Policy: 4.9 Policies and Procedures for Fund Raising and Alumni Relations

Business and Operating Policies and Procedures

Adoption Date: December 14, 2020 Revised

POLICIES AND PROCEDURES FOR FUND RAISING AND ALUMNI RELATIONS

The success of fund raising, and alumni relations depends directly on the institution clearly and convincingly conveying its mission and purpose to the public. The institution must clarify the broad range of priorities and areas toward which public awareness and financial resources are to be focused. Determinations must be made whether funds will be sought for current operations, endowments, buildings, or other designated projects. The college must use fundamental skills of sound management and excellent communication with donors, alumni and prospects. Therefore, Howard College has adopted the following policies and procedures for fund raising and alumni relations:

All fund-raising and alumni activities and publications must be approved in advance by the President, Director of Institutional Advancement or designated official of Howard College.
The Howard College Foundation, the SWCID Foundation, the San Angelo Foundation and alumni groups are coordinated through the offices of the President and Director of Institutional Advancement.
Reports of all fund-raising and alumni activities must be submitted to the Director of Institutional Advancement. Reports should include the name and description of the activity, the names of donors/alumni (if available), and the amount of monies/pledges collected if applicable.
Student organizations raising funds on campus should follow guidelines established in the Club Guide.
Persons involved in fund raising/alumni activities shall act according to the highest standards and visions of the institution, profession, and conscience.
Persons involved in fund raising/alumni activities shall comply with all applicable local, state, federal civil and criminal laws, and college fiscal and purchasing procedures. Persons involved in fund raising/alumni activities should avoid the appearance of any criminal offense or professional misconduct.
Persons involved in fund raising/alumni activities shall adhere to the principle that all donor, alumni and prospect information created by, or on behalf of, Howard College is the property of Howard College, and the office of Institutional Advancement is responsible for its use and release. Unless required by law, the information must not be given, sold, traded, transferred, removed, exchanged, etc., to people, institutions or business operations not affiliated with Howard College.
Persons involved in fund raising/alumni activities shall not disclose privileged information to unauthorized parties.
Persons involved in fund raising/alumni activities shall keep constituent information confidential and private to the fullest extent permitted by law in keeping with the Information Technology Resources and Acceptable Use Policy (4.8.6.12).
Persons involved in fund raising/alumni activities shall take care to ensure that all solicitation materials are accurate and correctly reflect the organization’s mission and use of solicited funds.
Persons involved in fund raising activities shall, to the best of their abilities, ensure that contributions are used in accordance with donor’s intentions.
Persons involved in fund raising activities shall ensure, to the best of their abilities, proper stewardship of charitable contributions, including careful investment of funds, timely reports on the use and management of funds, and explicit consent by the donor before altering the conditions of a gift.
Persons involved in fund raising activities shall ensure, to the best of their abilities, that donors receive informed and ethical advice about the value and tax implications of potential gifts by recommending third-party expert consultations.
Persons involved in fund raising activities shall neither seek nor accept finder’s fees and shall, to the best of their abilities, discourage payment of such fees. In addition, donor/alumni information will not be transferred to a business entity for solicitation purposes of donors or alumni as a fund raising tool for the college.
Persons involved in fund raising shall disclose all conflicts of interest; such disclosure does not preclude or imply ethical impropriety.