Policy

Philanthropy and Fundraising - Policy

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1. Purpose and Objectives

This policy sets out the principles of philanthropy and fundraising as applied at The University of Queensland.

2. Definitions, Terms, Acronyms

ASCAdvancement Sub-Committee

CASE Council for Advancement and Support of Education

Fixed-term endowment – A fund in which the donor has stipulated that the principal is to be maintained inviolate until a particular event or for a stated period of time, after which all or part of the principal may be expended.

Go8 Group of Eight. A coalition of leading Australian universities, intensive in research and comprehensive in general and professional education.

Perpetual endowment A fund in which the donor has stipulated the principal be maintained inviolate and in perpetuity, but that all or part of the income derived from investment of the principal may be expended.

Philanthropic gift an irrevocable transfer of personal property (e.g., cash, securities, books, equipment) or real property by a donor, either outright or through a planned/deferred gift vehicle (e.g., charitable gift annuity, retained life estate, charitable remainder trust or life insurance), for the charitable purpose designated by the donor and without expectation of a tangible or economic benefit to the donor except tax benefits and life income in the case of planned/deferred gifts.

Philanthropic grant A contribution made by a philanthropic trust or foundation for a specified purpose. Grants are usually conditional upon certain qualifications as to the use, maintenance of specific standards, or a proportional contribution by the grantee or other grantor(s).

Sponsorship money given by corporations and other organisations for activities, events and projects in return for recognition (name or logo placement) on campus, at events or in accompanying publications.

USMC University Senior Management Committee

3. Policy Scope/Coverage

This policy applies to all staff of The University of Queensland. Anyone who acts for or on behalf of the University to facilitate philanthropic contributions to the University must adhere to this policy and related procedures.

4. Policy Statement

The University encourages the solicitation and acceptance of philanthropic gifts and sponsorship, which enhance the delivery of high quality teaching, learning and discovery. It is the responsibility of the University and its staff to ensure that the highest standards of professionalism are followed when accepting gifts and in working with donors.

The University of Queensland Advancement Sub-Committee, a sub-committee of USMC chaired by the Deputy Vice-Chancellor (External Relations), is accountable to Senate via Senate’s Finance Committee. The Advancement Sub-Committee provides guidance on the University’s fundraising strategy, strategic priorities and opportunities in fundraising and advises the Vice-Chancellor on appropriate allocation of donated funds, while observing donor intent.

The Pro-Vice-Chancellor (Advancement) oversees the fundraising strategy for the University and is responsible for coordinating University fundraising activity. Executing fundraising strategy involves the University in its entirety.

5. Philanthropy and Fundraising

Gifts and sponsorships may be made by individuals and organisations.

A donor may request that a gift be put to a specific purpose. In those cases where the University accepts such gifts, it will endeavour to honour the wishes of the donor.

The purpose and use of a gift as proposed by the donor must be appropriate to the functions and character of the University as determined by the University’s statutes, regulations and other governing instruments, and not require the University to act contrary to law or public policy or in an unethical manner .

The University reserves the right to decline any gift that may morally, ethically or legally expose the University, result in adverse publicity, require expenditure beyond the University’s resources, or involve the University in unexpected responsibilities because of their source, restricted condition or purpose.

Staff of The University of Queensland will not provide financial or legal advice to prospective donors when planning or negotiating a gift. The University will not provide payment of any fees to the donor or to any advisers or agents acting on behalf of the donor.

University staff should not present a gift proposal to a potential donor that the University or specific unit of the University cannot accept.

Notwithstanding this statement of limits of accountability, no University staff member shall knowingly encourage a gift if the making of the gift is contrary to the donor’s best interests.

5.1 Valuing gifts

The University will determine the value of gifts based on Australian Taxation Office regulations. Gifts are to be valued and credited on the date the donor relinquishes control of the assets and at a fair market value. The amounts recorded by the University are to be calculated independently of the donor’s estimation of the gift value. It remains the donor’s responsibility to settle their own valuation with the appropriate authorities and pay for any associated costs for purposes of their own taxation.

5.2 Gifts requiring the outlay of University funds

Gifts requiring a financial commitment by the University (e.g., matching funds, financing of construction projects) must receive prior approval by the Vice-Chancellor.

5.3 Gift acknowledgement and anonymity

The Advancement Office is required by the University and the Australian Taxation Office to maintain records of donations to the University. It is also responsible for issuing tax-deductible receipts in accordance with Australian Taxation Office regulations.

All donors and their gifts are recognised publicly. Where anonymity is requested, donors are thanked and stewarded, but details of the donor are not included in published lists.

The University celebrates philanthropy. Donors are honoured and recognised in accordance with Philanthropy and Fundraising Guidelines.

6. Endowments

Endowment is the preferred option for funding academic positions and scholarships. Some endowments may attract matching funding from the University.

All funds received by the University for endowment, whether it is fixed-term or perpetual, will be managed in accordance with the University’s Managed Investment Portfolio policy (PPL 9.20.03). A statement on the nature of this policy will be available for distribution to donors.

The preferred minimum gift for establishing an endowment fund is $100,000.

7. Recording Fundraising Revenue

The Advancement Office is responsible for recording the University’s fundraising revenue and for maintaining the University’s official database of record for all non-student relationships, including detailed print and electronic records of gifts, donor and alumni relations.

Philanthropic gifts, grants and sponsorships are reported as fundraising revenue under CASE standards, to which the University adheres.

The University adopts CASE Reporting Standards and Management Guidelines, endorsed by the Go8, for fundraising management, including counting of philanthropic gifts. These standards are adopted by all first-tier institutions.

Custodians
PVC Advancement
Ms Patty Danver (Acting)

Forms

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Gift Cover - Form

Gift Cover - Form

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Description: 

This form is used to notify Gift Services, UQ Advancement of a new gift or pledge. 

Attached File: 
Custodians
PVC Advancement
Ms Patty Danver (Acting)
New Appeal Record - Form

New Appeal Record - Form

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Description: 

This form is used to request a new appeal record to be set up in The Raiser's Edge.

UQ username/password login is required to access this form.

Custodians
PVC Advancement
Ms Patty Danver (Acting)
Raiser’s Edge New Fund Request - Form

Raiser’s Edge New Fund Request - Form

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Description: 

This form is used to request a new fund in the UQ Advancement fundraising system, The Raiser’s Edge.

Custodians
PVC Advancement
Ms Patty Danver (Acting)
Custodians
PVC Advancement
Ms Patty Danver (Acting)
Custodians
PVC Advancement
Ms Patty Danver (Acting)