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STAGES OF ACCEPTANCE

Identification

Identification

No formal acceptance required

Identification

STEP

1

Things to check: Internal Consultation

However...

  • Do they have a PM
  • Do they have DNS/DNC
  • If they have been contacted recently
  • Contact fellow DO!
  • If a partner is deceased
  • be sensitive and cautious

STEP

2

Qualification

Qualification

Know your area

  • Donor centric YES but ..we are matchmakers and work both for the donor and for the Faculty
  • eg knowing the priority areas: prizes vs scholarships
  • Knowing when to engage colleagues in other areas of the portfolio (and right time to add colleague to the opportunity team)

Cultivation

STEP

3

Cultivation

  • If you are at the stage of producing a discussion paper you should speak to your faculty leaders to understand their priority areas.
  • Chat to your academic prior to approaching a donor with a concept
  • As a courtesy, within FASS we always share discussion papers with the relevant delegate as well as school or manager area to keep them in the loop.

Delegations of Authority

FASS Delegates

Solicitation

STEP

4

Solicitation

Making the ask!

  • Proposal time!
  • Share proposal with relevant head of School/delegate (confirmation from area as well as delegate, GI will ask for this later on)
  • Internal consultation required as well.
  • Gift Feasibility, and NEIL!
  • NOTE: Due Diligence is required to accept any gift over $100k. Make sure to raise a case to PD around this stage so that paper work is complete if gift moves ahead.

Internal Consultation: Gift Feasibility

Acceptance

STEP

Acceptance!

Process, process, process

5

  • Once the gift feasibility has been approved, and a verbal yes has been received from the donor, the process of formal acceptance can commence!

Gift Letter: If < $100k

Deed Poll/Deed of Gift: If > $100k

Draft Gift Acceptance Instruction

< or > $100k

  • If anticipated to be >$100k please ensure you have request a due diligence report to be created from PD.
  • Once verbal yes has been received (and noted in the opportunity) draft Gift Acceptance Instruction form if >$100k, or draft gift letter if <$100k, and raise a case in Jarvis for Gift Implementation to review. Attach draft as well as the proposal to the case and be prepared to share any more information with GI if they request it.
  • Depending on complexity of gift, you may need to meet with GI/communicate with OGC or chat to Demelza to finalise the draft Gift letter or deed.
  • Share this draft with the faculty and then the donor for their comments/review.
  • Return to GI and request an executed copy.
  • Have this signed by the relevant delegate and then the donor.
  • Attach scanned deed to opportunity and move to Gift handover stage.

Comments from Alexia!

Policy and Procedure

Refer to:

  • Gift Acceptance Policy 2013
  • https://www.sydney.edu.au/policies/showdoc.aspx?recnum=PDOC2011/5&RendNum=0
  • Gift Acceptance Procedures 2014
  • https://www.sydney.edu.au/policies/showdoc.aspx?recnum=PDOC2011/6&RendNum=0

The above links are University policies - that apply to everyone and are the fundamental principles for gift acceptance.

Gift Handover Stage

When signatures have been received....

Before calling a GI meeting, ensure:

1. The deed or gift letter is signed by both the donor and the delegate

2. The highlights section in the opportunity has been filled (this includes the verbal yes box)

3. "Contact Roles" need to be added to the opportunity (including primary donor contact, accepting delegate, lead academic (if applicable)

3. Any expectations from the donor not recorded in the deed/gift letter are included in the "Expectations/conditions" section in the opportunity

4. Upload relevant documents in Notes and Files section of opportunity (signed deed, proposal, delegate acceptance, etc)

Then, move opportunity to Gift Handover stage and raise a Case to organise a GH meeting.

Contacts

Useful Contacts

For queries relating to gift paperwork, such as drafting Deeds of Gift or letters to send to donors:

Feasibility: Cate Parsons

Deed drafting / OGC matters: Alexia Nicholson

For Handovers for new gifts

Duysal Artan

Genevieve Reeves

For queries relating to KPIs and reporting

Alain Gasquet

For queries relating to receipts, gift processing, gift administration

Advancement Services Gifts inbox

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