Policies - Donor Relations Policy

Category:	Advancement
Number:	5.02
Responsibility:	Director, Development and Donor Relations
Approval:	Board of Trustees
Approval Date:	June 24th, 2004
Issue Date:	Issued Dec 1991 Revised Sept 1993, Revised May 1998, Revised May 2004, Revised June 2005, June 2005 revisions to go to Board of Trustees, Fall 2005
Next Review:	June 2007

INTRODUCTION

Fund-raising centers on the cultivation of donors to obtain charitable gifts; however, donors capable of leadership gifts can have considerable influence on the University's public and government relations, as well as the philanthropy of friends and colleagues. Brock University recognizes that the donation process does not stop once a gift is made. To keep our donor base informed and enthused, the University has adopted the following donor relations policy.

PURPOSE

The purpose of this policy is:

To acknowledge donors for contributions.
To encourage further donations on an on-going basis through continued recognition and stewardship.
To clarify the University’s administrative policies that impact donors.
To establish a consistent means of recognizing donors.

SCOPE

This policy applies equally to all gifts to Brock University, the Brock University Foundation and the Friends of Brock University (a public foundation incorporated in USA).

POLICY

The Office of Development and Donor Relations is responsible for donor relations including the administration of advancement policies and the recognition of donor support. Recipient Faculties/Departments are encouraged to add their expression of gratitude when a gift is acknowledged. All other substantial proposals to recognize donors must be reviewed with the Director, Office of Development and Donor Relations or designate to ensure consistency with University policy.
The Board of Trustees has delegated the investment of all gifts, including endowments, to the Investment Committee. This committee operates in accordance with the Investment Policy and the Endowment Policy.
While all donations are welcome, the University issues charitable tax receipts for only those donations that meet the Canada Revenue Agency's (CRA) definition of a charitable donation. Some gifts may not be accepted by the University. CRA's donation eligibility criteria and the circumstances under which a gift may not be accepted are outlined in the Donation Policy.
Recognition at a particular level is given on the basis of a single payment gift, a contribution pledged over time, or a documented planned gift to the University, including gifts of private benevolence. Donor recognition policies are applied at the time a pledge is signed, regardless of the form of gift. The level of recognition is based on the fair market value of the gift. Gift valuation policies are outlined in the Donation Policy.
A donor may designate a gift towards any use that reflects their wishes, in the interests of any academic department or area of the University, provided these wishes are in accordance with University policies and priorities. Decisions regarding the use of the donation within the designated program/area and for all undesignated gifts rest with the University.
Donations may be made in memory/honour of another person, in the donor's own name, or anonymously. Any and all stipulations accepted by the University in accepting a donation will continue to bind the University unless the donor fails to meet the specifications of the gift or pledge.
When possible, negotiated terms of reference for all gifts will specify that, should an award become obsolete (can no longer be awarded based on the donor's terms), the University retains the right to revise the terms and undertakes to remain as true as possible to the donor's original intentions and stipulations. See Naming Policy.
The naming of facilities and equipment will recognize the value of a gift to fund-raising objectives and is not necessarily related to purchase or construction costs. The Board of Trustees retains the right to accept names to be placed on designated projects. See Naming Policy.
The University will respect the wishes of donors who wish to remain anonymous. The onus is on the donor to request any or all of their donations to be considered anonymous. In the absence of communication from the donor for anonymity, the University will follow the donor recognition policies outlined below.
All donations received by the Office of Development and Donor Relations will be recorded, regardless of size, to ensure a comprehensive database of names and addresses of University donors. Charitable tax receipts may not be issued below a nominal level, unless specifically requested.
The Office of Development and Donor Relations will maintain the confidentiality of donor records beyond public reporting requirements. This confidentiality policy extends to all University staff and volunteers who may require access to these records in performance of their duties. The University has adopted a Freedom of Information and Privacy Protection Policy that addresses confidential donor and other information .
Donor recognition levels will be applied consistently. The Advancement and Community Relations Committee of the Board will review these levels periodically, as needed. Current levels are listed on the Office of Development and Donor Relations website ttp://www.brocku.ca/alumni/friends/index.php#annual

RELATED POLICIES

Development Policy
Donation Policy
Endowment Policy
Investment Policy
Naming Policy
Freedom of Information and Privacy Protection Policy