Student Organizations:

Fundraising Fundamentals and Processes

Marina Tan Harper, Director, Development Office

20 September 2007

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Contents

• Procedure to handle donations• Stewardship• Getting a new donor

Procedure to Handle Donations

Procedure to Handle Donations

What you will find at the link:• Process flow for students’ fundraising• In-kind donation form• Donation Transmittal Form

– 3 versions:• SU and Constituent Clubs; Societies; JCRCs

– NO NEED to fill in Cost Centre and GL Account Number• SAO will take care of it

www.ntu.edu.sg/do/internalprocesses

>> Procedures for Students’ Fundraising

Procedure to Handle Donations

What you miss, if donation handling procedure not followed:

• NTU not able to obtain 1:1 matching grant from government – “free money”

• Donor does not get double tax deduction

• Donor does not get recognised (listed) in NTU Annual Report or Honour Roll of Donors

Stewardship – Continuing the Relationship

Thank You!Thank You!

Thank You!Thank You!

Stewardship – Continuing the Relationship

• Saying thanks and showing gratitude/ interest – Letter/ handwritten note to thank donor, telephone call, face to

face– Send greeting cards/ congratulatory notes when appropriate

• Engage donors/ prospects– Update donors/ prospects on progress

• Newsletters, articles, news clippings of your club’s activities• Photos/ videos/ write-ups of event/ project• Notes/ cards from beneficiaries

– Involve donors• Invite them to your event to see the buzz/ to volunteer on

field trips• Ask for their opinion, invite feedback

Stewardship – Continuing the Relationship

• Accountability– Let donors know donations have been used appropriately,

outcomes achieved• News clippings, photos/ videos/ testimonials etc

– Inform donors if funds need to be put to different uses from initially agreed/ project has changed in material way

• Think and act long-term– Club’s leaders come and go, but the club remains– Don’t lose the donor when leadership changes hands

Getting a New Donor

Prospect AskCultivate

Getting a New Donor

• Don’t mail the entire phonebook – select your target, e.g.– Companies in the same line of business as your activity/

customer profile matches your event’s participants – Companies/ orgs with history of supporting your kind of event/

cause– Companies whose sponsorship policy matches what you are

looking for/ the benefits you can offer

Getting a New Donor

• Leverage on existing relationships e.g. – Swop donor/ sponsor lists with other student organisations– Approach alumni to open doors

• Alumni can relate best to your cause/ already have interest in your activities and club

• Have access to new resources/ different circle of contacts

Getting a New Donor

• Already cultivated – your alumni– Keep a contact list of past members – Maintain relationships

Getting a New Donor – Writing a Funding Proposal

1. Cover letter/ letter of inquiry2. Project overview

– What, where, when3. Need Statement

– Not your need, but the macro needs of the field

4. Proposed Solution– What you intend to do to address the need

5. Objectives/ goals of the project/ event/ or benefits to the community– State measurable outcomes (not proj

activities), e.g. • Rural devt – schools/ roads built; sports

event – projected attendance

Getting a New Donor – Writing a Funding Proposal

6. History of the project (if appropriate)7. Parties carrying out the project (if appropriate)

– If specialists/ experts are involved, include relevant qualifications

8. Event promotions (if appropriate)9. Sponsor benefits (if appropriate)10.Why the prospect should be interested in your

project/ event– Overcome objections, defend the idea

• Show alignment with prospect’s objectives• Your ability to carry out the project, meet

project objectives 11.Funding level and what is requested of the

prospect

Importance of Co-ordinated Requests

• Students, faculty, staff, Development Office, President’s Office – all approaching almost the same organisations and foundations

• Appeals for gifts of >$10,000 per donor– Inform Jacky Khoo (yskhoo@ntu.edu.sg) from DO of the project/

event, amount of donation asked for

Questions?