| |
Southwestern
Community College - Policies and Procedures Manual |
| Policy
Title: |
Resource
Development Program |
3.36 |
| Responsible
Division: |
Institutional
Advancement |
|
| Date
Approved: |
October
2005 |
|
| |
Introduction
and Purpose
Southwestern Community College maintains a
Resource Development Program that is directly
related to the College vision, mission, and
goals.
The purpose of the Resource Development
Program is to: understand the resource needs
of the College; detect and anticipate promising
growth opportunities for the College; develop
and maintain positive relationships important
to the College; identify and capture external
resources to advance College activities;
and manage external resources in an effective
and responsible manner. To be most effective,
these efforts must be carefully coordinated
to serve the best interests of the institution.
The following guidelines govern the various
activities involved in securing internal
and external resources. They address the
planning, promotion, solicitation, acceptance,
receipt, management, reporting, use and
disposition of gifts and grants to the College.
|
| A.
|
Responsibility
The President ultimately controls and coordinates
efforts to secure external resources for the
College. The President has designated the
Chief Development Officer to be responsible
for the planning, evaluation and initiation
of all resource development activities. The
President works with the Chief Development
Officer, the Office for Grant Activities,
and the Southwestern Community College Foundation
to achieve the resource development goals
of the College. Other faculty and staff members
are encouraged to assist in these activities
as appropriate. |
| B.
|
General
Guidelines
| 1. |
The
College shall seek and accept gifts
and grants for the implementation and
support of accepted programs which are
consistent with the mission and goals,
purposes and services of the College
and which are deemed consistent with
the laws, regulations, and policies
of the State of North Carolina and the
federal government.
|
| 2. |
Gifts
and grants sought by and received for
the benefit of the College may take,
but are not limited to, one or more
of the following forms: a) cash from
individuals, corporate entities or organizations
providing grants and contracts; b) stocks,
bonds, or other negotiable instruments;
c) real property; d) gifts-in-kind,
such as equipment, supplies, professional
services, furniture, books, art, etc.;
and e) annuities and life insurance.
|
| 3. |
All
resource development activities shall
be conducted with a view toward maximizing
the College’s philanthropic potential
with each constituency–individual,
civic organization, business, industry,
foundation, government agency, etc.
To achieve this, the President, the
Chief Development Officer, the Office
for Grant Activities, and the Southwestern
Community College Foundation will work
together to integrate and coordinate
activities. |
| 4. |
No
individual or unit of the College shall
solicit gifts or grants in the name
of or on behalf of the College until
and unless authorized to do so by the
President or his designee. Faculty,
staff and other College personnel are
encouraged to work with the Chief Development
Officer, the Southwestern Community
College Foundation, and the Office for
Grant Activities to seek gifts and grants.
|
| 5. |
All
requests for gifts or grants shall be
sought and accepted using ethical business,
professional, and philanthropic promotional
practices to avoid any real or apparent
conflicts of interest in present or
future relationships, and ensure that
all donors and granting entities are
treated fairly and equitably.
|
| 6. |
All
gift documents, grant agreements, and
contracts related to external resource
awards may be reviewed by an attorney
for proper legal form and acceptable
protection of the interests of the College.
|
| 7. |
No
College personnel shall benefit personally
through commission or other benefits
that may be related to any gifts or
grants received by the College.
|
| 8. |
All
financial transactions related to gifts
and grants received by the College or
the Southwestern Community College Foundation
shall be audited annually by an external
auditor. In addition, the College and
the Southwestern Community College Foundation
will make financial records available
for audit upon request by the sponsoring
donor or granting entity.
|
|
| Gifts |
|
|
| 1. |
The
College routinely seeks gifts from a
wide variety of donors including business,
industry, foundations, civic organizations,
college employees, alumni and other
individuals. Gifts from these entities
may take, but are not limited to, one
or more of the following forms: a) cash;
b) stocks, bonds, or other negotiable
instruments; c) real property; d) gifts-in-kind,
such as equipment, supplies, professional
services, furniture, books, art, etc.;
and e) annuities and life insurance.
