Fundraiser/s

Advancement Unit

Director, Marketing Advancement and Community Engagement

Initial negotiations will be held with potential donors in relation to a gift or pledge.

The negotiations will consider whether the gift is a tied gift or untied gift, and whether any recognition will be given to the gift.

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Advancement Unit

Director, Marketing Advancement and Community Engagement

Upon receipt of a potential gift or pledge, the Advancement Unit will contact both Finance and Legal as and when required, to determine if the gift or pledge meets the University’s DGR status and is compliant with the University’s gifts Policy.

Assessment of potential gift

$10,000 - $99,999.99

$100,000.00 - $249,999.99

$250,000.00 and above

Director, Marketing Advancement and Community Engagement

Deputy Vice-Chancellor (Engagement)

Vice-Chancellor and

Deputy Vice-Chancellor (Engagement)

Advancement Committee /

Chancellor

The Director, Marketing Advancement and Community Engagement may refer gifts of less than $10,000 to the Committee or to members with delegated authority where there may be an issue of principle involved.

Recommendations to the Advancement Committee or to members with delegated authority will be made by the Director, Marketing Advancement and Community Engagement for all gifts valued at $10,000 and above. 

The Vice-Chancellor and/or Deputy Vice-Chancellor (Engagement) may refer a gift valued at less than $250,000 to all members of the Advancement Committee for approval if there is a concern or an issue of principle.

Offers of gifts valued at $250,000 and above will be submitted to all members of the Advancement Committee.  The acceptance or non-acceptance of a gift will be determined by the responses of at least three members of the Committee.  If a majority decision cannot be reached, the Chancellor’s decision will prevail.

Decisions about the acceptance or non-acceptance of gifts will be conveyed to the Director, Marketing Advancement and Community Engagement by the Advancement Committee or by members with delegated authority within three (3) working days of submission however the time period for a decision may be extended if there is a concern or an issue of principle.

The University retains absolute discretion to refund a gift if it sees fit.

Advancement Unit

Director, Marketing Advancement and Community Engagement

Ensure a Gift Agreement is in place for fundraising activities over $10,000

Processing a  Bequest

Upon receipt of a potential bequest, the Advancement Unit will contact both Finance and Legal as and when required, to determine if the bequest meets the University’s DGR status and is compliant with the University’s gifts Policy.

The following should be used for a general bequest to the University:

“I GIVE to  Federation University Australia (“the University”) of University Drive, Mount Helen in the State of Victoria or its successors in law, the sum of $........ (“the gift”) for such general purpose as the Vice-Chancellor of the time being thinks fit, and I DECLARE that the receipt of the Vice-Chancellor or any other proper authorised officer of the University shall be sufficient to discharge to my executors/trustees for the gift”.

Upon receipt of a potential property bequest, the Advancement Unit will contact both Finance and Legal as and when required, to determine if the property bequest meets the University’s DGR status and is compliant with the University’s gifts Policy.

“I GIVE to  Federation University Australia of University Drive, Mount Helen in the State of Victoria or its successors in law, the sum of $...... or $........ of my residual estate (“the gift”) and request that the gift shall be applied for the general purpose of ........................ (name of program) or ....................... (scholarship) within the Federation University Australia.

AND I DIRECT that, should the specific or general intention of my bequest fail for any reason, then I GIVE the gift to the Vice-Chancellor of the University for the time being, to be applied in as similar a way as possible to my original intention as the Vice-Chancellor decides in his or her absolute discretion.

1.   Process into Contributor Relations

All gifts of cash, cheque or credit card must be entered into Contributor Relations.

2.    Revenue Collection Reconciliation

Once processed, a Revenue Collection Reconciliation form needs to be produced from Contributor Relations.

3.    Finance Receipt / Tax Invoice

The Revenue Collection Reconciliation form needs to be signed and taken to Finance to be processed with the cash, cheque or credit card payment.

Finance will produce a receipt / tax invoice and provide a stamped copy of the Revenue Collection Reconciliation form showing that the payment has been received by Finance.

4.    Produce Gift Receipt

An official tax deductible gift receipt or non tax-deductible gift receipt is then to be produced from Contributor Relations.

5.    Thank you letter

A thank you letter and official gift receipt must be sent to the donor within five (5) working days of the gift being received.

1.    Create a Tax Invoice

A Tax Invoice must firstly be created through myFinance.

2.    Process into Contributor Relations

Once the tax invoice has been paid, the gift by BPAY or Direct Deposit must be entered into Contributor Relations.

