The Division of Institutional Advancement  : Development Manual - Last Updated 01.31.09

Section   1--INTRODUCTION

1.1

Introduction

1.2

Statement of Purpose

1.3

Mission Statements

1.4

The Purpose of University Development

1.5

Responsibilities of University Development

1.6

Philosophy of University Development

1.7

Development Planning

Section  2--ORGANIZATION

2.1

Organization Chart for Institutional Advancement

2.2

Structure of Institutional Advancement

23

The University of Toledo Foundation

2.4

Office of Alumni Relations

2.5

Institutional Advancement Senior Staff

2.6

Duties and Responsibilities in the Office of Development

Section  3--GENERAL OFFICE POLICIES AND PROCEDURES

3.1

Absence Reports

3.2

Attendance

3.3

Budgets, Individual

3.4

Budget Reimbursement Requests

3.5

Business Cards and Personal Stationery

3.6

Cash Advances

3.7

Cell Phones

3.8

Continuing Education

3.9

Courtesy Notifications

3.10

Credit Cards

3.11

Evaluation and Performance Guidelines

3.12

Exit Reports

3.13

Flower Purchase Guidelines

3.14

Mail

3.15

Media and Public Relations

3.16

Membership in Professional Organizations

3.17

Office Supplies

3.18

On-Line Resources

3.19

Operating Plan

3.20

Outlook Calendar

3.21

Outlook Resources

3.22

Photocopy Machine

3.23

Telephones

3.24

Travel Policy

3.25

Travel Authorization

3.26

When out of the office

3.27

Work Study Students

3.28

University Policies

Section  4--INFORMATION SYSTEMS

4.1

Description of Services

4.2

Ascend Data and Reports

4.3

Use of Computer Resources

4.4

Access to Donor Records

4.5

Use of Donor Files

Section  5--THE ADMINISTRATION OF GIFT SOLICITATION

5.1

Introduction

5.2

University Policies
  - University Gift Policy
  - Philanthropic Fund Raising Activities and Requests for Gifts

5.3

Annual Giving

5.4

Auctions and Drawings

5.5

Basic Components of the Fundraising Process

5.6

Budget Formulation for Fund Raising

5.7

Capital and Endowment Campaigns

5.8

Commitment to the Community

5.9

Compliance with local, state and federal law

5.10

Corporations and Foundations

5.11

Documentation of a gift

5.12

Donor Recognition

5.13

Endowment Fund

5.14

Fund Raising Literature

5.15

Gift Acceptance

5.16

Gift or Grant?

5.17

Gifts in support of the University

5.18

Legal  Arrangements and Fees

5.19

Matching Gifts

5.20

Naming Policy and Procedures

5.21

Public Statements Regarding Private Philanthropy

5.22

Quid Pro Quo

5.23

Records

5.24

Sponsorships

5.25

Steps in seeking philanthropic support

5.26

Volunteers

5.27

The University Advancement Council

5.28

The University of Toledo Foundation

Section  6--MOVES MANAGEMENT

6.1

Moves Management Defined

6.2

Stewardship defined

6.3

Specific roles in the relationship manager model

6.4

The roles of the relationship manager

6.5

The 8-step solicitation cycle

6.6

Moves Management flow charts

6.7

Prospect clearance

6.8

Assigning relationship managers

6.9

Reasons a prospect is not approved for solicitation or assignment

6.10

Institutional prospects

6.11

Discovery assignments

6.12

Call reports

6.13

Examples of call reports

6.14

What qualifies for a call report

6.15

Activity reports

6.16

Developing a territory

6.17

Travel with the President

6.18

What needs to be in a briefing book for the president when traveling and visiting prospects

6.19

Presidential telephone calls and/or local meetings with donors

6.20

Prospect Review

6.21

Chart of Standards

Section   7--ADVANCEMENT RELATIONS

7.1

Overview

7.2

Administration of recognition procedures

7.3

Pledge forms

7.4

Women & Philanthropy

7.5

Donor Wall(s)

7.6

Donor Giving Societies

7.7

Summary of Donor Society Benefits

7.8

Parking Pass Benefit

Section    8--SPECIAL EVENTS

8.1

Overview

8.2

Requesting assistance with special events

8.3

Requesting the President for an event

8.4

Football

8.5

Basketball

8.6

Other Uses of the Loge Seats

Section   9--ANNUAL GIVING

9.1

Planning and Coordination

9.2

Solicitation

9.3

Acknowledgments

9.4

Recognition

9.5

Assessment

9.6

Procedure for use of Alumni and Development Call Center

Section  10--PROSPECT RESEARCH

10.1

Code of Ethics

10.2

Privacy and Prospect Research

10.3

Prospect Research Requests

10.4

Prospect Discovery

10.5

Interaction with the Registrar’s Office

Section  11--GIFTS, GRANTS AND CONTRACTS

11.1

Definition of gifts and related items

11.2

Gift recognition

11.3

Care in recording gifts

11.4

Items that should not be considered gifts

11.5

Gifts in kind

11.6

Grants

11.7

Contracts

Section   12--CORPORATIONS AND FOUNDATIONS

12.1

Overview

12.2

Responsibilities and Priorities

12.3

Services

12.4

Research Information

12.5

Proposal Assistance

12.6

Corporate Annual Fund

12.7

Capital or Endowment

12.8

Outline for Developing a Proposal

12.9

Developing a Proposal

Section  13--ENDOWMENTS

13.1

Definition of an Endowment

13.2

Management of Funds

13.3

Establishing an Endowment Fund

13.4

Points to Consider When Setting up a Non-Endowed/Endowed Scholarship Fund

13.5

Endowed Academic Positions

Section   14--ETHICS

14.1

Ethical Guidelines Governing Philanthropic Promotions and Solicitations

14.2

Conflict of Interest

APPENDICES

1

Organization Chart

2

Monthly Gift Officer Combined Report

3

Monthly Gift Officer Individual Report

4

Request for Press Release

5

Travel Authorization

6

Endowed Fund Agreement template

7

Non-Endowed Fund Agreement template

8

Gift Transmittal Form

9

Account Control Sheet

10

Solicitation-Sponsorship Clearance Request Form

11

Student Organization Donation Form

12

Relationship Authorization Form

13

Prospect Clearance Form

14

Activity Report

15

Event Request Form

16

Presidential Attendance Request Form

17

Sample Memo

18

Sample Annotated Hot Sheet