APPENDICES IN HARD COPY

Winston-Salem State University and Winston-Salem State University Foundation, Incorporated Fundraising Policies and Procedures Manual

June 2014

Winston-Salem State University University Advancement Policies and Procedures Manual

Table of Contents Mission...................................................................................................................................1 Organization ...........................................................................................................................1 Senior Staff ............................................................................................................................1 Vice Chancellor for University Advancement & Executive Director of the WSSU Foundation, Inc ..........1 Associate Vice Chancellor for University Advancement..................................................................1 Director of Alumni Relations ....................................................................................................2 Director of Annual Fund ..........................................................................................................2 Director of Corporate and Foundation Relations ............................................................................2 Director of Major and Planned Gifts ...........................................................................................3 Policy Governing Fundraising and Conduct of Fundraising Campaigns ...............................3 Coordination of Fundraising Programs ........................................................................................4 Academic Affairs ...................................................................................................................4 Student Affairs .......................................................................................................................4 Guiding Principles ..................................................................................................................5 Establishing Fundraising Priorities .............................................................................................6 Solicitation of Funds ...............................................................................................................6 Accounting/Recording Donated Gifts..........................................................................................7 Program Structure ..................................................................................................................7 Centralized Gift Processing ....................................................................................................9 Calendar Year End Gifts ........................................................................................................10 Fiscal Year End Gifts .............................................................................................................11 Release of Information Policy Statement ...............................................................................12 Appendices: University Advancement Staff Roster ....................................................................................i Foundation Solicitation Request Form ...................................................................................ii Solicitation with Premium Form ............................................................................................iii Foundation Event Approval Form..........................................................................................iv Gift Transmittal Form ............................................................................................................v Prospect Research Request Form ...........................................................................................vi

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Winston-Salem State University University Advancement Policies and Procedures Manual MISSION The mission of the Division of University Advancement is to raise money from private sources in support of the strategic priorities of Winston-Salem State University (WSSU). Additionally, the division is responsible for managing the collection, investment and distribution of private gifts and effectively maintaining the official alumni and development database. The division’s fund-raising priorities include but may not be limited to the following: • • •

Maximizing unrestricted giving to the university so those funds can be allocated to areas of greatest need. Increasing endowments that provide scholarships to assist in recruiting and retaining the most gifted and talented students. Funding initiatives to ensure student success.

The Winston-Salem State University Foundation is the official gift-receiving agency of WinstonSalem State University.

I.

ORGANIZATION

University Advancement is led by the Vice Chancellor for University Advancement who may also serve as the Executive Director of the Winston-Salem State University Foundation, Incorporated. The Division includes four program components: alumni relations, annual fund, corporate and foundation relations and major gifts. Advancement Services provides support operations for donor records, prospect research and stewardship. See attached University Advancement Roster. The Division works closely with the Office of Marketing and Communication. II.

SENIOR STAFF

A. Vice Chancellor for University Advancement and Executive Director of the Winston-Salem State University Foundation, Incorporated. The vice chancellor provides overall direction, coordination, and supervision of all activities of units within the division of university advancement and the Winston-Salem State University Foundation, Inc.; carries out university policy as it pertains to advancement activities; and recommends to the chancellor new and revised policy as deemed necessary and appropriate.

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Winston-Salem State University University Advancement Policies and Procedures Manual The vice chancellor serves as staff liaison to the advancement committee of the board of trustees, as an ex-officio member of the endowment committee of the board of trustees and as a member of the Foundation Board of Directors; maintains effective communication with other university divisions and departments; and, as head of fundraising, cultivates and solicits major gift prospects. As executive director of the Foundation, the Vice Chancellor for University Advancement/Foundation Executive Director works closely with the Foundation Board of Directors.

