Policies and Procedures

Department of Development & Alumni Engagement

Last Updated: November 30, 2020

1. Mission Statement
2. Gift Acceptance 
   1. Policy Statement
   2. Use of Legal Counsel
   3. Accepting and Processing Gifts
      1. Gifts Defined
      2. Non-gifts
      3. Gift Transmittal
      4. Gift Acceptance
      5. Corporate Matching Gifts
      6. Authorized Agents
      7. Ad Hoc Gift Acceptance Committee
      8. Gift Valuation Guidelines from Nacubo
      9. Acknowledging and Recognizing Donors
   4. Use of Gifts
      1. Outright Gifts
      2. Endowments 
   5. Types of Gifts
      1. Cash Gifts
      2. Securities
      3. Tangible Personal Property
      4. Real Property
      5. Life Insurance
      6. Other Assets
   6. Planned Gift Vehicles
      1. Guidelines
      2. Bequests
      3. Charitable Remainder Unitrusts
      4. Charitable Remainder Annuity Trust
      5. Charitable Gift Annuities
      6. Charitable Lead Trust
      7. Retained Life Estate
      8. Bargain Sale
      9. Irrevocable Trusts
      10. Generation-skipping Transfers
   7. Capital Campaign Gift Crediting Policies
   8. Federal & State Tax Information
   9. Exceptions 
   10. References
   11. Appendices 
3. Campaign Counting and Reporting Standards 
   1. Overview 
   2. Purpose 
   3. Reporting Period 
   4. Campaign Counting Policies 
   5. Outright Gifts
      1. Cash Gifts
      2. Publicly Traded Stock 
      3. Closely Held Stock
      4. Mutual Funds 
      5. Real or Personal Property 
      6. Gifts in Kind
      7. Artwork 
      8. Grants and Contracts 
      9. Donor-advised Funds  
   6. Deferred Gifts
      1. Deferred Gifts 
      2. Bequests 
      3. Testamentary Pledges 
      4. Irrevocable Life Agreement 
      5. Real Estate 
      6. Charitable Lead Trust 
      7. Life Insurance 
      8. Confirmed Provisions 
      9. Other Deferred Gifts  
   7. Types of Gifts  
   8. Gift Restrictions  
   9. Gift Documentation  
   10. Donor Rights and Privileges  
   11. Exclusions  
4. Gift Accounting Documentation
   1. Documentation For Recording and Modifying Gifts and Pledges
      1. Pledge Agreement
      2. Endowed Scholarship Agreement
      3. Endowed Fund Agreement 
      4. Annual Scholarship Agreement
      5. Proposal Template
   2. Gifts of Security/Investments
   3. Gifts-in-kind
   4. Gift Transmittal Form
   5. Payroll Deduction
      1. Monthly deductions for a predetermined static amount available to all employees.  Payroll is processed for 26 periods per year.  The amount can be changed, and the deduction can be stopped at any time by contacting the da&e office.
   6. Electronic Bank Draft
      1. Electronic debit (EFT/ACH) of checking accounts established for an indefinite period.  They are normally processed on the last Friday of the month.  The amount can be changed, and the deduction can be stopped at any time by contacting the DA&E office.  
   7. Donor-Advised Funds
   8. Gift Vehicles
   9. Pledges
   10. Writing-off Pledge Receivables 
   11. Matching Gifts
   12. Credit Cards
       1. The donor must provide DA&E the name as it appears on the credit card, the credit card number, expiration date, and amount to process.  Credit card gifts can be accepted via mail, phone or web.  Monthly deductions for a predetermined amount can be established through mobilecause.   The amount can be changed, and the deduction can be stopped at any time by contacting the DA&E Office.
   13. Establishing New Funds 
   14. Memorial Funds/Special Tributes
   15. Direct Donor Benefits Vs. Fundraising Expenses
       1. Direct Donor Benefits
       2. Fundraising Expenses
       3. Reporting Requirements
5. Gift Receipts and Acknowledgements
6. Year-end Gift Date Procedure
7. Charitable Gift Annuity Procedure
   1. Gift Annuity Agreement CGA Step By Step
   2. Cornerstone Member Profile
   3. CGA Cover Letter
8. Naming Opportunities and Gift Recognition 
   1. Criteria For Naming
      1. Honorific Naming
      2. Philanthropic Naming
   2. Eligible Naming Opportunities
      1. Buildings or Facilities
      2. Other Physical Facilities/Outdoor Structures
      3. Endowments
         1. Scholarships
         2. Programs
         3. Faculty Positions
   3. The Permanence of A Name
   4. Signage
