These policies and procedures have been formed to assure excellence in gift stewardship, donor recognition and University Advancement activities. Excellence in the record management process is critical to assure donor satisfaction and loyalty as well as the Foundation's fiduciary compliance. It is through accurate designation of their gifts, their prompt acknowledgment, and the on-going recognition of their generosity to the Foundation and University that present and future supporters will become lifetime sustainers.
Record keeping for solicitations and donations of gifts to the Hurricane Club, Alumni Association and other affiliated Foundation members or the Georgia Southwestern State University through the Foundation will be managed by the Office of University Relations. The Chief Advancement Officer for the University will annually convene a Gift Records Management Committee meeting, composed of the Chief Advancement Officer for the University, the Director of Development/Alumni Affairs, Athletic Director at the University, Office of University Relations secretarial staff, the Foundation Executive Director and the Foundation staff to review and, if needed, recommend revisions in these policies and procedures to the Foundation's Executive Committee and the President of the University. The Chief Advancement Officer and the Executive Director should confer quarterly to determine if additional meetings are needed.
The Office of University Relations records and receipts all donations on behalf of the Foundation and its member organizations. Receipts for gifts, if gifts for a particular project are being acknowledged by the unit or department, shall be secured by the unit from the Office of University Relations and shall be sent with acknowledgment letters. Copies of such letters should be sent to the Office of University Relations for filing and to the Foundation.
All gift records produced by the Office of University Relations will be reconciled monthly with those of the Foundation Office. The monthly reconciliation will be conducted by the Foundation Administrative Assistant and Accounting Assistant.
Monthly consolidated gift reports will be produced by the Office of University Relations and distributed to the Chief Advancement Officer for the University, the Director of Development/Alumni Affairs and the Foundation Executive Director, who will distribute copies to the Chairman, and appropriate campaign or committee chairs of the Foundation.
1.4 Tracking and Recognition of Cumulative Gift Levels
Accurate tracking and timely recognition of cumulative giving by committed donors is the key to the development of major and planned gifts. For this reason, it is one of the most critical aspects of record management and will be accorded close attention by the Chief Advancement Officer for the University, the Director of Development, the Foundation Executive Director and the University Relations Administrative Secretary.
The University Relations Records Coordinator will quarterly prepare and submit to the Chief Advancement Officer for the University and to the Foundation Executive Director, cumulative giving reports indicating the donors who are at or nearing recognition levels, so that both further solicitation and recognition strategies can be planned for major donors. The Chief Advancement Officer for the University will annually prepare a report listing all donors' names at the club level of giving attained. These reports will include cash gifts, yearly pledges (payment on pledges), and multi-year pledges and payments.
Gifts of property, in-kind of goods or services and life insurance also will be used in calculating recognition levels. Their value will be determined by the sum of each donor's annual gifts to the Foundation (including Hurricane Club, Alumni Association, memorial and honor gifts, undesignated, and planned gifts, etc.) This list will be published as requested by the President or the Foundation Executive Director. In addition to the annual giving club, cumulative giving is recognized by the Capital Award for total giving of $100,000 or more.
Because of the serious public relations impact of inaccuracies in collating and calculating cumulative gift lists, and in the proper spelling of names and use of honorifics, it is imperative that these recognition lists be circulated and initialed after inspection in draft form by the Chief Advancement Officer for the University, Director of Development/Alumni Affairs, Foundation Executive Director and President in advance of their publication. Recognition lists in publications will indicate the cut-off dates for the period for which gifts are being recognized, a disclaimer requesting information about mistakes and a guarantee of publication of corrections in the next issue.
All designated gifts raised by affiliate boards or others will be credited to the fund(s) that are specified by the donor.
2.2 Intake of Gifts
Alumni Association and Foundation
The University Relations Administrative Secretary will open all mail addressed to the Office of University Relations and those containing checks will be logged and copies made with one copy forwarded to the Foundation Administrative Assistant along with all checks for deposit, and a second copy of the checks to the University Relations Records Coordinator. The Executive Director will deposit all checks. The Administrative Assistant will open all mail for the Foundation and those containing checks will be logged and copies made. One copy will be delivered to the University Relations Records Coordinator and a second copy to the Foundation Accounting Assistant with checks given to the Foundation Executive Director for depositing. Copies of logs made by both the University Relations Administrative Secretary and the Foundation Administrative Assistant along with copies of deposit slips will be given to the Foundation Executive Director on the date of deposit.
Hurricane Club/Athletic Department
The Athletic Director of the University will be responsible for forwarding all checks and related correspondence of pledges and donations for the Hurricane Club to the Foundation and Office of University Relations as appropriate. The Athletic Department Secretary will keep a permanent log of all pledges, checks and cash received for the Hurricane Club with copies of that log delivered daily to the Foundation and to the Office of University Relations. Checks and cash will be delivered to the Foundation for deposit and pledges will be delivered to the Office of University Relations Records Coordinator. Hurricane Club pledges and donations received by the Foundation and the Office of University Relations will be logged, with copies delivered to the Athletic Department.
Matching gift forms will be forwarded to the Foundation Administrative Assistant for processing with the Executive Director or other official as designated by the matching gift requirements. (Also see Section 2.7 Matching Gifts)
The University Relations Records Coordinator will file hard copy documentation in the donor file and forward copies of interest or importance to the Foundation Administrative Assistant. Likewise, when hard copy information is received by the Foundation, the Foundation Administrative Assistant will forward copies of that information to the University Relations Records Coordinator for filing.
