University of Bradford Developmentpolicy and Ethical Fundraising Policy

University of Bradford DevelopmentPolicy and Ethical Fundraising Policy

Contents

Vision

Introduction

Vice Chancellor’s Statement

Aims and Objectives

The Fundraising Team and Supporting Structures

Procedures for Schools / Departments

Appendix 1: Fundraising Steering Group – Terms of Reference

Appendix 2: Fundraising Project Proposal

BUDGET

KEY PERSONNEL

Appendix 3: Template Gift Agreement

Appendix 4: Ethical Fundraising Policy

A. Donor’s Rights

B - Financial Accountability

C - Tokens of thanks

D. Acceptance of donations

E - Repayments of donations

Appendix 5: University of Bradford Fundraising Team – Services for Schools and Planning Units

Appendix 6: Conflicts of Interest

Vision

External – to enable people to support the University of Bradford through financial donations and other types of gifts, which will be used to extend the University’s mission to celebrate diversity and make knowledge work.

Internal – to establish a framework which positively encourages and facilitates financial support from individuals, grant-making trusts, companies and any other interested organisations for strategic developments within the University.

We will aim to achieve this by developing:

An integrated framework based on face-to-face, telephone, web, letter and email solicitation , which enables the University to get in touch and remain in touch with its supporters for the purposes of friend-raising and fund-raising;
A welcoming programme of regular and well-attended events and activities such as reunions, dinners, and family days (planned in partnership with the Alumni and Corporate Events Teams) at which prospects can be engaged and informed;
The development and maintenance of a prospect database to track prospects / donors through the solicitation / stewardship cycle;
Support for any one area (School, Department etc) within the University to actively engage in fundraising, while at the same time ensuring that all fundraising activity is fully coordinated and conflicts of interest / duplicate approaches are avoided.

Introduction

The aim of the Fundraising function is to encourage and manage philanthropic gifts to the University to support its Aims and Corporate Objectives, as laid out in the Corporate Strategy. Part of the Marketing and Communications Team, the Fundraising Team’s duties will include establishing and operating a framework to enable gifts to be received, helping to build relationships with potential donors, including alumni, charitable trusts, individuals and the corporate sector, management of gifts, stewardship of donors and working closely with Schools and Departments to maximise gift opportunities.

Vice Chancellor’s Statement

“Raising funds through philanthropic giving will help the University of Bradford to fulfil some of its wider educational, social and cultural aspirations. Gifts from individuals, alumni and businesses will be the bedrock on which we can build some of those aspirations. Providing scholarships and bursaries to needy students, giving additional support to students in hardship, helping to fund some of the development and capacity building work we do in the UK and overseas, helping to work in ways that are sustainable and ethical and which build supportive and peaceful communities are some of the things we want to use donations for. It is true that philanthropic giving is new to many of us and will necessitate some changes in our approach. However if we commit to the basic principles associated with raising funds I am confident that a coordinated strategy and a value-driven approach will bring tangible benefits to the University and to its future students”.

Mark Cleary, Vice Chancellor.

Aims and Objectives

The main aims and objectives of the Development Policy at the University are as follow:

Cultivation of potential donors by building mutually-beneficial relationships with the University;
Involving potential donors in the life and aims of the University through events, one-to-one communication and committees;
Working closely with Senior Management to cultivate major donors;
Working with the Press, Alumni, Marketing and Academic teams to identify potential projects and donors and promote giving / publicise gifts;
Providing fundraising advice to University staff, students, alumni and other representatives;
Researching potential donors to identify the most appropriate size and subject of “ask” for each;
Setting up and maintaining a fundraising database;
Setting up and maintaining an online fundraising presence;
Making approaches to Charitable Trusts / Foundations and corporations;
Working with the Alumni team to increase gifts from alumni, including regular gifts, legacies and at reunions;

Working with Finance to receive gifts and match-fund these where possible;
Working with Schools / Departments to develop fundraising capacity across campus;
Working (with Schools / Departments where appropriate) to thank donors for their gifts and to maintain communication throughout the life of each project to increase the likelihood of future gifts.

The Fundraising Team and Supporting Structures

Fundraising is formally based in Marketing and Communications, where it works closely with Alumni Relations, Marketing, Publications, Events, Web and Press Office personnel. Currently the team is made up of a Development Manager and Fundraising Assistant.

There is a wider team of volunteers drawn from University Council and the Schools and planning units, who are senior, experienced colleagues with an interest in and commitment to University development. In addition there are team members from Finance, Research and Knowledge Transfer Support, etc who have a professional interest in Fundraising.

The core function of this team is two-fold: to work throughout the University to build fundraising capacity and to facilitate increased centrally-coordinated relationship-building with donors and potential donors.