B. Associate Vice Chancellor for University Advancement The associate vice chancellor serves as the chief operating officer of the division and acts on behalf of the vice chancellor when the vice chancellor is not available. C. Director of Alumni Relations The Director of Alumni Relations creates and implements a strategic alumni relations program that increases awareness of Winston-Salem State University and involvement in the university by the over 20,000 WSSU alumni. The director encourages enthusiasm and pride in the university through programs that attract alumni, bring them back to campus, and encourage enhanced affinity toward the university. D. Director of Annual Fund The director of the annual fund plans, designs, coordinates, implements and evaluates all elements of the university’s annual fund, with emphasis on the pursuits of unrestricted contributions to increase levels of current operating support from all constituencies including alumni, faculty, staff and friends of the university. The director is also charged to formulate, implement and evaluate the annual fund campaigns and coordinate annual fund special events, direct mail and personal solicitations. E. Director of Corporate and Foundation Relations The director of corporate and foundation relations is responsible for identification, cultivation and solicitation of gifts from corporate and foundation donors; formulates and communicates new fundraising programs; cultivates and solicits prospective donors in accordance with plans approved by the vice chancellor for university advancement; and performs other duties as directed by the vice chancellor and chancellor.

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Winston-Salem State University University Advancement Policies and Procedures Manual F. Director of Major Gifts The director of major gifts is responsible for identification, cultivation and solicitation of major and estate gifts from individuals; formulates and communicates new fund-raising programs; cultivates and solicits prospective donors in accordance with plans approved by the vice chancellor for university advancement.

POLICY GOVERNING FUNDRAISING AND CONDUCT OF FUNDRAISING CAMPAIGNS

The Policy Governing Fundraising and Conduct of Fundraising Campaigns is applicable to all Winston-Salem State University administrators, faculty, staff and students and volunteers who may assist in fundraising. All fundraising activity at Winston-Salem State University is directed by the Division of University Advancement under the leadership of the Vice Chancellor for University Advancement who also serves as the Executive Director of the Winston-Salem State University Foundation, Incorporated. The Vice Chancellor for University Advancement and Executive Director of the Winston-Salem State University Foundation, Inc. works closely with the Chancellor and members of the Chancellor’s Executive Staff in coordinating and approving fund-raising activities conducted by representatives of academic, athletic and student services programs across campus. Final authority for approval of all fundraising activity rests with the Vice Chancellor for University Advancement/Executive Director in consultation with the Chancellor.

The leadership for all fundraising campaigns comes from the WSSU Board of Trustees, the chancellor of WSSU, the Foundation and other appointed volunteer leadership campaign committees. Gift solicitation programs conducted by anyone for the benefit of Winston-Salem State University or any of its agencies require the prior approval of the chancellor through the vice chancellor for university advancement and executive director of the WSSU Foundation. All such programs will adhere to the guidelines listed below.

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Winston-Salem State University University Advancement Policies and Procedures Manual Coordination of Fundraising Programs: It shall be the responsibility of the division of university advancement to serve as the coordinating agency for all solicitations of funds from individuals, foundations, businesses, corporations and other organizations on behalf of WSSU. Any request to undertake a fundraising program or to solicit contributions shall first be reviewed by the appropriate WSSU administrator. Before implementing any such program, the appropriate administrator will discuss it with the vice chancellor for university advancement and executive director of the foundation, or his/her designee. The division of university advancement maintains policy information pertaining to fundraising matters prescribed by the Board of Governors of the University of North Carolina, the Board of Trustees of Winston-Salem State University, the chancellor, and the Winston-Salem State University Foundation, Incorporated Board of Directors. The University invites and encourages the campus community to emphasize the need to coordinate fundraising efforts. A fully coordinated effort will eliminate multiple “asks” of individuals and organizations and will enhance the overall success of the University’s fundraising effort. Responsibility for initial approval for program specific fundraising is as follows: Academic Affairs The Provost and Vice Chancellor for Academic Affairs or her/his designee, in consultation with the Vice Chancellor for University Advancement/Foundation Executive Director, initially approves and monitors any fundraising activities involving academic programs in conjunction with appropriate deans and directors. Fundraising is not the primary task or expectation of most faculty and staff. Academic deans have a responsibility for helping to raise funds for college and university strategic initiatives and for authorizing and supervising any academic program that involves fundraising. Faculty should assist in advancement activities by identifying potential donors to their deans and department chairs and by nurturing relationships with those prospects, in connection with advancement personnel assigned to specific colleges and programs. Student Affairs The Vice Chancellor for Student Affairs or his/her designee, in consultation with the Vice Chancellor for University Advancement/Foundation Executive Director, initially approves and monitors any fundraising activities for student groups, organizations and programs sponsored by Student Affairs.