3.    Produce Gift Receipt

An official tax deductible gift receipt or non tax-deductible gift receipt is then to be produced from Contributor Relations.

4.    Thank you letter

A thank you letter and official gift receipt must be sent to the donor within five (5) working days of the gift being received.

1.    Council Remuneration Pledge form

Council members interested in donating to the Federation University Australia Foundation fill out a Council remuneration form.  This data is then entered into Contributor Relations as a pledge for the next 12 month period.

 2.    Payroll

Advancement Unit staff will download data from the University’s PowerBudget system showing all Council members giving to the Federation University Australia Foundation on a monthly basis.

3.    Process into Contributor Relations

Advancement Unit staff then upload a file from PowerBudget on a monthly basis into Contributor Relations.

4.    Produce Gift Receipt

At the end of the financial year, an official tax deductible gift receipt or non tax-deductible gift receipt is then to be produced from Contributor Relations.

5.    Thank you letter

A thank you letter and official gift receipt must be sent to all Council donors at the end of the financial year.

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Processing a gift received through Staff Giving

1. Staff Giving Pledge form

Staff members interested in donating to the Federation University Australia Foundation fill out a staff giving form.  This data is then entered into Contributor Relations as a pledge for the next 12 month period.

2. Payroll

Advancement Unit staff will download data from the University’s PowerBudget system showing all staff giving to the Federation University Australia Foundation on a monthly basis.

3. Process into Contributor Relations

Advancement Unit staff then upload a file from PowerBudget on a monthly basis into Contributor Relations.

4. Produce Gift Receipt

At the end of the financial year, an official tax deductible gift receipt or non tax-deductible gift receipt is then to be produced from Contributor Relations.

5. Thank you letter

A thank you letter and official gift receipt must be sent to all staff donors at the end of the financial year.

The Advancement Unit will produce receipts for all individuals and organisations that make gifts to the University within five (5) working days of the gift.  

All receipts must contain the following information:

A thank you letter will be sent to the donor with the official gift receipt advising the donor on the use of the funds donated and the impact of their giving.

Choose the type of fundraising activity to be undertaken eg:-

All fundraiser/s

Advancement Unit

Vice-Chancellor

Deputy Vice-Chancellor (Engagement)

Deputy Vice-Chancellor (Research and Innovation)

A fundraising request form must be completed for all fundraising campaigns and initiatives.

The fundraising request form must include a donor list and the proposed fundraising material to be used.

The Vice-Chancellor must approve all University-wide fundraising campaigns and initiatives.

The Deputy Vice-Chancellor (Engagement) must approve all fundraising campaigns and initiatives for Schools.

The Deputy Vice-Chancellor (Research and Innovation) must approve all research funding applications where the income received is a donation.

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Donor List

A complete list of the potential and/or current donors for the fundraising activity must be provided before beginning or upon ratification of the fundraising activity.

Only potential and/or current donors approved via the fundraising request form can be contacted. 

All fundraiser/s

Advancement Unit

Advancement Unit

Director, Marketing Advancement and Community Engagement

Upon receipt of a potential gift or pledge, the Advancement Unit will consider any naming rights requests with the donor in conjunction with the Director, Marketing Advancement and Community Engagement and the Advancement Committee as necessary.

Fundraiser/s

Advancement Unit

Use the contact report template.

Always complete the contact report as soon as possible after an interaction with a prospect to ensure that you remember significant details.

When possible the contact report information should be entered directly into Contributor Relations and filed with the Advancement Unit.

Research is undertaken on key information about each prospect such as giving history and priority giving areas.

When possible the research information should be entered directly into Contributor Relations and filed with the Advancement Unit.

Once research has been undertaken, ‘ratings’ will be assigned to a prospect in accordance to a key criteria, such as capacity to give, an inclination to give, strength of connection / affinity to the university, readiness to give and predicted level of giving.

Once a key criteria has been assigned, the fundraiser/s will work with the Advancement Unit in relation to proposed timeframe for the targeted ask.

When possible the key criteria information should be entered directly into Contributor Relations and filed with the Advancement Unit.

Fundraiser/s

Advancement Unit

The fundraiser’s in conjunction with the Advancement Unit will devise and assign a solicitation strategy to each prospect, which could include contact methods, identifying when the prospect may be invited to an event, which staff member will be introduced to the prospect, and an appropriate project that may interest the prospect.

When possible the solicitation strategy should be entered directly into Contributor Relations and filed with the Advancement Unit.

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Developing a schedule that will lead to an ask