sent to people who have provided e-mail address to remind them of exhibition opening. Special off-site parties hosted by Advisory Board members are held for gala events. Off-site artist studio visits are occasionally scheduled to which all members are invited.

   

Kresge Library
Thank You Process
     Thank you letters are sent by the Dean for monetary donations and for gift-in-kind donations. No phone calls are made except to a select few donors who give $1,000 or more.

Relationship Building
Events connecting donors with their donation take place as the need arises. Holiday cards were sent when there was a development officer, but that is not done any longer. There were plans to develop a newsletter, but that did not go forward after the development officer left.

Eye Research Institute
Thank You Process
  Thank you letters were sent to all donors prior to July 2005; no letters are currently sent because they did not want to duplicate the efforts of the development office. No thank you phone calls are made other than by the Director to a specific major gift donor

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
Relationship Building
 No events take place to connect donors with the Eye Research Institute

Annual Giving Stewardship Process
Thank You Process
     Handwritten notes sent weekly by Annual Giving Director to all donors for unrestricted gifts from $250-$999. No phone calls are made for any gift

Relationship Building
Assist in reviewing Donor Honor Roll for annual publication in the OU Magazine. Annual Giving runs an ―ad‖ on inside back cover of the fall issue of the OU magazine highlighting the impact of annual fund gifts Annual Giving sends a ―thank you‖ brochure to all donors of cash gifts of $5,000 or less to report on the total dollars given to the Annual fund. Mailing drops in July for previous fiscal year. OUAA & friends Golf Classic – invites all donors from cumulative giving societies Manages SBA-SECS Challenge for the Cup golf outing in coordination with Alumni Relations office. Invites all donors from cumulative giving societies and higher societies in conjunction with OUAA to attend golf and other university-sponsored events. Coordinates kick-off event for all OU employees at start of the All-University Fund Drive. Coordinates All-University Fund Drive Appreciation Reception in January of each year for employee donors. Facilitates employee giving through team leader approach—coordinating peer groups on campus to encourage employee participation in the All-University Fund Drive.

     

Corporate and Foundation Relations
 Personalized thank you letters are sent to donors on occasion after assurance that it is not duplicating VP or President thank you letters. The Assistant Vice President (Tracy Utech), together with the new Assistant Director of Corporate and Foundation Relations (Anthony Morton hired in June 2006) work on this area.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)

APPENDIX
University Relations Organization Chart University Relations Credit Card Compliance and Retention Policy Privacy Policy Sympathy Note Process

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
UR Credit Card Compliance Policy 1) Maintaining Credit Card Information University Relations will be following the guidelines set forth in Policy 212, Bankcard Information Security Requirements by doing the following: a) Sensitive bankcard information will not be left on desks. b) Donors will be encouraged to provide credit card numbers via a secure method. Cell phones, faxes, and e-mail are not secure methods of communication. c) All verifone transactions will be settled at least daily. d) Employees will be advised that bankcard information should not be repeated in front of others. e) If another area of the division needs a copy of a credit card form, make a photocopy, blacken out the credit card number and expiration date and make a photocopy of the form with the blackened out information. The last copy can be given to the area that needs it and the first photocopy should be put in one of our confidential shredding bins. f) Once a charge has been run the credit card slip must be attached to the original source document. If there are multiple charges, bundle them together, staple the batch settlement and detail report on the top of the bundle and file it in the locked drawer outside Gift Accounting. All credit card documentation must be kept in this drawer whether it is for donations, dues or events. There is a separate folder for each month with the current month in the front. The documentation will be kept for 18 months. After 18 months, the backup documentation will be shredded. g) According to Comerica, nothing should be written on the credit card slip other than ―per mail‖ or ―per telephone‖ on the signature line. Any other alteration to this slip could void the transaction should a dispute occur. 2) Gift Accounting a) Bankcard information that has not been processed will be kept in the ―pending gift‖ drawer, along with other gifts, during daytime hours and locked in the safe at night. b) Nothing is to be written on the credit card slip as the source document will indicate whether the credit card information was received by phone or mail. c) Credit card information will not be scanned. If a copy of the credit card form is needed in your backup because it contains additional information that may be needed in the future, (i.e. designation change, address change, etc.), photocopy the form and blacken out the full credit card number and expiration on the photocopy. Include this copy in the backup to be scanned. d) After processing an OUAA membership dues that was paid by credit card, return all of the information to the Alumni Relations(AR) office in order for the membership card can be issued. AR will be responsible for filing the credit card information in the locked drawer outside of Gift Accounting. When returning the dues backup to AR, if the batch