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Winston-Salem State University University Advancement Policies and Procedures Manual Guiding Principles In general, the following principles are applicable to fundraising at WSSU: WSSU gift officers are assigned to various fundraising initiatives (annual giving, major and planned gifts and corporate and foundation relations) to lead and coordinate approved fundraising efforts under the direction of the Vice Chancellor for University Advancement/Executive Director and in collaboration with the provost and deans. Students generally should not be involved in fund-raising activities. They are encouraged to provide service (time and energy) but not funds. Thus, academic courses, academic programs, student groups, or organizations and programs sponsored by student affairs should not normally expect or require students to be involved in fundraising. Any exceptions must be approved through respective deans, the Provost and/or Vice Chancellor for Student Affairs and ultimately the Vice Chancellor for University Advancement/Executive Director. In general, the University Advancement staff provides leadership for soliciting funds, goods, or services from individuals or companies on behalf of WSSU. Any exceptions should be cleared and coordinated with University Advancement. Processing and official receipting of gifts as well as public announcement of all gifts will be through University Advancement. Solicitation of personal contributions from faculty and staff will be made each year during the Annual Fund campaign and the annual State Employee Combined Campaign. Students may be encouraged to participate in a University-wide fund-raising campaign coordinated by University Advancement. Private support plays a vital role in enhancing the university’s teaching, research and service efforts. The university’s fundraising programs focus on integrating the interests of donors with the priorities of the university. Development is a relationship building and matchmaking process. The aim is to develop relationships between prospective funders, current supporters and university programs. Personal relationships - with development staff, university representatives and volunteers - are a means to the end, not the end in itself. The matchmaking is to be focused on understanding the prospective donor’s values and discovering the interests and passions that will motivate the donor to invest in a particular university program. These general principles apply to both individual and organizational donors. The prospect management system in the Banner database is University Advancement’s resource for tracking the donor engagement process. Use of this resource by gift officers assures continuity, enables collaboration and promotes accountability.

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Winston-Salem State University University Advancement Policies and Procedures Manual Establishing Fundraising Priorities There are hundreds of projects at WSSU worthy of financial assistance. By prioritizing projects needing private funding, the University can concentrate its efforts on first completing those projects that will do the most to meet the institutional objectives outlined in the strategic plan. WSSU's Chancellor and Executive Staff select several major projects each year to include on the fundraising priority list. These priorities provide the main focus of University Advancement’s fundraising efforts and goals. Individuals must seek prior approval to solicit funds for programs/ initiatives that are not on the university’s priority list.

Solicitation of Funds All solicitations requesting non-governmental funds or in-kind gifts from alumni, friends, businesses, corporations or private foundations for any university-related purpose, existing or pending establishment, must be sent to University Advancement for written approval prior to any solicitation being conducted or initiated by university employees, students, volunteers or affiliated groups. (The Request to Solicit form is available in Appendix A.). The WSSU University Advancement office must be contacted prior to any fundraising contact, mailing, promotion or event being planned which uses university logo, resources, employees or facilities. When any university fundraising mailing, promotion or event is planned, a copy of all materials related to the fundraising effort and the name of the group, individuals or businesses to be solicited must be sent to University Advancement for approval. Upon receipt of the proposed solicitation, University Advancement will review the material in a timely manner, approve or deny the solicitation and return it to the party initiating it. All collateral material will be in compliance with the WSSU Office of Marketing and Communications’ Branding and Style Guide. If there are any technical or legal/tax issues with the mailing, the initiating department will be notified so that necessary changes can be made. This review is necessary to avoid duplicate solicitations, to protect donor confidentiality, to prevent over-solicitation of specific donor prospects and companies, to ensure state funds and property are not misused and to be certain WSSU and the WSSU Foundation remain within their legal bounds in all fundraising and solicitation efforts.

