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  1. 1. SECTION 9 ANNUAL GIVING The purpose of the Annual Giving Program is to generate annual, on-going support or colleges, departments, programs, special projects and scholarships, as well as to generate unrestricted support. This is accomplished by developing and nurturing a habit of giving among alumni, faculty, staff and friends of the University. Each year, a University-wide annual fund plan is developed to identify overall annual giving goals, objectives and strategies for the next fiscal year, consistent with the University’s strategic plan. The annual fund plan consists of: • Direct Mail • Telemarketing • Online giving programs • Faculty and Staff Campaign 9.1 Planning and Coordination Coordination between the Office of Development and the individual colleges is critical. To facilitate this coordination, the Office of Development has the following procedures: 1. The University-wide annual fund plan will be developed each year by the Director of Annual Giving Programs in cooperation with the Office of Development. This plan will identify overall annual giving goals, objectives and strategies for the next fiscal year, consistent with the University’s strategic plan. 2. The plan will be submitted to the Vice President for Institutional Advancement prior to the end of each fiscal year for inclusion in the University-wide comprehensive fund raising plan. 3. The major cost of the general direct mail, telemarketing and online giving programs, excluding specialized brochures and other materials, will be covered by the Office of Development with assistance from the UT Foundation. 4. Samples of all annual giving letters, brochures and other materials will be maintained by the Director of Annual Giving Programs. 5. All business reply envelopes shall use the UT Foundation’s lock box address on the outside. 6. All annual giving campaign material, including college, program or organization focused campaigns shall contain a reply device with the name,
  2. 2. address and phone number of the UT Foundation and an appeal code printed on the form. 7. Data changes resulting from annual giving activities shall be recorded on the development information system by the UT Foundation staff and, by prior arrangement, the annual giving staff. 8. The number of records in the data base shall be reconciled on a quarterly basis to ensure consistent reporting on the number of alumni, friends, etc. in total and by college and/or department. 9.2 Solicitation All direct mail, telemarketing and online giving programs shall be coordinated by the Office of Development through the Director of Annual Giving Programs, based on University-wide and specific college/program plans. 9.3 Acknowledgments All gifts to the annual giving program will be received, recorded and reported by The University of Toledo Foundation based on its internal procedures and processes. Initial acknowledgments will come from the Foundation. All University units are encouraged to acknowledge gifts as well. 9.4 Recognition All gifts to the annual fund of $300 or more will qualify for Foundation Partners recognition as it is currently structured or as it may be altered or changed in the future. 9.5 Assessment The Director of Annual Giving Programs will be responsible for evaluating all annual giving programs on an on-going and year-end basis. College and/or program representatives will be encouraged to participate in this evaluation process. 9.6 Procedure for use of the Alumni & Development Call Center The University of Toledo’s automated call center was established in 2004 and utilizes CampusCALL software in conjunction with the UT Foundation’s Ascend database. The main purpose of the call center is to raise funds for The University of Toledo, its colleges, departments, programs and scholarships. Phone calls are conducted by paid student callers and occasionally by volunteers, who contact alumni and friends of the University. The Alumni & Development Call Center is currently in use during Fall and Spring semesters, Sunday through Thursday evenings, as well as some daytime shifts, excluding university breaks. When the call center is not being used for its primary purpose of
  3. 3. fundraising for The University of Toledo, the room and/or the Annual Giving staff may be available for other types of Phonathons. Priority for use of the call center is established by the Annual Giving Office and is as follows: 1. Fundraising – Annual Fund, Colleges, Departments and Programs, Scholarships, Athletics. 2. Alumni Relations – event attendance, ticket sales, membership. 3. Other uses – i.e., student events, enrollment services, etc. The Associate Vice President for Development will make the final determination for the use of the call center, in consultation with Annual Giving staff. Affiliated Groups Groups affiliated with The University of Toledo wishing to use the call center must submit a written request to the Annual Giving office at least two weeks prior to the desired calling dates. Written requests should include: • Purpose of calls • Target audience (must be within Ascend database) • Desired start/end dates • Information to be used in scripts and training of students. Groups not affiliated with The University of Toledo are responsible for the costs of the following: • Student wages • Local and long distance calling charges • Wear and tear of equipment A member of the Annual Giving staff will coordinate calling. A member of the group requesting the Phonathon must be present at all calling sessions to answer questions, provide follow-up, etc. Non-Affiliated/External Groups Groups not affiliated with The University of Toledo are not able to use the automated call center due to the specialization of our calling software. The CampusCALL software requires that only records held within the Ascend database can be loaded.
  4. 4. It is also important to note that the call center does not house manual phones, nor can manual phones be provided. All phone lines are connected to computers. The Annual Giving Office is willing to assist groups in the following ways: • Advice in establishing a phone solicitation program • Assistance in developing materials and scripts • Assistance in training of callers (if time allows)