204.1 - Fundraising and External Engagement Policy

A. Purpose

The purpose of this policy is to ensure that the external stakeholders of the University of Arkansas – Fort Smith (UAFS) receive the most professional, informed interactions with the campus community. To achieve this goal, skilled professionals, industry-specific techniques, and sophisticated resources for university advancement must be central to all communication, coordination, and solicitation.

B. Policy Statement

Generating philanthropic support from the private sector is a vital function of UAFS. Success in this effort is necessary to meet institutional goals and advance the University’s mission.

The Division of University Advancement and the UAFS Foundation are responsible for planning and executing external engagement and private gift solicitation efforts while coordinating with internal stakeholders.

Coordination is necessary to:

Comply with IRS, legal, and audit requirements
Avoid duplication of solicitation efforts
Ensure compliance with accounting regulations
Utilize university and community support services effectively
Align solicitation with institutional priorities and donor intent
Maintain accurate records and provide recognition to donors
Steward donors appropriately
Apply best practices in relationship management
Prepare solicitation teams effectively
Achieve fundraising and engagement goals

C. Applicability

This policy applies to all university community members and employees engaged in fundraising or external engagement activities on behalf of UAFS.

D. Definitions

Private Gift Fundraising: Solicitation of contributions from private individuals or entities for the benefit of UAFS or the UAFS Foundation.

External Engagement: Activities involving non-university individuals or entities for the benefit of UAFS.

E. Policy Procedure

VCUA Approval

The Vice Chancellor for University Advancement (VCUA), or designee, must approve all private gift fundraising activities in advance.

The VCUA must also be informed of all relevant external engagement activities via database documentation and coordination.

Advisory Councils

Academic advisory councils must coordinate with University Advancement. Academic Affairs leads engagement, with Advancement maintaining records.

Approval for Agreements

The VCUA must approve all agreements related to fundraising or sponsorships.

Unauthorized individuals may not execute agreements and may be held personally liable if they do so.

Safeguarding Contributions

All funds must be deposited within 30 days and approved by the VCUA.

No use of personal accounts
Items of value must be transferred promptly
Custodians must safeguard contributions

External Stakeholders

Include:

Alumni
Donors
Friends
Corporations
Foundations

Access to stakeholder data requires:

Formal request and justification
Confidentiality agreement
Training
VCUA approval

Special requests may include:

Crowdfunding
Mailing lists
Campaigns
Reports

F. Enforcement

Violations may result in disciplinary action, including termination or expulsion, and may include criminal prosecution.

G. Policy Management

The VCUA is responsible for managing and coordinating fundraising and engagement activities.

H. Exclusion

Exclusions may apply to non-UAFS entities on campus.

I. Effective Date

September 15, 2023

J. Adoption

Approved by ___________________, UAFS Chancellor, on this ______ day of __________, 20__.

K. Appendices, References, and Related Materials

L. Last Review Date