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Winston-Salem State University University Advancement Policies and Procedures Manual Unless granted special written permission from the Vice Chancellor/Executive Director, any university faculty, staff, student or volunteer involved in solicitation or fund raising activities that do not directly benefit Winston-Salem State University are not viewed to be acting on behalf of the university. Therefore they are strictly prohibited from using the university logo, property, facilities and/or resources free of charge unless prior written authorization has been granted. Accounting/Recording Donated Gifts All gifts of cash, checks, securities and documentation of gifts-in-kind should be delivered to University Advancement. Colleges/departments should not deposit cash or checks directly into a campus account. University Advancement will work with the WSSU Foundation and WSSU Finance and Administration to ensure proper reporting, receipting and acknowledging of all donations. The Gift Transmittal Form should be used when delivering cash, checks or other donations to University Advancement. (See Appendix) PROGRAM STRUCTURE WSSU’s development operation is in the University Advancement Division, reporting to the Vice Chancellor for University Advancement and Executive Director of the WSSU Foundation, Incorporated. Development functions include constituency fundraisers, annual giving, corporatefoundation relations, major and planned giving, volunteer relations and advancement support services including donor stewardship, prospect research, and donor records and data management. A coordinated fundraising effort will help achieve the following common objectives: • • • •

Orchestrated approaches to prospective donors, whether individuals or organizations Maximum engagement of fundraising volunteers Optimum engagement of university leaders Teamwork among advancement gift officers, academic units and senior administrative staff

Organizing Principles 1. Priority setting a. Annual action plans Each gift officer within University Advancement prepares an annual plan, created in consultation with the Vice Chancellor. The action plans specify the primary funding targets and activities, including dollar goals.

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Winston-Salem State University University Advancement Policies and Procedures Manual b. Staffing Gift Officers staff time and efforts are to be directed primarily to fundraising for identified university priorities. During a campaign, the annual action plan will indicate the particular year’s campaign project activities, in addition to any ongoing fundraising efforts. 2. Prospect management a. Gift Officers and selected university leaders are assigned as primary staff for prospective donors for whom they are leading the fundraising strategy. Others may be assigned to the same prospects as secondary staff or a team member. b. Gift Officers are supported in their efforts by Advancement Services staff in Prospect Research. Any prospect research request should come from a University Advancement Gift Officer or the Vice Chancellor to the Social Researcher. The request should be submitted using the Prospect Research Request form located on the www.wssu.edu website at http://www.wssu.edu/administration/university-advancement/default.aspx. c. The primary gift officer has the responsibility to define the gift strategy, plan the steps, execute and/or orchestrate the steps, report on contacts and update status and other data as needed. The objective is to garner one or more significant gifts and to steward those gifts appropriately. The primary gift officer is responsible for entering data into Banner regarding prospect contacts and moves management. 3. Definition of terms a. Major gift A gift of $10,000 or more in one year is considered a major gift. b. Report of contact (ROC) Staff, university leaders and volunteers are expected to document substantive interaction with current prospective donors by preparing an ROC in Banner. For volunteers and others without direct access to Banner, information can be conveyed to University Advancement staff by email, written summary or orally. Effective ROCs include date, specifics of relevant information, outcomes and suggested next steps. Substantive interaction does one or more of the following: • • •

Brings the prospective donor closer to the university or a particular program Helps everyone better understand the prospect’s interests or capacity Moves the prospect and fundraisers closer to readiness for an ask. In contrast, phone call setting an appointment does not require an ROC, although it may be recorded as the completion of an assigned task in Banner Advance

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Winston-Salem State University University Advancement Policies and Procedures Manual 4. Identification of prospect for a specific gift A strategy team meeting brings together representatives of all campus programs that have an interest in and information about a particular prospect. University leaders, advancement staff, faculty/staff members and volunteers may be involved. The objective of such a meeting is to define the best strategy, in keeping with university priorities, for cultivating and soliciting the prospective donor. This process applies to both individual and organizational prospects and can be useful for refining as well as initiating a given strategy. When multiple campus programs have an interest in a particular prospect, clearance is granted to one program or multiple programs on a collaborative project to proceed with cultivation and solicitation. Decisions about clearance are ideally reached by consensus after discussion involving all interested parties (such as at a strategy team meeting). If consensus is not achievable, the Vice Chancellor for University Advancement, in consultation with the chancellor and provost, is the ultimate authority in determining clearance.