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
contains credit card information, do not leave it on a desk. The batch must be given to someone in AR so the information can be secured until the card is issued. 3) Event Registration Processing a) In all communication, potential event attendees will be encouraged to provide credit card numbers via a secure method. Cell phones, faxes, and e-mail are not secure methods of communication. . b) All event registration information that includes a credit card number will be processed daily. c) If the registration information can be easily separated from the credit card information and the credit card holder’s information is on both pieces: i) The backup documents containing the registration information will remain in the appropriate office responsible for the event (Annual Giving, Alumni Relations, etc.), while the credit card information will be stored in the locked drawer outside the Gift Accounting department. d) If the registration information cannot be separated from the credit card information or both pieces do not contain the credit card holder’s information: i) The backup will be photocopied and all credit card information will be blackened out on the photocopy. The photocopy will be kept in the appropriate office responsible for the event (Annual Giving, Alumni Relations, etc.) and the original form will be stored in the locked drawer outside the Gift Accounting department. 4) Credit Card Data on Personal Computers a) All UR employees will be advised that under no circumstances should credit card data be maintained on any PC. b) As of June 2005, there were two PC’s which housed credit card data – Dawn Teolis maintained credit card information from Ruffalo Cody (our telefund vendor) and Theresa Allen maintained credit card data on monthly credit card payments not being handled by Contribute.com. In light of the security needed on each PC to continue housing this data, the following was initiated: i) The credit card numbers were removed from the Ruffalo Cody database being housed on Dawn’s computer. Since the charges had already been run and payments processed we felt there was no need to maintain this information. We will work with our IT Staff on any future telefunds to ensure that any credit card data we download from our vendor is secure. ii) Credit card numbers were removed from the spreadsheet on Theresa’s PC. We will use the hard copy backup to process these charges in the future. This backup is kept in our safe. iii) Both Dawn and Theresa did full backups of their PC’s, overwriting existing backup, therefore the credit card information has also been removed from the S-drive containing user backups.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
5) Credit Card Certification for Vendors Currently there are two vendors that process credit card information, Contribute.com for online contributions, membership dues, and event registration and Ruffalo Cody, our telefund vendor. Contribute.com’s certification was provided to Terri Rowe in UTS in June 2005. Ruffalo Cody has not been certified yet but is in the process of identifying an audit firm that can provide them certification. In the meantime they have documented their current guidelines to protect their client’s data which we forwarded to Terri Rowe in UTS in June 2005 for review. Any vendors used in the future will need to provide proof of credit card certification and maintain that certification as long as they are collecting and housing data for OU. The finance division is working on guidelines regarding who will store and track the compliance certificates, and who will request periodic updates since these certifications must be renewed every 90 days.

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OAKLAND UNIVERSITY STEWARDSHIP MANUAL
(Current Stewardship Process)
Sympathy Note Process
Deceased Relationship President Personal note, or sympathy card drafted by GDR Office Visit Flowers Former BOT and immediate family members Typed notecard drafted by Rainy Handwritten note, or sympathy card Visit Flower Former OUF and immediate family members Typed notecard drafted by Rainy Handwritten note, or sympathy card drafted by AR Visit Flowers Former OUAA Board Members & immediate family Former Pclub Executive Committee members and their immediate family members Typed notecard drafted by AR Typed letter/notecard drafted & signed by AG on caseby-case basis Typed notecard drafted by unit development director Visit Major Donors (more than $25K) Major Donors (as needed over $25K) Donors $5K - $25K Typed notecard drafted by Rainy (may be personal note) depending on relationship Typed notecard drafted by AR Determines who has best relationship and notifies them to send note. Typed notecard drafted by Rainy Handwritten notecard Typed notecard drafted by Rainy VP-University Relations Alumni Relations Annual Giving AVP/ Corporate & Foundation Relations Stewardship Manager Development Directors

BOT (current) & immediate family members

President's Capital Campaign Council

OUAA Board Members and immediate family members

Advisory Board members (depends on relationship)

Typed notecard drafted by same

Corporate Executives

Alums - no involvement

Constituents (less than $5K) and friends

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