OFFICE OF UNIVERSITY DEVELOPMENT GIFT ACCEPTANCE PROCEDURES II. General Procedures A. Gift Processing Procedures is produced in conjunction with Gift Acceptance Policies and will incorporate that document by reference where necessary. In addition, gifts may be subject to other written policies and procedures for the Office of University Development, or for the University in general, and such other relevant documents will also be incorporated by reference where necessary. B. As stated in Article II.A. of Gift Acceptance Policies, The Office of University Development is composed of the Office of Development and the Office of Development Services. The Office of Development can be further categorized by the following sub-units: - Vice President for University Development - Executive Director of Development - Office of Annual Giving - Office of Corporate and Foundation Relations – policies specific to this office are outlined in Corporate and Foundations Relations Policies - Office of Gift Planning – policies specific to this office are outlined in Gift Planning Policies - Development Directors (School Advancement) C. Article III.A. of Gift Acceptance Policies references parties authorized to accept or refuse gifts on behalf of the University. In addition to the President of the University and the Vice President for University Development, authorized designees shall include Development Directors within the Office of University Development. It is understood within the Office of University Development that other University officials, including but not limited to the Provost and the Deans of the various schools, may play a prominent role in the cultivation of donor relationships and the negotiation of gifts, and such parties may, in particular cases at the discretion of the University President or the Vice President of University Development, be granted authorization to accept or refuse gifts. All University employees involved in the negotiation or acceptance of gifts shall communicate as necessary with Development Office personnel to ensure compliance with University Gift Acceptance Policies and Gift Processing Procedures. All involved University employees shall also operate with the understanding that the larger or more complex the gift in question, the more imperative it becomes to ensure compliance through such timely communication. As stated in Article II.C. of Gift Acceptance Policies, the Vice President for University Development, and his or her designees, shall endeavor to protect the interests of the University by consulting with other University Offices where appropriate. Regarding such internal consultation, relevant University offices, and points of emphasis, include but are not limited to the following: OFFICE OF UNIVERSITY DEVELOPMENT GIFT ACCEPTANCE PROCEDURES 1. Office of the President – to address situations that have University wide implications, or where the President has a particular interest or relationship in or with the parties involved. 2. Center for Planning and Information Technology (CPIT) – to address the technical necessities involved in implementing and maintaining a presence on the University website for all facets of the Office of University Development deemed necessary for such exposure. 3. Office of Development Services – to ensure any scheduled solicitation pieces will facilitate timely gift receipt, recording, and acknowledgement. 4. Office of Enrollment Services – to confirm that, where appropriate, gifts are administered in accordance with University Admissions and Financial Aid policies (such consultation may also involve the Provost, Vice-provost, or Dean of a particular school referenced by the donor). 5. Office of Facilities, Maintenance, and Operations – to address the feasibility of accepting proposed gifts of real estate. Office of Finance and Administration – to ensure proper allocation and use of funds received; to ensure appropriate administration of income producing planned gifts. 6. Office of Finance and Administration – to ensure proper allocation and use of funds received; to ensure appropriate administration of income producing gifts. 7. Office of General Counsel – to ensure that the operations of the Office of University Development, in both general policies and administrative details, do not conflict with other University policies or expose the University to unnecessary liability; and for review and approval of any necessary documents with that purpose in mind. 8. Office of Public Affairs – for assistance with the design and formatting of various marketing pieces, including but not limited to brochures, newsletters, and pamphlets, and to ensure that such items are in keeping with the articulated mission and stance of the University. D. As stated in Article II.D of Gift Acceptance Policies, a Gift Acceptance Committee (GAC) shall be relied upon to evaluate proposed gifts which do not clearly fall within the Gift Acceptance Policies, but which do merit consideration and further clarification. Determination of which proposals warrant review by the GAC shall be made at the discretion of the Vice President for University Development, or his or her designees, except for certain assets which, as noted in Gift Acceptance Policies, shall be subject to GAC review as a matter of Policy. The GAC shall be composed of the Vice President for University Development or his or her designee, the Director of Gift Planning, the General Counsel and Assistant Secretary of the University (or a delegated representative of the Office of General Counsel), and any combination of representatives from the University offices listed in Section II. C. 1-7 above. The combination composing the remainder of the Gift Acceptance Committee shall in each case be established at the discretion of the Vice President for University OFFICE OF UNIVERSITY DEVELOPMENT GIFT ACCEPTANCE PROCEDURES Development, or his or her designees, following consideration of the particular proposal, and recognition of the facets of the University it would potentially impact. The GAC shall decide to accept or decline the proposed gift after considering the best interests of the donor, the University, and all relevant factors. The manner in which the issue is presented to the Gift Acceptance Committee, the manner in which a consensus is reached, and the manner in which the discussion and decision are recorded shall be left to the discretion of the Vice President for University Development or his or her designee. E. In accordance with Article II.B. of Gift Acceptance Policies, the University shall process each gift in a manner that is fully in keeping with the donor’s intent, so long as that intent does not contradict written University policy, violate any applicable law, or otherwise jeopardize the University’s interests. F. In accordance with Article II.G. of Gift Acceptance Policies, the University shall make every effort to hold in confidence all information obtained from or about donors or prospects. This shall include procedures to protect the privacy of financial information, including credit card numbers, bank account numbers, social security numbers, passwords, and other information in compliance with applicable federal and local laws. G. The Office of University Development shall act in accordance with University Financial Aid policies, and in doing so acknowledges that, regarding scholarship assistance at the undergraduate level, awards are based on a “discount” model, with discretion typically held by the Vice President for Enrollment Management. Alternatively, regarding scholarship assistance at the graduate level, awards are based upon an “endowment” model, and discretion is typically held by the Dean of the appropriate school. Where the agreement for an individual gift or gift fund provides for the possibility of scholarship assistance at both the undergraduate and graduate levels, discretion shall lie with the President of the University, or his or her designee.