CENTRALIZED GIFT PROCESSING The Office of Donor Records is the only department authorized to issue official gift receipts for non-governmental gifts and grants on behalf of the Winston-Salem State University and the Winston-Salem State University Foundation. All gifts arriving at or transferred to any part of the University shall be transmitted within 48 hours of receipt to the Division of University Advancement, Room 311 Blair Hall. Gifts should never be sent to the Controller’s Office or the Cashier’s Office. In all cases, the University unit that receives the donation must complete a University Gift Transmittal Form, attach the donation instrument (check, money order, etc.) and deliver it to 311 Blair Hall. The transmittal form accommodates single as well as multiple gifts. The instructions should be followed very closely. Copies of the form may be obtained online at calling http://www.wssu.edu/administration/university-advancement/default.aspx, or by extension 3162 or 3140. All original donor correspondence pertaining to the donations should also be sent to the Office of Donor Records. The forwarding office should make copies of original documents it wishes to retain for its records. Be sure to include postmarked envelopes in which gifts were received by mail to insure proper gift receipt date. The Office of Donor Records will record and acknowledge the gift on behalf of the university and forward the funds to the WSSU Foundation. Gifts will be receipted based on the Internal Revenue Code (IRC) and the Council for Advancement of Support for Education (CASE) guidelines.

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Winston-Salem State University University Advancement Policies and Procedures Manual 1. Internal Revenue Code defines a charitable contribution for income tax purposes as a contribution or gift to or for the use of certain types of organizations. 2. The gift tax law defines a gift for tax purposes as property transferred for less than full consideration in money or money’s worth. 3. If a donor receives/is eligible to receive any benefit from the charitable contribution, the charitable contribution is reduced by the value of the benefit. 4. The organization provides a description and good faith estimate of the value of goods or services provided in return for the contribution. 5. Insubstantial goods or services a charitable organization provides in exchange for contributions do not have to be described if they do not exceed 2% of the amount given or $97, whichever is less, or the payment is at least $48.50 and the cost of the individual items does not exceed $9.70. The figures change annually and can be found at U.S. Code § 170 - Charitable, etc., contributions and gifts 6. If an error is detected in the processing or recording of a donor’s gift, a correction is made immediately and the donor informed as appropriate. 7. Insufficient Funds (returned checks). The Foundation will notify the donor in writing of the returned check/s. The donor will be given 30 days to make good on their gift. If the donor does not respond within 30 days, the WSSU Foundation will notify Donor Records to have the returned check/uncollectible gift amount removed from the donor’s record.

CALENDAR YEAR-END GIFTS During the month of December, the volume of gifts to be processed increases sharply. Departments or other units receiving gifts during this busy time of the year should expedite delivery of gifts to University Advancement and should take steps (described below) to verify the date of the gift so that the receipt issued by Donor Records to the donor will reflect the proper date for the donor’s tax purposes. The gift receipt for a gift received on or before December 31 will bear a December date. The gift receipt will bear a December date even if the gift is processed in January. Hand Delivery Gifts should be delivered to University Advancement on or before December 31 to be treated as received prior to the start of the new calendar year. However, given the university’s end-ofcalendar-year operating schedule, for checks dated on or before December 31 or cash received on or before December 31, the receiving department must route the donation to University Advancement along with any and all correspondence to University Advancement no later than 10 working days into the new year.

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Winston-Salem State University University Advancement Policies and Procedures Manual Postmarks The date of receipt for gifts received by mail is the postmark date that appears on the envelope. It is especially important to include postmarked envelopes along with the gift when forwarding to University Advancement or else the date University Advancement stamps the document as received will be used as receipt date. Security Transfers Broker to broker transfers of securities and wire transfers of cash must be completed and the transferred property must be in Winston-Salem State University Foundation’s account on or before December 31. Credit Card Donations Credit card donations must have been processed on or before December 31 for credit in the calendar year.

