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Prospect Management procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 26 February 2015.

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Section 2 - Purpose

(2) This Procedure provides a framework for a coordinated and strategic University-wide approach to fundraising that recognises donor interests while ensuring that the University's strategic objectives and core commitments are met.

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Section 3 - Scope

(3) This Procedure applies across the University and is pursuant to the Gifts and Sponsorship policy.

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Section 4 - Policy

(4) Refer to Gifts and Sponsorship policy.

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Section 5 - Procedure

(5) Prospect Management is a complex, long term, strategic process. The Chief Advancement Officer will coordinate clearance of prospects and sponsors to appropriate Prospect Managers from the University.

(6) Where the prospect is a DeakinCo. client, clearance will be discussed with the Chief Executive Officer, DeakinCo..

(7) Where there are disagreements about clearance of prospects, the Chief Advancement Officeris final arbiter.

Prospect clearance

(8) Prospect management procedures will most commonly apply to prospective major donors, trusts and foundations.

(9) Clearance of prospects will be requested through the Deakin Advancement ("Advancement").

(10) The Chief Advancement Officerappoints a prospect management team to oversee prospect clearance. The prospect management team will include Prospect Managers and representatives from the Advancement Services team.

(11) All clearance requests must be submitted for a specific Beneficiary.

(12) The Prospect Management team identifies, assesses and, where appropriate, assigns prospects to a Prospect Manager. The Prospect Manager will most often be a member of the Donor Relations team.

(13) The Prospect Management team will meet regularly on an agreed schedule.

(14) Assignments will be tracked and monitored on the Advancement system.

(15) Any Donor Relations team member may object to clearance request by clearly stating their objection and rationale.

(16) All staff must respond to assignment requests in a timely and thorough manner. Requests must allow adequate time for colleagues to respond.

(17) Final decisions on assignment are made by the Chief Advancement Officer.

Consideration for determining assignments

(18) Prospect management seeks to match prospects with approved fundraising priorities that have a reasonable probability of success in soliciting major gifts. The following will be considered when determining assignment:

  1. Individuals
    1. affiliation with the potential Beneficiary
    2. previous giving history
    3. donor potential
    4. volunteer activity/connections
    5. personal interest and relationships
    6. the purpose and priority of the fundraising project
  2. Non-government organisations, trusts and foundations
    1. fit between campaign priority and the prospect's interests
    2. giving criteria and guidelines
    3. affiliation with the potential Beneficiary
    4. donor history.

(19) Potential donors with significant capacity to donate may have multiple affiliations and interests across the University. All staff involved in fundraising are required to work together to ensure that the University's approach is coordinated.

Expired prospects

(20) Once a prospect has been assigned to a Prospect Manager they have a 90 day period to make a meaningful contact. Those that expire may be assigned to another team member for 90 days, returned to the prospect pool, or be reclaimed by the original Prospect Manager for an additional 30 days.

(21) Consideration for renewed or reassigned clearances will be based on qualification findings, donor intent, university priority, and/or as clearance expires.

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Section 6 - Definitions

(22) For the purposes of this Procedure:

  1. Beneficiary: the area which will receive the benefits from a gift or sponsorship.
  2. Clearance expiry: prospect clearance expires when there has been no meaningful contract by the assigned Prospect Manager at the end of 90 days.
  3. Fundraising: seeking and receiving gifts or sponsorship for the University in a range of ways, including, but not limited to:
    1. donations or grants from individuals, non-government organisations, trusts or foundations
    2. bequests
    3. special events and sponsorships
    4. excluding competitive or recurrent state and federal government grants
  4. Gift: any voluntary transfer of money or property to the University by way of benefaction where no material benefit is received by the donor. The gift must be owned in full by the University once received. Donations, philanthropic sponsorships and philanthropic grants are considered gifts. This definition excludes gifts to individual staff members as defined by the Acceptance of Gifts Policy.
  5. Prospect clearance: the process of assessing a donor and matching them with the most appropriate Beneficiary and Prospect Manager. Clearance is an assigned opportunity for a Prospect Manager to cultivate a prospect without competing solicitation from other units or fundraisers during an approved time period. Clearance is required for cultivation of all major gifts.
  6. Prospect/prospective donor: a potential donor with the financial capacity and the likely inclinations to support the University with a significant gift.
  7. Prospect Manager: a person, usually from the Donor Relations team in Deakin Advancement and appointed by the Chief Advancement Officer to be responsible for the University's relationship with a particular donor or sponsor.
  8. Sponsorship: the exchange of funds or in-kind support for material benefits including promotional opportunities.