|
| 2. |
The
Executive Director of the Southwestern
Community College Foundation, together
with the President and other appropriate
College personnel, shall be responsible
for all activities related to gifts,
such as: seeking, receiving, acknowledging,
managing, accounting for, and using
gifts in accordance with the purpose
designated by the sponsoring donor.
|
| 3. |
The
complexity of laws governing gifts makes
it necessary that all solicitation and
acceptance of gifts be coordinated with
and approved by the President or the
Executive Director of the Foundation.
|
| 4. |
Gifts
may be solicited for and accepted by
the Southwestern Community College Foundation,
Inc., a non-profit organization established
for the purpose of acting in partnership
with the College to serve the purposes
of the institution, or the College on
its own behalf. The President or his
designee will, together with the donor,
determine which vehicle best meets the
needs of all parties.
|
| 5. |
Prospective
donors may be approached individually
to solicit major gifts or as part of
a group identified to participate in
a directed fund raising campaign or
special event. |
| 6. |
Donors
may designate how a gift is to be used
by the College or the Southwestern Community
College Foundation. The generally-accepted
categories of gifts are as follows:
| A. |
Unrestricted.
These gifts may be applied by
the College or Southwestern Community
College Foundation in any manner
deemed best for the College. |
| B. |
Restricted.
These gifts must be used for the
designated purpose, such as to
provide student scholarships,
endowed scholarships, library
materials, etc.
|
| C. |
Deferred/Planned.
These gifts provide the College
benefits in the future through
such forms as annuities or life
insurance. Proceeds from deferred
or planned giving may be restricted,
designated or restricted as the
donor may stipulate.
|
|
|
| C. |
Grants
& Contracts
| 1. |
Grants
are available to support the work of
the College from a number of sources,
both public and private, to fund a variety
of programs and purposes. Grants from
these sources may take, but are not
limited to, one or more of the following
forms: cash; equipment, supplies, software;
and other goods and services.
|
| 2. |
The
Director of the Office for Grant Activities,
together with the President and other
appropriate College personnel, shall
be responsible for all pre-award activities
related to grants and contracts, such
as: idea development; prospect research;
proposal development and submission;
term negotiation; award acknowledgment;
and project launch.
|
| 3. |
The
College may engage in grant seeking
activities on its own behalf, through
the Southwestern Community College Foundation,
as a partner with one or more external
organizations, on the behalf of an external
organization, or as a sub-contractor.
All such grant seeking activities shall
be approved by the President or his
designee. |
| 4. |
The
College may choose to support the grant
seeking activities of an external organization
with a letter of support, a letter of
commitment, a Memorandum of Understanding,
or other document. All such gestures
of support shall be approved by the
President or his designee.
|
| 5. |
All
direct and indirect costs related to
grants and contracts should be recovered
to the fullest extent possible.
|
| 6. |
Various
grants and contracts may require a cash/in-kind
match or sustainability commitment on
behalf of the College or the Southwestern
Community College Foundation. All such
commitment shall be approved by the
President or his designee.
|
| 7. |
The
Business Office, through its Sponsored
Programs Compliance Office, and together
with the President and any other appropriate
College personnel, shall be responsible
for all post-award activities related
to grants and contracts, such as: fund
establishment; fiscal management of
resources; programmatic oversight with
project directors; monitoring deliverables;
personnel and purchasing processes;
compliance with grantor and College
regulations, policies, and procedures;
grantor recognition and communication;
records retainage; and other activities.
All post-award financial activities
will be conducted according to generally
accepted accounting practices.
|
| 8. |
The
Business Office exercises fiscal control
of all externally funded grants, contracts
and other sponsored programs. Separate
accounts are established for each grant,
contract or sponsored program. Financial
statements are prepared according to
generally accepted accounting practices.
Purchasing and contracting subordinate
to grants will be conducted to meet
the sponsoring agencies guidelines,
but always meeting the requirements
of North Carolina’s purchasing
and contract policies. |
|
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