FISCAL YEAR-END GIFTS The University fiscal year is July 1 - June 30. To be reflected in the University’s records for a given fiscal year, gifts must be received in University Advancement as follows: Hand Delivery Gifts must be delivered to University Advancement on or before June 30 in order to be treated as received prior to the end of the fiscal year. However, the receiving department must route the donation to University Advancement along with any and all correspondence no later than 10 working days into the new fiscal year. Postmarks The date of receipt for gifts received by mail is the postmark date that appears on the envelope. It is especially important to include postmarked envelopes along with the gift when forwarding to University Advancement otherwise the date University Advancement stamps the document as received will be used as receipt date. Security Transfers Broker to broker transfers of securities and wire transfers of cash must be completed and the transferred property must be in Winston-Salem State University Foundation’s account on or before June 30.

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Winston-Salem State University University Advancement Policies and Procedures Manual Credit Card Donations Credit card donations must have been processed on or before June 30.

Release of Information Policy Statement Statement of Purpose

University Advancement’s Office of Donor Relations, in cooperation with the Office of Alumni Relations, maintains the official database of biographical and gift/pledge information in accordance with the general needs and expectations of the university community. The information contained in this database is intended exclusively for purposes related to WinstonSalem State University’s programs. It is the desire of University Advancement to support the ongoing activities of Winston-Salem State University by providing assistance for programs, communications, and events which bring together alumni, donors, and friends of the university. To provide the best possible service to those with legitimate needs for such information, and at the same time maintain the confidentiality of the information entrusted to us by our constituents, the following policies have been developed. These policies have been approved by the Vice Chancellor for University Advancement and will apply to every request for information. Statement of Information Release Policies: I.

The following university-affiliated organizations and alumni constituent groups, in support of approved activities, may request information from the university donor database: • • • • • • • •

Winston-Salem State University Office of Alumni Relations Winston-Salem State University Office of Marketing & Communications Administrative units of Winston-Salem State University Academic units of Winston-Salem State University Athletic units of Winston-Salem State University Winston-Salem State University National Alumni Association (once annually) Chancellor’s Office Career Development Services Office

In cases of dispute about whether an organization has a legitimate affiliation with the University, the final decision will rest with the Vice Chancellor for University Advancement.

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Winston-Salem State University University Advancement Policies and Procedures Manual II. The following information may be released from the donor database: • • • •

Full name Mailing Address Degree(s) and date of degree(s) awarded by Winston-Salem State University School(s) from which degree(s) was/were granted with major field of study

"Public information" will be provided only to those requestors identified in section I above. Federal law limits the amount of information that may be released on current students. No information on students will, therefore, be released based on data maintained by University Advancement. All requests for information on current students should be forwarded to the Registrar’s Office. Information provided to volunteer alumni constituent groups will be limited to those alumni who are affiliated with the requesting group. III. The following statements specify the acceptable internal uses of information from the alumni database: A. Advancement Services (Offices of Donor Records, Social Research and Donor Stewardship) will make available information from its database for the support of approved, university-related activities. Approved activities include the following: • Alumni relations for outreach to alumni • Development for fundraising and donor stewardship • Public relations for press releases, etc… • Government relations • Individual schools, the college, or departments for outreach to alumni/constituents • University-sanctioned research • Continuing education programs • Student recruitment B. Information maintained by Advancement Services is not available for release for non-related commercial or political purposes. C. If the information provided will result in the preparation of lists or directories that are to be published in book, magazine, newsletter or other forms for general distribution among alumni groups, prior to publication the release of data must be approved by Vice Chancellor for University Advancement or his/her designee and each individual who might be included must be provided the opportunity to indicate in writing whether he/she wishes to be excluded. D. Requestors of data from University Advancement may contract the services of outside vendors; e.g., data processing consultants, direct mail firms, marketing and merchandise.