9. Donor Recognition Societies/Giving Clubs
   1. Priscilla Payne Hurd Society
   2. Comenius Society
   3. Evangeline Bahnson Smith Leadership Society
   4. Annual Giving Scholarship
   5. Named Endowed Scholarship (Unrestricted)
   6. Named Endowed Scholarship (Restricted)
   7. Named Faculty Positions
   8. Cornerstone Society
10. Departmental
    1. Meeting Schedules and Expectations
       1. All Staff Meeting
       2. Prospect Pipeline Meeting
          1. Prospect Pipeline Master
       3. Presidential Travel
       4. Campaign Meeting
       5. Events Meeting
    2. Goals & Metrics Policy
       1. FY2020-21 D&AE Snapshot
       2. FY2020-21 D&AE Department Goals
       3. FY 2020-21 Development Communication and Event Schedule
    3. D&AE Communications & Email Policy
       1. Outgoing Email to Donors, Alumni, and Friends
    4. D&AE Budget Accounting Policy
    5. Donor Filing Policy
    6. Planned Giving
       1. Confirmed Bequests
       2. Bequest TY Cvr ltr to Relative
       3. Attorney Estate Notice Reply Letter
       4. Atty Estate Notice Follow Up letter
       5. BEQUEST Notice or gift TY -  Seminary
       6. BEQUEST Notice TY to ATTY - Seminary
       7. Cornerstone Member Profile
       8. Cornerstone Society Welcome Letter--Documents provided
       9. Cornerstone Society Welcome Letter--Documents Needed
    7. Corporate, Foundation and Government Relations
       1. Sponsorships 
       2. Gifts vs. Grants
       3. Policies and Procedures Related to Grants
    8. Leadership Giving
       1. Comenius Society
       2. Bahnson Society
    9. Annual Giving
       1. Phonathon
       2. Mobile Cause
       3. Solicitations/Calendars
    10. Alumni Engagement
        1. Website and E-communications
        2. Affinity and Service Partnerships
        3. Alumni Magazine
        4. Moravian STARs
        5. Social Media
        6. Alcohol Policy
    11. Seminary Advancement
    12. Donor Relations & Stewardship
        1. Non-Individual Donors
        2. Corporate, Foundation and Government Relations
        3. Outreach & Special Events
    13. Operations
        1. Prospect Management Policy
           1. Goals & Principles
           2. Authority of Policy
           3. Prospect Manager Roles & Responsibilities
           4. Portfolios
           5. Assignments
           6. Contact & Moves Protocols
           7. Prospect Stages
           8. Accountability, Supervision, & Performance
           9. Prospect Pipeline-focused Meetings
           10. Conflicts
        2. Prospect Research Policies & Procedures
           1. Code of Ethics
           2. Standards of Practice
           3. Recording & Maintenance
           4. Distribution of Confidential Information
           5. Contact Information Sharing
           6. Donor Bill of Rights
        3. Data Classification Policy
        4. Moves Management
        5. Prospect Rating & Readiness
        6. Presidential Prospects
        7. Moves Report Guidelines
        8. Inaugural Representatives Procedure 
        9. Scholarship Endowment Reports/Process
           1. Scholarship Restriction Guidelines
           2. Guidelines for Establishing a Restricted Fund
        10. Records Management
        11. Emergency Contingency Plans
        12. Celebration/Sympathy/Bibs/Gift Policy
    14. Fund-raising Policies For Faculty, Staff, and Campus Organizations
        1. Purposes
        2. Background
        3. Policy
        4. The College and Non-college Fundraising Initiatives
        5. Conclusion
11. Appendix
    1. IRS Audit Guidelines
    2. IRS Proposed College and University Examination Guidelines
    3. IRS Issues and Answers as of Xxxx
12. Per Jill: Volunteer Management & Leadership Structures/Expectations
    1. Blue & Grey 
       1. Bylaws/Role Description
       2. FY21 Committee
    2. Moravian Leadership Council 
       1. Bylaws/Role Description 
       2. Membership
    3. Alumni Association Board of Directors
       1. Bylaws
13. Per Jill: Policy Development & Management: Include Last Revision Date & Responsible Department
14. Remote Working Policy
    1. Telecommunity Policy
    2. Staff Needs
    3. Zoom Meetings
    4. Processing Gifts
    5. Acknowledgments
    6. Invoice Processing 
    7. Campaign
    8. Gift Agreements
15. Other Policy Sections?