Checks made payable to Georgia Southwestern State University will be copied and delivered to the Foundation Administrative Assistant who will deliver them to the University Business Office for deposit and send a donor authorization card which will permit deposit to the Foundation account.
Receipts deposited to the University account will only be entered into the Raiser's Edge system after receipt of confirmation and the cash has been transferred to the Foundation account. These receipts will be handled as new gifts. The Foundation Administrative Assistant will check off donors whose confirmation has been received after the money has been transferred back to the Foundation account, and return all documentation and a copy of the University's check to the University Relations Records Coordinator for handling. This will ensure all monies are deposited to the Foundation bank account.
2.3 Fund Account Designation
If a donation is received without a designation, it will be deposited into the Foundation Unrestricted Fund.
After the Records Coordinator posts receipts to the Raiser's Edge system, edit reports will be generated by the system to reconcile the total receipts of the edit report to the original listing.
A copy of the "Gift Receipt Report" will be forwarded to the Foundation Accounting Assistant who will attach the copies of the backup documentation along with the yellow receipts for posting.
2.4 Check Processing
Checks received each day by the Office of University Relations, Athletic Department and the Foundation Office will be logged by the donor name, amount, check number and date with checks and documentation forwarded to the Foundation Administrative Assistant. A log will be kept by each office as a permanent file.
Deposit slips will be prepared in triplicate by the Foundation Administrative Assistant. One copy will be kept permanently in the deposit book; two copies attached to checks with one returning as receipt showing the deposit has been made. The receipt for the deposit will be given to the Foundation Accounting Assistant.
2.5 Receipt of Pledges
The University Relations Records Coordinator will prepare all pledges received in the same manner as cash receipts. Original pledge cards will be batched and filed into the donor's file by the University Relations Administrative Secretary. Copies of the pledge card that are to be entered will be given to the Accounting Assistant as back-up.
Pledges will be entered into the Raiser's Edge system separately from receipts. Pledge cards, letters of commitment, or other correspondence validating a pledge will be copied by the University Relations Records Coordinator and the originals given to the University Relations Administrative Secretary for filing into the donor's file.
2.6 Donor Acknowledgment and Receipt
An acknowledgment card from the Executive Director of the Foundation is sent to all donors and also, where appropriate, from the President of the Alumni Association accompanied by the gift receipt.
In special cases, as when a small gift from a leading donor is received or when any gift of $1,000 or more is received, a personalized acknowledgment letter will be printed from the system. This letter will be sent to the Foundation office with the gift receipt report for review. The Foundation Office will forward this letter, or, in certain circumstances, will create a special letter to be sent to the donor. The President will also send personalized acknowledgment letters at his discretion, but receipts will always be sent in an acknowledgment card from the Office of University Relations.
2.7 Matching Gifts
If a gift is received which is eligible for a corporate matching donation, the matching gift forms will be forwarded to the Foundation Administrative Assistant for processing with the Executive Director or other official as designated by the matching gift requirements.
In the case of a gift or pledge eligible for a match from a donor challenge gift (which may be set up in a restricted account by the Foundation for disbursement to the challenge project as it is matched by other gifts), a copy of the notation indicating the donor's name will be sent to the accounting office so that matching funds can be drawn down.
The donor of the challenge gift will be notified of the matching gift and the drawdown; in the event that matching funds are being directly disbursed by the challenge gift donor or his or her agent, a letter requesting a fund match will accompany the names of the challenge donors.
2.8 Alumni Donors
Gifts from GSW Alumni are also acknowledged by the President of the Alumni Association. Those gifts which are acknowledged by the Alumni Association President are those directly attributable to a specifically approved Alumni Association solicitation or designated to a specific alumni-established fund. The gifts assignable to the Alumni Association include: contributions to designated alumni scholarship funds by their founders or friends and any other gifts of cash, stocks or services specifically designated to Alumni Association funds.
All pledges will be analyzed semi-annually; a reminder letter will be sent to outstanding pledges by the University Relations Records Coordinator. Unfulfilled pledges will be reviewed semi-annually and efforts made to collect them.
2.9 Acknowledgment of Gifts of $1,000 or More
When gifts of $1,000 or more are received in the Office of University Relations, the Foundation Chairman of the Board and the University President will be provided with a copy of the check and any available documentation of gift designation so that a personal letter of acknowledgment can be sent. A computer generated acknowledgment will automatically be generated for gifts greater than $1,000.
3.0 Gifts to Special Capital, Project, or Endowment Campaigns
A report of total gifts given to any special project or campaign will be provided on request by the University Relations Records Coordinator. At the time each check is received designated for a campaign, a copy of the check will be provided to the Foundation Administrative Assistant for review in case a personalized letter of acknowledgment is needed. If the Foundation letter will be provided to the University Relations Records Coordinator and the University Relations Administrative Secretary for filing into the donor file. Any gifts sent directly to the Foundation will be copied and forwarded to the University Relations Records Coordinator for immediate processing into the Raiser's Edge. Campaign pledges and gifts in excess of $1,000 will have letters printed by the system and forwarded to the Foundation and be reported daily by the University Relations Records Coordinator to the Chief Advancement Officer for the University or the Director of Development, for possible personalized acknowledgment.
3.1 Foundation Accounting
The Foundation Accounting Assistant will post to the general ledger in accordance with the "Gift Receipt Report".
Bank statements will be received by the Executive Director who will open the bank statements