||Gifts and Donations
||Date of Present Issue:||
||Date of Previous Issues:
Gifts to the College are of substantial importance to the institution and
its students, and all members of the College community should be alert to opportunities
to encourage giving to the College. Experience has shown that persons who want
to help the College come from all walks of life, and all members of the College
community are in position to help, by welcoming such expressions, and helping
donors to find the appropriate way to give to the College. Any member of the
College community who receives such an inquiry, and needs advice or assistance
in how to help such a person, should contact his or her immediate supervisor
or vice president. If the gift is of substantial proportions, the president
should be notified immediately.
The policy is therefore:
Procedures to Implement the Policy
- To stimulate and encourage giving to the College.
- To make certain that the gift is properly acknowledged.
- To make certain that the gift is reported to the Board of Control, which
has legal responsibility for acceptance of such gifts.
- To make certain that the gift is used in accordance with the expressed
desires of the donor, provided those desires are consistent with the needs
and policies of the College.
The acknowledgement procedure for unspecified use of monetary gifts shall be
the same as in (4) and (7) above, after the
deposit has been completed.
- The foregoing applies to unsolicited offers of gifts.
- If any individual associated with the College wants to seek gifts to the
College, that person should first discuss the proposal with his or her supervisor,
or appropriate vice president. If necessary, the supervisor or vice president
should, in turn, consult with the president concerning the proposal. The
purpose is to make certain that no duplication of effort is involved, working
at cross-purposes with possible adverse effects on the College.
- Unsolicited offers of gifts may be referred to the appropriate office or
department on campus, for advice or assistance. Examples:
Scholarships: Financial Aid Office
Alumni: Alumni Relations Office
Memorial donations: Alumni Relations Office (see page 3)
Academic purposes: to the appropriate department.
Physical objects or equipment: the offer should be referred
to the appropriate user department or office on campus. Acceptance
of such objects or equipment should depend upon the usefulness; any
such offer that will require a commitment of College funds for substantial
repair, upkeep, or operational cost, should be referred to the appropriate
vice president for decision. The vice president, in turn, may confer
with the president if the offer presents a prospect of a substantial
cost commitment for the College.
- All monetary donations to the College, whether their use is specified or
unspecified, shall be forwarded immediately by the receiving department to
the cashier; the receiving department will also notify the
Board of Control office of the gift. The secretary of the Board will
prepare a list of gifts and grants, for presentation to the Board at
each of its regular meetings.
The donors should be encouraged to write a brief letter, starting his
or her preference for the use of the gift. The donor may also use some
other form of instruction for usage; a card from a funeral home would
be an example.
- The cashier will deposit specified donations into the proper account. A
copy of the donor's letter which specifies the use of the gift will be given
to the Department of Accounting Services when the funds are deposited.
- The Department of Accounting Services, upon receiving the funds, will issue
form S00297, Counter Receipt, in four parts. White and yellow copies will
be kept by Accounting Services; pink and goldenrod will be returned to the
receiving department, which in turn sends the pink copy to the donor. The
goldenrod becomes the departmental record copy. When the receiving department
reports the gift to the Board of Control office, the counter Receipt number
should be recorded next to the gift, on the reporting form. (This saves time
in retracing gifts.)
- The head of the receiving department should properly acknowledge the gift,
with appropriate expression of appreciation, at the same time as the donor's
Counter Receipt copy is mailed to the person. If the gift exceeds $25, the
department head should also obtain an expression of appreciation from the
President's Office, for inclusion in the mailing.
- If the donor does not specify a use for his or her gift, the donation should
be forwarded to the President's Office, for assignment to an appropriate
College account prior to deposit of the funds. The cashier shall then deposit
the funds, as in (5) and (6), above. The president's recommendations for
use of the funds shall be forwarded to the Board of Control at its next regular
meeting for Board decision on the recommendation.
Procedures for gifts of Physical Objects
Memorial Scholarships (details)
- The director of the Library will process and acknowledge gifts of library
materials in accordance with the Library procedures that have been developed
for this purpose.
- Unsolicited offers of gifts of physical objects should be proceeded in
accordance with (3) in the previous section. The receiving department will
notify the Business Office for equipment and inventory control, and the gift
shall be acknowledged and reported as in (4) and (7) above.
- Donations in memory of any individual which total less than $500 will be
deposited in the Endowment Scholarship Fund of the College and no mention
of the deceased will be made in the College catalog.
- Funds which total from $500 to $5,000 will also be deposited in the Endowment
Scholarship Fund. Individuals honored at this level will be listed in a new
memorial section of the College catalog and on a permanent memorial scroll
which shall be placed in the Walker Cisler College Center.
- Funds which total $5,000 and over will be invested as an endowment fund,
and will be so reflected in the annual Financial Report of the College. These
endowments will be listed separately in the College catalog.
- The President may make exceptions to the above and request that a listing
be made in the College catalog, the memorial scroll and the financial Report.