The size of the Fundraising team means that it needs to concentrate its activities on securing significant gifts (from alumni and other supporters) that support the institution’s Corporate Strategy. It will focus initially on raising funds for projects at a University level. Schools and Departments that wish to fundraise will be invited to work within a framework devised by the University to support their efforts. This framework will aim to provide an advice and coordination service to enable Schools / Departments to fundraise more effectively for themselves. This advice may include information on tax-effective giving, research on potential major donors and fundraising guidance. Guidelines for how this service will work are outlined in Appendix 5.

The Fundraising Team is supported by a Fundraising Steering Group (FSG), chaired by the Vice Chancellor, which meets to agree strategy and review implementation and progress. This group also includesSue Kershaw,Director of Finance; Alison Darnbough,Director of Academic Administration; Sarah Verbickas,Fees & Bursaries Officer; Andrew Day,FordProfessor of Quality Eng; Professor Arthur Francis,Dean of The School of Management; Ian Rowe,Director of Research & Knowledge Transfer; Ian Thompson,University Council; Jawahar Dhutia,Graduate Association; Clive Wilson, Director of Estates; Students’ Union Representative; Carol Vickers, Development Manager; Erran Leith, Fundraising Assistant. See Appendix 1 for the Group’s Terms of Reference.

A subset of the FSG is the Fundraising Action Group (FAG), which meets regularly to plan fundraising activities and includes two academic fundraising ambassadors, currently Professor Andrew Day and Professor John Cusworth.Their role involves providing high-level academic leadership for fundraising including the involvement of academic staff.

This group also includesAlison Darnbrough, Director of Academic Administration; Helen Morris, Head of Marketing and Communications; Andrew Day,FordProfessor of Quality Eng; John Cusworth, Professor of International Development Management; Ian Rowe, Director of Research & Knowledge Transfer; Keith Waddingham, Deputy Director of Finance; Jawahar Dhutia,Graduate Association; Sonia Mahmood, Peace Education Officer; Carol Vickers, Development Manager; Erran Leith, Fundraising Assistant.

Procedures for Schools / Departments

It is essential that Fundraising activities throughout the University are coordinated by a specialist team and therefore the Fundraising Team must be contacted before any member of staff or other representative approaches a potential donor. This applies even where the relationship between the University and the donor is not a new one, as we need to build a complete picture of the relationships involved in order to avoid duplicate approaches and, thereby, the risk of losing gifts through a lack of coordination. Application processes for Research Council funding and Knowledge Transfer activities will not be managed by the Fundraising Team but it is expected that any contact with charitable trusts / foundations or corporate entities will be notified to the Fundraising Team in order to keep the database up-to-date and minimise duplicate approaches.

Similarly, it is vital that Schools and Departments alert the Development and Alumni Teams to any fundraising activities they wish to carry out with their alumni, to ensure that these are integrated into a coordinated annual plan, taking into account the University’s Alumni Annual Fund, which will run from 2010, when an initial 5,000 alumni will be contacted. The Alumni Annual Fund will approach alumni first in writing and then by telephone. Those people who do not wish to receive a call will have a chance to “opt-out” prior to a call. The Annual Fund calls will be carried out by trained students, and the responsibility for the organisation of these activities will rest with the Alumni Office. Alumni will be asked to donate at a level tailored to their circumstances and donations will be collected in a central fund, to which Schools and Departments will be able to bid for project funding.

Anyone wanting to propose a potential gift opportunity (such as a sponsored post, improvement to facilities, research project, event seeking sponsorship or scholarship / bursary) should first complete the short Fundraising Project Proposal in Appendix 2. This should be submitted to

, where all proposals will be collated and submitted to the Fundraising Action Group / Fundraising Steering Group as appropriate. These groups will decide which projects will become University Fundraising Priorities, based on the size of the project, the likelihood of gaining support and how closely it aligns to the University’s Corporate Aims and Objectives.

Those projects not selected as priority projects may still receive help and advice from the Fundraising Team and if fundraising is then carried out by the proposing School / Department, staff will need to notify the Fundraising Team of their plans / progress on a regular basis, to avoid multiple approaches to a donor from different sections of the University.

When a gift is received by a Department, it should be paid in through the Payzone, using the correct reference code, which is D plus a 4 digit number for a specific Department / project (e.g.D2500) or 37007-13506 for unrestricted gifts (not allocated to any one project or School). This reference number will be obtained by the Fundraising Team from Principal Clerk, Accounts and Cash, and should also be written on the corresponding Gift Agreement form (see Appendix 3) to ensure that the donation is used for the purpose specified by the donor. The Fundraising Team will receive periodic reports showing donations received. Interest and Gift Aid attributed to each D-coded fundraising account will be allocated back into that account, and therefore count towards the fundraising total for that campaign.

Matched funds will be sought from HEFCE for appropriate donations. Matched funding will be allocated to the project for which the donation was received, except in cases where the donor is happy for Matched funding to be allocated elsewhere within the University. It is acknowledged that there is a 1-year delay in receiving MatchedFunding and therefore any project dependent on this may not begin until this is received.

