(1) This Procedure is effective from 26 February 2015. (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. (3) This Procedure applies across the University and is pursuant to the Gifts and Sponsorship policy. (4) This Procedure is pursuant to the Gifts and Sponsorship policy. (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 Executive Director, DeakinCo. (7) Where there are disagreements about clearance of prospects, the Chief Advancement Officer is final arbiter. (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 Officer appoints 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. (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: (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. (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. (22) For the purposes of this Procedure:Prospect Management procedure
Section 1 - Preamble
Section 2 - Purpose
Section 3 - Scope
Section 4 - Policy
Section 5 - Procedure
Prospect clearance
Consideration for determining assignments
Expired prospects
Section 6 - Definitions
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