In cases of dispute about what constitutes an approved activity; the final decision will rest with the Vice Chancellor for University Advancement or his/her designee. Amended June 2014

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Winston-Salem State University and Winston-Salem State University Foundation, Incorporated

Fundraising Policies and Procedures Manual

Appendix

University Advancement & WSSU Foundation Staff Vice Chancellor of University Advancement Executive Director Of WSSU Foundation Michelle Cook Phone: (336) 750-2184 Email: [email protected]

University Advancement Associate Vice Chancellor Vacant Administrative Assistant Dionne Evans Phone: (336) 750-2184 [email protected] Director Annual Fund Kimberly Reese Phone: (336) 750-3145 [email protected] Annual Fund Coordinator Regina Craven Phone: (336) 750-3147 [email protected] Director Corporate & Foundation Relations Vacant Director Major & Planned Gifts Vacant Director Alumni Relation Gregory Hairston Phone: (336) 750-3161 [email protected]

Administrative Assistant Catherine Snipes Phone: (336) 750-3491 [email protected] Advancement Writer Mary McComb Phone: (336) 750-3113 [email protected] Donor Relations Manager Dietrich Spencer Phone: (336) 750-3140 [email protected] Admin. Support Associate Marquie Smith Phone: (336) 750-3162 [email protected] Stewardship Coordinator January Smith-Byers Phone: (336) 750-3149 [email protected] Social Research Assistant Sonia Barbre Phone: (336) 750-3132 [email protected]

WSSU Foundation Director of Finance Gordon Slade Phone: (336) 750-3154 [email protected] Administrative Assistant Shaunta McIlwain Phone: (336) 750-3151 [email protected]

Financial Accounting & Reporting Manager Jackie Feaster Phone: (336) 750-3005 [email protected]

Transforming Education Transforming Lives

Solicitation Request Form

 This form should be submitted a minimum of 30 working days prior to projected launch date. Requestor: Department/College/Division: E‐Mail Address:

Work Phone:

Type of Solicitation

Direct Mail

(Check applicable box):

Newsletter

Telephone

E‐Mail

Website

Event

Other

Name of Solicitation: Target Audience:

Projected Launch Date: (Please allow a minimum of 5 ‐ 7 business days to process completed forms)

Funds to be deposited in Foundation Account Number:

If a new Account is needed, attach a completed General/Student Org. Fund Auth. Form

Account Title:

 A draft of the solicitation letter, flyer, return device, e‐mail, etc., should be attached to this form. If changes are needed to the solicitation pieces, the final copy is required before pre‐coding numbers will be provided.

 If the donor will receive something in return, i.e., golf, lunch, dinner, premium, etc., complete and attach the appropriate form: Solicitation with Premium Form or Foundation Event Approval Form. Referenced forms are available at http://www.wssu.edu/administration/university‐advancement/default.aspx. Submit completed form to the University Advancement Office.

 For assistance with a form, solicitation letter, flyer, etc., please contact University Advancement at 750‐2184.  Mail returns to University Advancement, 311 Blair Hall, Winston-Salem, NC 27110.

Department Chair/Dean Signature: University Advancement Officer’s Signature: Requested solicitation has been: Approved By: Solicitation Launch Date: Denied: See explanation below: Denial Explanation:

Denied Solicitation Code:

When any university fundraising mailing, promotion or event is planned, a copy of all materials related to the fundraising effort and the name of the group, individuals, or businesses to be solicited, must be sent to University Advancement for approval. We encourage you to work the Office of Marketing & Communications on the design of print collateral and the use of university marks. Upon receipt of the proposed solicitation, University Advancement will review the material in a timely manner, approve or deny the solicitation and return it to the party initiating it. If there are any technical or legal/tax issues with the mailing, the initiating department will be notified so that necessary changes can be made.

University Advancement • 311 Blair Hall • Winston-Salem, North Carolina 27110

Transforming Education Transforming Lives

Solicitation with Premium

Purpose

This form helps determine the charitable portion of a solicitation where the donor receives goods or services in return.

Instructions

Complete and forward to the University Advancement before soliciting donors Please attach the draft of the solicitation.

Is this an Athletic Solicitation? Yes

No

Does premium include the right to buy and/or preferred seating? Yes

No

Level Name: (Example) Bronze

Level Name:

Giving Range 1: $ 1.00

Giving Range 1: $

to $ 24.99

to $

Item(s) or service(s) donor may receive:

Amount

Item(s) or service(s) donor may receive:

Amount

1.

$

1.

$

2.

$

2.

$

3.

$

3.