Each gift to the University should be accompanied by a Gift Agreement (Appendix 3). This is a document that shows the purpose of the gift, any payment schedule or specific naming terms (added as necessary in conjunction with the University’s Legal Advisor) and any conditions of termination. These agreements also include a clause allowing for an alternative use of the gift if the original gift purpose ceases to be possible / practical. These agreements should also be completed for gifts in kind, such as donations of equipment or materials, including an estimated value for the gift, as these may have tax implications.

All gifts of money or in kind will count towards the University’s fundraising total, which will be regularly reported to the Fundraising Steering Group. The University reserves the right to refuse any fundraising project or approach where this is deemed to be against the best interests of the University.

Where a donation has been made of more than £1,000, it is expected that the University Development Team will mainly coordinate the stewardship of the donor. Where a gift of less than £1,000 has been received, it is expected that the recipient School / Department will mainly coordinate the stewardship of the donor. In either case, it is understood that both the Development Team and the recipient School / Department will be involved in maintaining a relationship with the donor following the gift, and each activity involving the donor must be registered on the donor’s record, within the Development and Alumni Team database, ThankQ. These activities could include visits to the School / Department, visits from University staff to the donor, newsletter, invitations, written and telephone correspondence or attendance at a larger event such as a scholarships ceremony or graduation.

Appendix 1: Fundraising Steering Group – Terms of Reference

To take a leadership role in developing a fundraising culture throughout the University
To advise on the development of fundraising capacity in the University
To approve a Development Strategy and Policy for the University
To agree priority areas for fundraising campaigns
To review progress with the implementation of the Development Strategy

Appendix 2: Fundraising Project Proposal

University of Bradford – [DEPARTMENT / SCHOOL][Date]

Proposal for

[Project Name]

Introduction

Introduce your project here.

Please explain how and why you want to carry out your project, and what it will achieve.

For example, how many people will benefit from your project, how will it affect people’s lives, will it enable people to do something they could not previously do, or solve a common problem?

You may also wish to include why you / your team are the most appropriate to carry out this project. (Maximum 500 words)

NEEDS / PROBLEMS

Identify the needs or problems to be addressed. Include the target population and any statistical information that you may have. Ideas for information to include here are: (Maximum 50 words per section)

Length of time needs/problems have existed
Whether problem has ever been addressed before, and what the outcome was
Impact of problem to target population
Impact of problem to surrounding populations

GOALS / OBJECTIVES

State the desired goals and objectives to address the needs/problems stated above. (Maximum 50 words per Goal)

Goal 1
Goal 2
Goal 3

TIMETABLE

Provide detailed information on the expected timetable for the project. Break the project into phases, and provide a schedule for each phase.

Description of Work / Start and End Dates
Phase One
Phase Two
Phase Three

BUDGET

State the proposed costs and budget of the project. Also include information on how you intend to manage the budget.

Description of Work / Anticipated Costs
Phase One
Phase Two
Phase Three
Total / £ 0.00

KEY PERSONNEL

List the key personnel who will be responsible for completion of the project, as well as other personnel involved in the project.

EVALUATION

Discuss how progress will be evaluated throughout and at the end of the project. (Maximum 200 words)

POTENTIAL FUNDERS

Provide the names and addresses of individuals and companies who you think might support and endorse the project, or who you would like to approach for funding:

STEWARDSHIP

How do you plan to involve the donor(s) in the life of the project / School / Department after the funding has been received?

Appendix 3: Template Gift Agreement

Gift Agreement Form

Name......
Address......
...... Postcode......

Email......

Telephone…………………………………………………………………………………………..…………….…………………..

Gift Aid declaration

Please treat:

 This gift of £ as a Gift Aid donation; OR

 All gifts of money that I make today and in the future as Gift Aid donations; OR

 All gifts of money that I have made in the past 6 years and all future gifts of money that I make from the date of this declaration as Gift Aid donations.

You must pay an amount of Income Tax and/or Capital Gains Tax for each tax year (6 April one year to 5 April the next) that is at least equal to the amount of tax that the University of Bradford will reclaim on your gifts for that tax year.

Date………………………………………………… Signature……………………………………………………………………

Please notify the University of Bradford if you:

1. Want to cancel this declaration.

2. Change your name or home address.

3. No longer pay sufficient tax on your income and/or capital gains.

We will reclaim 28p of tax on every £1 you gave up to 5 April 2008 and 25p of tax on every £1 you give after 6 April 2008. The Government will pay us an additional 3p on every £1 you give between 6 April 2008 and 5 April 2011. This transitional relief does not affect your personal tax position. If you pay income tax at the higher rate, you must include all your Gift Aid donations on your Self Assessment tax return if you want to receive the additional tax relief due to you.

I wish to make a gift to:

Where the need is greatest (PLEASE QUOTE 37007-13506):

The Capital Campaign (PLEASE QUOTE D9133-10099):

The Braduate Fund (PLEASE QUOTE D9134-10099):

Scholarships (PLEASE QUOTE D9135-10099):

Other: ……………………………………………………………………………………………………