Solicitation - Donations and Contributions that Support Research and Other Activities - Policy 000572

1.0 Introduction

Increasingly, universities must look to sources other than government, as a means of supporting their activities.

The University has committed itself through the AVCC ‘Code of Practice for Australian University Philanthropy’ to meeting a range of obligations relating to the solicitation of donations and contributions that support research and other important activities. In addition to its own moral and legal responsibilities, the University is accountable for the protection of donor rights, which include appropriate donor recognition. This Policy should be read in conjunction with both the University Donor Recognition Policy and the AVCC ‘ Code of Practice for Australian University Philanthropy’.

The University recognises that regulation of activities associated with solicitation of donations and contributions that support research and other activities, is required in order to achieve the outcomes specified below (3.0).

2.0 Definitions / Interpretation

For the purposes of this Policy:

“Solicitation of donations and contributions ..” refers to the solicitation of donations and contributions that support research or any other activity undertaken in the name of the University.
“Support for research” refers to the solicitation of support for research activities that are not funded through sources such as recurrent government funding, competitive grant schemes, Commonwealth and industry research centres.
“Donation” means either a financial payment or a non-financial payment (such as property or other goods) made to the University that has the following characteristics: it is made voluntarily; it does not provide any material benefit to the donor; and it essentially arises from benefaction and proceeds from detached and disinterested generosity.
“Contribution” means financial and non-financial (such as property or other goods) assistance provided to the University in the form of a direct grant, subsidy, co-payment or any other type of contribution, the tax status of which is determined to represent a taxable supply based on the expectation that material benefit will be provided.
“Major University Project” refers to any project, the total cost of which is $500,000 or more.
“University Project” refers to any project, the total cost of which is less than $500,000.
“Major University Donation/Contribution refers to donations or contributions, the total value of which is $500,000 or more.
“University Donation/Contribution refers to any donations or contributions, the total cost of which is less than $500,000.

3.0 Aims of the Policy

The Policy provides a framework within which the University can:

3.1 meet a range of obligations with respect to accountability (eg AVCC Code of Practice for Australian University Philanthropy, Privacy and Personal Information Act 1998);

3.2 develop, and maximise the use of, intelligence concerning potential donors;

3.3 concentrate effort in areas of research (and other) priority;

3.4 avoid duplication / replication of effort which may cause embarrassment and undermine the efforts of all parties involved;

3.5 ensure that initiatives are supported by appropriate planning, follow-up and resolution;

3.6 ensure that the University projects an image that demonstrates that it is coordinated, focussed and well-informed about its own activities and interests; and

3.7 encourage both entrepreneurship and the need for accountability across all units involved in solicitation activities.

4.0 Statement of Principles

4.1 Authorised representatives of the University only may undertake activities relating to the solicitation of donations and contributions.

4.2 Solicitation of donations and contributions may only be sought for activities / projects that are consistent with the University’s mission.

4.3 Donations and contributions that are inconsistent with the University’s mission will be neither sought nor accepted.

4.4 All donations to the University must be registered through the University Foundation.

4.5 Proposals relating to the solicitation of donations and contributions shall be prioritised and must be approved prior to action being taken.

4.6 Registers of approved solicitation activities (Major University Projects and University Projects) will be maintained and monitored for progress and compliance with the requirements of this Policy.

4.7 Authorised representatives are responsible for ensuring that they are aware of their obligations and responsibilities in relation to solicitation of donations and contributions.

5.0 Responsibilities

Vice Chancellor

In consultation with the Senior Executive Group, the Vice Chancellor shall:

5.1 determine whether Major University Project proposals are consistent with the University’s mission;

5.2 determine whether Major University Donations/Contributions being sought and/or offered are consistent with the University’s mission;

5.3 determine the level of priority to be granted to Major University Proposals for which solicitation of donations and/or contributions is sought; and

5.4 approve/not approve Major University Project proposals;

Pro Vice Chancellors and Heads of Division

5.5 determine whether University Project proposals are consistent with the University’s mission;

5.6 determine whether University Donations/Contributions being sought and/or offered are consistent with the University’s mission;

5.7 determine the level of priority to be granted to University Project proposals for which solicitation of donations and/or contributions is sought;

5.8 approve/not approve University Project proposals;

5.9 nominate, and advise the University Foundation as to, the officer(s) within their unit who are authorised to undertake solicitation activities;

5.10 ensure that authorised officers are aware of their responsibilities and obligations with regard to solicitation;

5.11 develop strategies to ensure that initiatives undertaken by authorised ‘solicitation’ officers do not conflict with or duplicate initiatives currently being undertaken or planned by other faculties;

5.12 monitor University Project initiatives for progress and compliance with solicitation and donor recognition requirements;

5.13 provide regular summary reports on University Project initiatives to the Vice Chancellor and the Director, Foundation Unit

5.14 ensure that all donations are registered with the University Foundation;

5.15 prepare and maintain a register of Major University Projects that are approved by the Vice Chancellor;

5.16 monitor Major University Project initiatives for progress and compliance with solicitation and donor recognition requirements; and

5.17 shall provide guidance and training to authorised officers in relation to solicitation obligations and responsibilities.