DA
2011, To Solicit and Accept Gifts DA
2206, Gifts to an Agency Approval and Reporting Requirements
UCI Administrative Policies
& Procedures
Section
680-11, Procedures for Processing Acceptance of a Gift/Private Grant
Section
700-09, Policies on Gifts, Gratuities and Conflict of Interest
UCI Delegations of Authority
IDA
235, To Solicit and Accept Gifts IDA 446, Solicit, Accept, or Execute Certain
Extramural Research, Training, and Public Service Contracts and Grants IDA 458, Gifts to an Agency Approval and Reporting Requirements
UCI's educational goals and
facility requirements create financial needs which can often only be met by voluntary,
private support to supplement available public funds. Within University Advancement,
the Development Office is responsible for planning, implementing, and coordinating
a campuswide effort to obtain from private sources, monetary and in-kind support
related to campus goals and student, faculty, and staff needs, including:
unrestricted funds
for endowment and immediate use
student aid: fellowships,
scholarships, loans, achievement awards, and grants
faculty enhancement:
visiting lectureships, professorships, endowed chairs, and nongovernment support
for research projects
library acquisitions:
special collections, rare books, special equipment, and endowment funds
cultural enrichment:
special lectures, performances, works of art, public service
campus improvement:
structures, equipment for structures.
B. Responsibilities
The Vice Chancellor-University
Advancement works with the Chancellor and campus executive officers to establish
priorities and goals for advancement activities. The Vice Chancellor implements
programs to achieve these goals, and advises administrative and academic departments
in fundraising and public affairs strategies.
The Chancellor reviews
the development program annually as presented by the Vice Chancellor-University
Advancement.
The Associate Vice Chancellor-University
Advancement:
Plans, organizes,
and implements a continuing program to generate support for UCI from individuals,
business and industry, associations and foundations.
Assists recognized
UCI support groups to achieve their respective goals.
Manages the development
officers assigned to specific fundraising projects and ensures the campus'
prospect management system is followed.
The Manager-Gift Administration-University
Advancement is the designated Gift Reporting Filing Officer (IDA 458) responsible for filing the Gift to Agency Report (California Form 801) and for publishing reports online, as required by the California Code of Regulations, Title 2, § 18944.2. This regulation provides a test for determining when gifts are considered gifts to an agency and not to a public official, such as a University employee. (See
Section
700-09, Policies on Gifts, Gratuities and Conflict of Interest)
C. Authority to Solicit
and Accept Gifts
The Standing Orders of The
Regents specify that no gift, offer of a gift, or research grant from private,
extramural sources may be solicited or accepted by any individual expressly or
by implication without prior authorization by a designated University administrative
officer.
The authority to solicit
and accept gifts was delegated to Chancellors (DA
2011). The Chancellor has redelegated authority (IDA
235) to solicit and accept gifts which include pledges and bequests, and
which do not involve:
exceptions to approved
University programs and policies
commitment for more
than seven years
obligation on the part
of the University to expenditures or costs for which there is no established
fund source
construction of facilities
not previously approved
an amount or value
in excess of $l,000,000
an interest in real
property.
The dollar amount of a
gift shall be the amount of cash actually received; or, if in the form of a
pledge, the full amount pledged; or shall be equivalent to the fair market value
of securities or personal property. The term gift shall be used as defined in
the Guidelines for Review of Gifts/Grants for Research issued by the President
on July 8, 1980.
Note: The delegations
of authority noted above do not cover solicitation or acceptance of private
grants, which is covered in separate UC and UCI delegations (IDA
446).
D. Gift Acknowledgment
and Announcement of Acceptance
Acceptance of gifts shall
be coordinated with appropriate department heads and the Director of Development
(see Section 680-11).
Acknowledgment in writing
to each donor shall be made promptly by the individual designated to receive
the gift on behalf of UCI. Acknowledgment of any gift, solicited or unsolicited,
shall not imply campus and/or University acceptance.
Public announcement of
the acceptance of gifts is made by the Communications Office subject to approval
by the donor and the Vice Chancellor-University Advancement.
E. Policy Governing Cost
Recovery Fee
To secure a permanent and
reliable source of funding for UCI's development program, a 5 percent cost recovery
fee is imposed on all private gifts received by UCI and its foundations.
Campus departments
have several options for implementing this policy:
Gift is automatically
held in Chancellor's suspense account until 5 percent of the principal is
earned in interest. This keeps the original amount of the gift intact and
after 5 percent is earned, the gift is released for expenditure or endowment.
A department's
authorized account administrator may request that 5 percent be taken
off the gift so that 95 percent of the gift is immediately available
for use.
A department's
authorized account administrator may request that the equivalent of 5
percent of the gift be taken from an unrestricted departmental account,
thus releasing the gift for immediate use.
Gifts-in-kind are exempt
from the 5 percent policy.