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Business and Operating Policies and Procedures
Policy: 4.10 Donation Acceptance
Adoption Date: December 20, 2004
Gifts to the college may be cash (cash or checks), non-cash (equipment, books, securities, collections, or real property), or gifts-in-kind (work/services performed). All gifts must meet legal requirements and the mission and purpose of the college district while upholding ethical and moral standards. Actual gifts (whose size permits) and offers of gifts should be forwarded to the Director of Institutional Advancement or appropriate off-campus administrator, who will seek a determination from the President on whether to accept or reject the gift(s) or for placement on the board agenda for consideration. Gifts with a value of $25,000 or more, significant space requirements, unbudgeted costs of $10,000 or more that must be committed for gift acceptance, or annual maintenance cost equaling $6,000 or more per year must be approved by the Board of Trustees. Gifts with a value less than $25,000 will be reported to the Board of Trustees.
Guidelines for Acceptance of Gifts
Discretion must be used in determining whether or not to accept all gifts. Among the following factors that must be considered are these:
A. Utility to the college
B. Cost to the college, including special transport, installation, and future maintenance and repair
C. Availability of appropriate space, if needed
D. Possible legal, moral, ethical, and public relations considerations
No gifts will be officially accepted until all appropriate procedures are completed as outlined below.
Procedures for Acceptance of Cash Gifts
Cash gifts should be received in the office of Institutional Advancement or appropriate off-site administrator for accounting, reporting, and acknowledgement purposes. In situations where cash gifts are received at other offices, the cash, check, etc., and any accompanying documentation are to be taken immediately to the office of Institutional Advancement or appropriate off-site administrator. The following information should accompany the gift:
- Donor’s name and street address (If the gift is from other than an individual, i.e., corporation, foundation, association, etc, an individual’s name and title should be reported in addition to the firm name.)
- Date the gift is received
- Purpose (scholarship, capital equipment, endowment, general fund, etc.)
- Any reports required or other special follow-up consideration
Donations for the establishment of scholarship endowments must be processed by the Institutional Advancement Officer/site administrator utilizing the Cash Gift Agreement (see intranet under forms).
If no special designation is made, the cash gift will be deposited into the College’s or the appropriate site foundation’s unrestricted fund.
Procedures for Acceptance of Non-Cash or In-Kind Gifts
- Offers of non-cash or in-kind gifts should originate in the offices of Institutional Advancement or appropriate off-site administrator. Upon the offer of a non-cash or in-kind gift in other offices, the employee should not officially accept the gift until forwarding the request and pertinent information to the Institutional Advancement office or appropriate off-site administrator.
- Before acceptance by the college, a knowledgeable college representative will be asked to assess the utilization of the gift. In some cases, it may be the employee receiving the original request. If the gift cannot be used but could be traded or sold, the representative will discuss these options with the Institutional Advancement officer or off-site administrator. The college representative and/or Institutional Advancement Officer/off-site administrator will then discuss these options with the prospective donor.
- If it is determined that the gift will be accepted, the Institutional Advancement Officer/off-site administrator will assure that delivery or pickup of the gift is arranged or carried out as appropriate. The Non-Cash Gift or Land/Real Estate or Gift-in-Kind Agreement (see intranet under forms) must be completed and filed in the District Institutional Advancement office. The non-cash gift may be utilized by the college or given to another non-profit organization if the donor wishes. By law, the donor cannot be provided with an estimated value of the gift. The donor is responsible for estimating a value (for his/her own tax deduction purposes) when notifying the Institutional Advancement Office.
Procedures for Acceptance of Land or Real Estate
A. Offers of land or real estate gifts should be forwarded to the Institutional Advancement Office or off-site administrator.
B. The administrator will gather and assemble data about the proposed gift and its use as an educational facility or its marketability and complete the Non-Cash or Land/Real Estate Gift Agreement (see intranet under forms).
C. This information will be given to the President who will, in turn, make a recommendation for action to the Board of Trustees.
Guidelines for Acceptance of Land or Real Estate
Discretion must be used in determining whether or not to accept a gift. These factors are among those to be considered.
A. Utility to the College
B. Property survey or description
C. Property appraisal or value
D. Utility and other easements
E. Property liens or leases
F. Mineral Rights
G. Donor restrictions and encumbrances, if any
H. Environmental and regulatory matters
I. Access to public record
J. Operational endowment
K. Deed restrictions
L. Co-ownership issues
M. Marketability
N. Income and expense potential
O. Insurance
P. Property taxes paid for the year
Acknowledging, Recording, and Reporting all Gifts
The Office of Institutional Advancement/off-site administrator will:
A. Notify the Office of the President of all gifts to the college including:
1. Name and address of the donor;
2. Amount and purpose of the monetary gift or description of a non-cash gift.
B. Upon receipt of this information, the president will send the donor a letter of acknowledgement.
C. Send the donor an acknowledgement/tax letter along with a College/Foundation receipt.
D. Maintain a record of all College and Foundation gifts and donors.
E. Deliver to the Business Office all monetary gifts who in turn will provide a receipt.
F. Forward to the Business Office copies of all Gift Agreements.
G. Assure that all reports are completed, and any special follow-up accomplished.
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