University Fundraising Policy

Please note that this policy has not yet been converted to the new format.

1.  Introduction

Key to the success of the University Development/Fundraising program will be our institutional ability to approach fundraising in a disciplined and coordinated way.

The term "fundraising" used within the framework of this policy refers to all funding or funding requests from non-government sources. This includes philanthropic gifts or sponsorship funding from corporations, private donors, trusts and foundations.

The University Development and Alumni office is part of Marketing and Public Affairs division (MAPA) and is the central bureau for all university fundraisers, acting as an advisory service, a repository of information on all donors and prospective donors and as a clearinghouse for all fundraising campaigns, appeals, submissions and approaches.

2.  Purpose

The purpose of this policy is to put in place fundraising procedures and protocols designed to assist faculties in maximising their fundraising potential and to ensure that:

• All university fundraising is consistent and of a consistently high standard
• Duplication of approaches and submissions is eliminated
• Donors and sponsors are properly recorded and acknowledged
• A high degree of coordination and discipline exists between faculties, and the university looks and acts like one united institution
• All campaigns and appeals receive the support and endorsement of the university

3.  Development and Alumni Office

The Development and Alumni office is the University’s internal consultant on all matters relating to fundraising. It is charged with the responsibility of providing best practice advice, training and assistance on:

• Major gift campaigns

• Capital campaigns

• Annual giving appeals

• Corporate giving and sponsorship

• Bequest & planned giving programs

• Campaign Committee and volunteer development

• Prospect research and tracking

• Donor and sponsor stewardship

• Tax consideration relating to gifts made to the university

4.  University Fundraising Protocols

All fundraising activity undertaken at Monash University requires the endorsement of the relevant Dean or equivalent and, for major campaigns, of the Vice Chancellor. The Development and Alumni office provides advice as necessary.

After liaising with the Development and Alumni office all university fundraisers are required to present draft campaign plans/gift proposals (greater than $10,000), to the Dean and or Vice Chancellor for endorsement. The draft plans/proposals will include, inter alia:

• Suggested names of all people to be associated with the campaign e.g. campaign committee members and "Asking Team" members
• An indication of prospective donors and reasons for choosing them
• Draft materials e.g. campaign case statement
• Details of any naming rights proposed to be offered as recognition (for approval by University Council Physical Resources Sub-committee) to prospective donors
• All other benefits proposed to be offered as recognition to prospective donors
• Campaign timelines
• An outline of resources and budgetary requirements

5.  Consultation & Coordination

The Development and Alumni office will consult with all faculties on the recruitment of fundraising staff to ensure new staff are properly inducted, trained and supported as part of the university fundraising network.

The office provides advice on:

• How to manage a major gift program – strategies and systems for identifying and cultivating prospects to the point of asking
• Best practice for campaign and major gift donor stewardship

The Development and Alumni office respects the confidentiality of all campaign information. All university fundraisers actively engaged in major gift work automatically become members of a central University Prospect Management Committee (chaired by the Director, University Development and Alumni) which tracks progress on the cultivation of prospective donors to specific campaigns, share ideas, successes and disappointments and, importantly, resolve any disputes relating to conflicting approaches to prospective donors.

Once the campaign or gift approach has been endorsed, university fundraisers are required to utilise the university major gift prospect management system to document track and evaluate the success of all approaches made to prospective donors so that:

• Donor and prospective donor records on database are kept up to date
• Donors are appropriately acknowledged and thanked according to the level of their giving
• Gifts are properly recorded and processed through database and the university financial system
• Pledged gifts and instalment dates are recorded for reminder/follow-up by the assigned fundraiser
• The Vice-Chancellor’s Group, Deans, University Council and the University Foundation may be informed of university fundraising activity and results

This fundraising policy and all university fundraising and alumni activity is underpinned by the services of the "Advance" Development Database which is managed and maintained by the Development and Alumni office. The database is an important tool in implementing and monitoring the university’s marketing, development, and alumni strategies. The database provides access to key information regarding the broader Monash community, the corporate world, alumni, donors and prospective donors.

Information regarding the rules for accessing and using the Advance Database see Business Systems Services