University Fundraising Approval Procedure

  • Custodian of Policy: VP for University Advancement

    Relevant MSUM Policy: University Fundraising Policy

    Effective Date: April 2017

    Last Review: April 2017

    Next Review: 2024

    University Fundraising Approval Procedures

    Fundraising Planning and Priority Setting

    On an annual basis, the Foundation’s fundraising priorities will be formally established by the Foundation’s Strategic Planning Committee and reviewed and updated through a process coordinated by the VP for University Advancement and the MSUM Foundation Development staff, with communication and consultation with the academic colleges, nonacademic divisions and departments, and the Administration, with the support of the President.

    Solicitation of Private Support

    Once fundraising priorities have been established and approved through the process above, the responsible parties will undertake the solicitation of appropriate individual and corporate/foundation prospects. It is expected that the VP for University Advancement and the MSUM Foundation Development staff will be knowledgeable of all solicitation activity and communicate appropriate solicitation activity to University offices as appropriate. Those involved in fundraising will adhere to established policies, practices and procedures.

    Individual Solicitation

    Three general levels of solicitation of individuals are recognized, with each having a defined approval process:

    1. Leadership Solicitations
      Approval Process: Approaches for gifts at this level require that the project, program or facility plan be submitted to the VP for University Advancement and the MSUM Foundation Board. Information to be provided:
      • Background description
      • Description of the initiative for which private support is being sought
      • Amount to be solicited and proposed recognition
      • Sources of additional funding anticipated (if any), including University allocation and state or federal funds
      Approved programs, projects and facilities (campaign goals) do not require additional approval for subsequent solicitations. The prospects to be solicited need to be coordinated through the MSUM Foundation Development staff to ensure awareness and involvement of all appropriate team members and complete and timely recording of strategies, timelines and activities.
    2. Major Gifts
      Approval Process: Approaches for gifts at this level are to be coordinated through the MSUM Foundation Development staff, including awareness and involvement of all appropriate team members and complete and timely recording of strategies, timelines and activities.
    3. Annual Gifts
      Approval Process: All direct mail and phone solicitation is coordinated by the Director of Annual Fund to ensure the proper arrangements for accurate and efficient processing, review of timing and content vis-à-vis other University solicitations, and accurate selection of the population. University staff engaging in annual solicitations are expected to be in contact with the Director of Annual Fund and to be familiar with mail and phone procedures when undertaking an annual gift solicitation.
    4. Corporate Giving and Foundation Gifts
      Approval Process: Gifts from corporations and foundations will be coordinated by the Foundation Development staff and will be based on the priorities of the MSUM Foundation and the University Strategic Plan with coordination and consultation of appropriate officials within the MSUM administration. Public and private grants will be coordinated through a University-wide process to include communication with the MSUM Foundation Development staff.
        

    Definitions

    Leadership Solicitations - Solicitations of greatest size and significance to the University; include the following;

    • Gifts for naming facilities, centers and programs
    • Single gifts of $100,000 or more
        

    Major Gifts - Major gift solicitations are those that:

    • Constitute the largest gifts for the particular school, department or unit
    • Represent significant and thoughtful commitments on the part of prospects
    • Are gift commitments of $10,000 and more
        

    Annual Gifts
    Annual gifts are defined as those that are less than $10,000 and are generally in response to a direct mail or phone solicitation, or are part of a personal annual fund solicitation program. Annual gifts may be unrestricted to the University or a college or department, or designated for particular projects or campaigns.

    Campaign Fundraising
    Fund-raising campaigns of $250,000+ will be coordinated and managed by the VP for University Advancement and the MSUM Foundation Development staff. These efforts include: capital fund drives, scholarship campaigns, fund-raising for specific projects, etc. These campaigns will be coordinated in line with University strategies and priorities, with consultation between the University administration, the VP for University Advancement and the MSUM Alumni Foundation Board of Directors.