Title: Campaign and Fundraising Priority Setting Policy
Date Established: April 15, 2011
Office with Administrative Responsibility: Alumni Relations and Advancement
Approver: Vice-President, External (or other individual as designated by the President)
Revision Date(s): October 2020
Purpose
The purpose of this policy is to ensure that fundraising activities serve the best interest of the institution as a whole and supports the university priorities to the fullest extent possible.
Application and Scope
This policy applies to all persons involved with campaigns and fundraising projects to advance the University’s mission and strategic priorities.
Exceptions to the Policy
Exceptions to this policy may only be stipulated by the President & Vice-Chancellor.
Policy Statement
As the University of Windsor (the “University”) continuously strives to build philanthropic support for its work, the Alumni Relations and Advancement Department will align its programs to the strategic direction, vision, mission, reputation and priorities of the University. The ultimate establishment of fundraising priorities rests with the President & Vice-Chancellor in consultation with the Board of Governors.
This Policy establishes mechanisms and procedures to ensure that:
- all significant projects and proposals for fundraising support are reviewed and considered.
- significant fundraising proposals are constructed in terms of the vision, mission, reputation and strategic direction of the University.
- Faculty and departmental projects and priorities are compatible with University priorities.
- approaches to donors are carefully coordinated through prospect clearance.
- the efforts of development officers are directed and informed by the University's priorities, and;
- fundraising programs are to follow best practices in the field of advancement to ensure success and program integrity.
Policy Interpretation
The Alumni Relations and Advancement Department raises funds for the University from non-government sources, such as philanthropic donations from alumni, students, parents, faculty and staff, corporations, foundations and other friends of the University. The Alumni Relations and Advancement Department additionally may play a key role in fundraising from governments for infrastructure or special projects.
The Alumni Relations and Advancement Department may carry out fundraising initiatives in support of scholarships and awards for students, fellowships, academic chairs and professorships, capital projects and renewal programs for classrooms, laboratories, other facilities in the University physical plant, athletics and recreational services, outreach and communications, student development and support, campus beautification and other projects assigned by the President & Vice-Chancellor.
The primary office for advancing government and private foundation funding for Research and Innovation, including research partnerships with private industry is the Office of Research and Innovation Services. However, the Alumni Relations and Advancement Department may engage with philanthropic donors who wish to support specific areas of research or creative activity.
Fundraising Priorities
Advancement will work with the Provost’s Council (including the Deans and Department Heads), President & Vice-Chancellor and Board of Governors to establish annual fundraising priorities and programs designed to raise the private support necessary to help fulfil the University's strategic plans and objectives.
1. Fundraising priorities will be submitted to the Vice-President, External (or other individual as designated by the President) annually for approval and presented to the President for final approval, and where appropriate, Board of Governors. This plan will form the basis of fundraising programs developed and implemented across campus.
2. All fundraising programs will be fully compliant with the terms of the relevant policies and guidelines of the University, the requirements of the Canada Revenue Agency and guidelines of relevant bodies including the Council for the Advancement and Support of Education (CASE) Statement of Ethics, Association of Fundraising Professionals (AFP) and our own Donor Bill of Rights.
3. All fundraising programs will be managed and coordinated in close collaboration with the Advancement Office with a strict adherence to prospect clearance requirements established by that Office.
4. All fundraising programs at the University will emphasize donor stewardship.
5. The Alumni Relations and Advancement Department and Finance Department together will be responsible for maintaining and supporting the University's Fundraising Database Information System, the print and electronic records associated with fundraising programs and for guaranteeing policy and procedures that respect confidentiality and anonymity, in accordance with Canadian law.
Fundraising Approval
1. Faculties, and departments that wish to embark on fundraising initiatives must submit a proposal through an established process for review and approval by the Vice-President, External (or other individual as designated by the President). This exchange of information is essential to the effective coordination of fundraising activities and priorities and will assist in ensuring the consistency and alignment of faculty plans with University plans and priorities.
2. Fundraising proposals must contain:
a) a brief description of the project and how it aligns with the University's strategic direction;
b) a proposed timetable for implementation;
c) a financial target;
d) prospective donor lists or specific target audience/sector;
e) an appropriate contact;
f) any financial or staff resources allocated to the project; and
g) comments of the Dean or Department Head.
3. Once a fundraising proposal has been formally approved, any solicitation of corporations, foundations, or individuals must conform to the University's Prospect Clearance process, as managed by the Alumni Relations and Advancement Department.
Campaign
A Campaign can be in multiple forms, depending on the project requiring funds. A capital campaign is an intensive fundraising effort designed to raise a specified sum of money within a defined time period to meet the varied asset-building needs of an organization.
A second type of campaign is the comprehensive campaign, which aims for a longer fundraising program based on a long-term analysis of the organization's needs and direction. This form of campaign can wrap together capital projects, endowment and operating expenses as its purpose, and use a variety of fundraising activities.
A Campaign will occur over a number of years at the discretion of the Vice-President, External (or other individual as designated by the President) and typically be carried out in three phases:
1. Advance Phase
The Advance Phase is the period before the silent phase. Some gifts in advance of a campaign may be received and will be counted in the reports of campaign contributions.
2. Quiet Phase
The Quiet Phase of a Campaign lasts two or three years; usually more than 60% of the target funds have been raised through gifts or pledges prior to the end of the Quiet Phase.
3. Public Phase
The Public Phase follows the public announcement of the campaign and will include incremental announcements of gifts and pledges (although some will have been received in the quiet phase) to create inertia and momentum. This Public Phase ends at a date announced at the beginning of this phase, or as modified by the President.
The timeline of the Campaign will be decided by the President, in consultation with the Vice-President, External (or other individual as designated by the President).
Distribution & Communication
This policy will be made available to all Finance and Alumni Relations and Advancement departmental personnel by way of a formal Policy Bulletin (upon approval) and posted to a central, accessible location. A formal policy memorandum will be drafted and sent to campus partners directly impacted by this policy. Future incidental reviews of the policy will be communicated to campus partners as appropriate. Policies that impact all staff and/or all faculty and/or all students will be posted to the University of Windsor Central Policies Database.
Roles and Responsibilities
The Alumni Relations and Advancement Department will proceed with Campaigns and Projects using University Advancement policies and procedures for Gift Acceptance, Stewardship, Prospect Clearance, Fundraising Events and any other policies which apply.
Monitoring and Compliance
The Vice-President, External (or other individual as designated by the President) will designate a resource to act as Policy Custodian of this policy. The designated Policy Custodian will be responsible for establishing a compliance framework which supports the ongoing monitoring and reporting of policy issues. The designated Policy Custodian will also conduct an annual review and provide a summary report to the Vice-President, External (or other individual as designated by the President) by April 30th annually.
The policy will undergo a formal review every three years. The policy may be subject to a review before the three-year term if:
- changes in legislation impact the policy,
- a specific incident necessitates a review of the policy, or
- a request for review is made by the Board of Governors.
Cross-References:
Council for the Advancement and Support of Education (CASE)
Statement of Ethics, Association of Fundraising Professionals (AFP)