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Advancement Services June, 2008

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Page 1: Advancement Services June, 2008 Advancement Services June, 2008

Advancement ServicesJune, 2008

Page 2: Advancement Services June, 2008 Advancement Services June, 2008

Agenda

What is Advancement Services?What is a charitable donation?Donor Bill of RightsWhy do I need to send charitable donations to

Advancement Services?Example of IRS Tax Receipt and

AcknowledgementCorporate SponsorshipsThings to Keep in MindHow to contact Advancement Services

Page 3: Advancement Services June, 2008 Advancement Services June, 2008

What is Advancement Services?

Advancement Services department supports the fundraising and alumni relations departments of Case Western Reserve University. This is accomplished by providing high quality technology and information management services for advancement professionals in the schools and in central University Relations and Development, including:

Gift & Biographical Data AdministrationFinancial Reporting & Data AnalysisCentral FilesAdvancement Systems, Technical Services

& TrainingProspect ResearchProspect Management & Tracking

Page 4: Advancement Services June, 2008 Advancement Services June, 2008

What is Advancement Services?

Responsible for receipting and

recording all charitable donations

Responsible for producing the Official University Tax Receipt

Responsible for Tracking Pledge

Receivables

Insure Donor Intent is followed

Responsible for the maintenance of all

biographical information

Record current address information for all alumni

and friends – 31,000 changes on avg. per year

Record valid phone numbers for alumni

(86% valid)

Record valid email addresses for alumni

and friends (48% valid)

Responsible for the official internal and

external private support and attainment reports

Responsible for the submission of the Annual

Voluntary Support of Education Report (CAE)

Produce monthly reports for the Board of Trustees by School on fundraising

attainment

Produce Honor Rolls of Donors for

Publication

Gifts Processing

Bio Maintenance

Financial Reporting

Page 5: Advancement Services June, 2008 Advancement Services June, 2008

What is Advancement Services?

Responsible for Maintaining all Incoming and Outgoing

Documents related to Prospects and Donors

Responsible for maintaining hard copy

records that have legal, historical and administrative value

Responsible for distribution of

Central Files to requestors

Provides Technical Support to the office of

University Relations and Development

Provides Training on the Wizard

System

Provides Report Production for UR&D

(26,800 reports in 2007)

Provides technical support for Wizard, SCC, Alumni Giving/Directory website

Responsible for the tracking and maintenance

of records relating to prospects of CWRU

Provide in-depth research on major prospects of the

university

Analyze Data mining results and recommend strategy for cultivation of

prospects

Develop Portfolios for Development Officers

and track performance

Central Files

Information Processing

Prospect Research &

Mgt

Page 6: Advancement Services June, 2008 Advancement Services June, 2008

What is a Charitable Donation?

A contribution received by an institution for either unrestricted or restricted use in the furtherance of the institution for which the institution has made no commitment of resources or services other than possibly committing to use the gift as the donor specifies. Charitable grants typically come from a corporation, foundation, or other organization rather than from an individual.

SOURCE: CASE Management Reporting Standards, page. 24

Page 7: Advancement Services June, 2008 Advancement Services June, 2008

Donor Bill of Rights

Page 8: Advancement Services June, 2008 Advancement Services June, 2008

Why do I need to send charitable donations to Advancement Services?

1. We use CASE* Management Reporting Standards as guideline for gift entry, so all data is consistent with other American university gift processing standards. This information is used to rank us against our Peer Institutions.

2. We are audited every year by the CWRU Internal Audit staff and the University’s external auditor to insure donor intent has been followed

3. Gifts Processing generates the official University tax receipt for donors to use when proving charitable donations to the IRS

4. Gifts Processing tracks pledges and subsequent payments to the University, and generates the official University pledge reminders for donors

5. The data tracked by the Gifts Processing unit enables the University’s Donor Relations Office to properly thank and steward donors to CWRU

6. Gifts and pledges are processed daily. The gift processing update program is run nightly and updates the University Financial Management System.

7. Advancement Services produces the official University attainment reports for internal and external use from data entered in the Wizard system. For example, these reports are used by the President, the Board of Trustees, and U.S. News and World Reports, among a host of other users

8. Advancement Services produces the official Honor Roll of Donors for the schools and the university as a whole. Donors expect to be listed in these publications

*CASE: Council for Advancement and Support of Education

Page 9: Advancement Services June, 2008 Advancement Services June, 2008

Sample of University Tax Receipt and Acknowledgement

123 Main StreetCleveland, Ohio 44106

Page 10: Advancement Services June, 2008 Advancement Services June, 2008

Corporate Sponsorships

Corporate sponsorships are becoming more common

Corporations and other organizations often give money to institutions to sponsor activities or events, and in return, receive recognition or other benefits.

The determining factor of whether corporate sponsorship donations are fully charitable is whether the recognition received constitutes advertising or whether the donor receives other substantial benefits as a result of the sponsorship, i.e. dinner tickets

Page 11: Advancement Services June, 2008 Advancement Services June, 2008

Corporate Sponsorships, con’t

There are many factors to consider when determining the portion of the sponsorship that may be charitable, such as:

the sponsorship should not be contingent on event attendance, ratings, or public exposure

there should be no qualitative advertising of the sponsor’s products or services

Please work with Advancement Services PRIOR to any event that seeks Corporate Sponsorships. We will help determine the charitable amount of the corporate sponsorship based upon any quid pro quo factors that may exist.

Page 12: Advancement Services June, 2008 Advancement Services June, 2008

Things to Keep in Mind

Advancement Services will work with individual departments to insure donor needs are met.

For example, if a donor does not wish to be contacted by the University for future donations, we can code that individual so that they are not solicited

The University is gearing up for a Campaign. Donors will expect their gifts to be counted in Campaign totals.

They will expect to be listed in the official Campaign Honor Roll of Donors produced by Advancement Services

Advancement Services supports the President. Before she travels, we produce briefings for her on the people she

will visit. These briefings require the utmost accuracy and must include a summary of ALL donations received by the University

Page 13: Advancement Services June, 2008 Advancement Services June, 2008

How to Contact Advancement Services

Cindy Creegan, Executive Director,

Bio Enterprise Bldg., 4th floor, x8552, or [email protected]

Advancement Services

Bio Enterprise Building, Room 400

Location Code: 7035

Website

http://www.case.edu/development/univ_dev/