$

Total goods & services

$

Level Name: Giving Range 2: $

Total goods & services

$

Level Name: to $

Giving Range 3: $

to $

Item(s) or service(s) donor may receive:

Amount

Item(s) or service(s) donor may receive:

Amount

1.

$

1.

$

2.

$

2.

$

3.

$

3.

$

Total goods & services

$

Level Name: Giving Range 4: $

Total goods & services

$

Level Name: to $

Giving Range 5: $

to $

Item(s) or service(s) donor may receive:

Amount

Item(s) or service(s) donor may receive:

Amount

1.

$

1.

$

2.

$

2.

$

3.

$

3.

$

Total goods & services

$

Total goods & services

University Advancement • 311 Blair Hall • Winston-Salem, North Carolina 27110

$

Transforming Education Transforming Lives

Foundation Event Approval

Purpose Instructions This form is to help determine charitable portion of amount charged to participants 1. 2.

Complete and forward to University Advancement before soliciting participants. Please attach a sample copy of all the correspondence that the donor will receive. (e.g. flyers)

1

Amount proposed to charge per participant to attend event

Fair Market Value Per Participant of Goods and/or Services: Use this form to determine the fair market value of goods and/or services received by participant. NOTE: If event has more than one level of sponsorship, use the Solicitation with Premium Form which allows for multiple levels.

Item

Estimated number of participants

Amount

Total Charges

Estimated Charges per Participant Amount per participant

2

Charitable portion of amount charged (Box 1 – Box 2) Tax Deductibility Determination: 1. 2.

The payment occurs in the context of a fund-raising campaign in which the charity informs patrons how much of their payment is a deductible contribution, and either (a) The fair market value of all of the benefits received in connection with the payment, is not more than 2 percent of the payment, or $52,whichever is less, or (b) The payment is $104 (adjusted for inflation as described below) or more and the only benefits received in connection with the payment are token items (bookmarks, calendars, key chains, mugs, posters, tee shirts, etc.) bearing the organization's name or logo. The cost (as opposed to fair market value) of all of the benefits received by a donor must, in the aggregate, be within the limits established for 'low cost articles' under section 513(h)(2) of the Code. (Generally, under section 170, the deductible amount of a contribution is determined by taking into account the fair market value, not the cost to the charity, of any benefits received in return. For administrative reasons, however, in the limited circumstances of this subparagraph, the cost to the charity may be used in determining whether the benefits are insubstantial.)

Name of event or activity

Department

Account Number

Completed by Print Completed by Signature

Date University Advancement • 311 .lair Iall • Winston‐Salem, North Carolina 27110

Phone

Transforming Education Transforming Lives

GIFT TRANSIMTTAL FORM University Advancement & WSSU Foundation 311 Blair Hall • Winston-Salem, North Carolina 27110

Phone: 750-3140

Fax: 750-2008

Date:

Department:

Transmitted By:

Contact Phone:

Received By: DONOR

ACCOUNT/FUND NAME

FOUNDATION RECEIPT

FORM OF DONATION

AMOUNT

TOTAL AMOUNT

$0.00

1 2 3 4 5 6 7 8 9 10 11

I have received and verified the above transmitted funds Donor Records Representative

Transforming Education Transforming Lives

Prospect Research Request

Purpose

This form is to request research on a foundation, corporation, or individual considered to be a potential donor.

Instructions

Complete and forward to University Advancement attention Sonia Barbre, or by e-mail to: [email protected]

Requestor:

Date:

Department/College/Division: E‐Mail Address:

Work Phone:

Name of Foundation, Corporation, or Individual to be researched: Address:

Phone Number:

WSSU Affiliation(s) if applicable: Research Format (Check applicable box(s):

Vendor

Friend

Other

.riefing Only

Assets

Full Profile

Capsule Profile

Contact Info Only

Iistory

Other

Date Needed By: In the space below please provide the any relevant information you already have on prospect (alums, trustees, board members, or friends within corporations or an foundation/corporate board):

Requested Research has been: Approved

Denied

By: Research Completed Date: Receiving Office Signature:

_

Forwarded to Requestor Date: _

University Advancement • 311 Blair Hall • Winston-Salem, North Carolina 27110