Solicitation for Private Funds
Date of Current Revision: July, 2005
Responsible Office: Senior Vice President, University Advancement
- PURPOSE
This policy establishes guidelines and parameters for the solicitation of private funding necessary to achieve the level of quality to which James Madison University aspires. It involves the alumni, students, friends, faculty and administration in advancing the mission of the university.
- AUTHORITY
The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia section 23-164.6; 23-9.2:3. The Board has delegated the authority to manage the university to the President. As a part of that management, the President has directed the development and implementation of university policies and procedures.
- DEFINITIONS
JMU Foundation (JMUF):
A 501(c)3 organization established to promote the welfare, efficiency, service to the public, and objectives of James Madison University and to encourage private gifts of money, securities, land, or other property of whatever character for such purposes.
- APPLICABILITY
The Policy applies to all private gifts to the University and the JMU Foundation. The Division of University Advancement works with individuals, corporations, foundations, faculty, staff, athletics, colleges and internal and external constituent groups. - POLICY
The Division of University Advancement is responsible for developing plans, directing and coordinating all private fund raising solicitations and activities, keeping official records of all private university gifts, clearing and assigning prospects, maintaining current private fund raising and contribution guidelines, and updating biographical data of all alumni, parents, friends, corporations, foundations, and organizations solicited by the university. All persons wishing to raise private gift funds for programs or areas at JMU are required to work within approved plans and guidelines through the Division of University Advancement. - PROCEDURES
6.1 Procedures for Faculty and Staff:
- Faculty and staff must discuss requests that will require private funding with department heads and deans for initial approval and inclusion within the college's annual fundraising plan;
- Plans must be reviewed with the development office before discussions with prospect and before preparing a formal written request for funding.
- The development office will work closely with the initiator of the request and is responsible for the final approval of all solicitation efforts including all fund raising materials, the timing of solicitations and the list of those to be solicited.
- Requests should include reasons for the funds, the amount of the request needed, and names of individuals or groups to be
cultivated as decided in consultation with the Development Office.
- .
All gifts of cash received by any college, school, department, or administrative office are to be transmitted directly to the Advancement Gifts and Records Office, including original correspondence pertaining to the gift. . - All major gifts-in-kind and restricted gifts shall be reviewed and approved in conjunction with the unit designated to receive the gift before the James Madison University Foundation (JMUF) accepts it. The gift will then be recorded and acknowledged by the JMUF, and the development office, donor and unit will be notified. When gifts-in-kind are given to the JMUF with the intent of the donor being able to receive a tax deduction, it is the responsibility of the donor to obtain appropriate appraisals of the gift for tax purposes.
- If a faculty or staff member is contacted about receiving a gift-in-kind or a restricted gift, the development office should be contacted prior to departmental acceptance of any gift.
- The Advancement Gifts and Records Office will officially record and receipt all gifts and keep a complete and accurate record of every donor to the university. Once processed, the gift is then forwarded to the JMUF for acknowledgement. All records are kept strictly confidential. Donor anonymity will be protected whenever desired by the donor.
- In addition to the formal gift acknowledgement sent by the JMUF, academic departments are also encouraged to thank donors.
- RESPONSIBILITIES
The Division of University Advancement is primarily responsible for establishing policies, developing operational guidelines, and managing fundraising activities to meet goals. Responsibility for implementation of policies and procedures is shared with the Division vice presidents.
Acceptance of a gift imposes a legal obligation to comply with the terms established by the donor. It is the responsibility of the division to review the terms of each restricted gift prior to its acceptance to ensure that it does not hamper the usefulness and desirability of the gift to JMU. If the gift is appropriate, the development office will recommend its acceptance by the JMUF.
Each department within the university is responsible for identifying specific major gift fund raising projects and for receiving approval from their dean and vice president who forwards the approved requests to the Senior Vice President for University Advancement. A fundraising plan will be developed and updated annually for each college or major area.
All individuals, department heads, deans and directors are encouraged to provide support in the identification, cultivation and solicitation of prospects in consultation with the development office. - SANCTIONS
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment. - EXCLUSIONS
Solicitation of private funds by students or student organizations is not regulated by this policy.
The Senior Vice President for University Advancement will review other requests for exclusion in consultation with the respective vice president and the president. - INTERPRETATION
Authority to interpret and apply this policy rests with the president and is generally delegated to the Senior Vice President for University Advancement.
Approved:
July, 2002
Linwood H. Rose, President
Index Terms
Solicitation
Fundraising
Development
Gifts