UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES
Sec. 680-10: Policy on Gifts and Endowments
Responsible Administrator: Senior Assistant Vice Chancellor - University Advancement
Revised: June 2015
References / Resources
- California Code of Regulations, Title 2 § 18944.2
- Standing Orders of The Regents
- UC Policy on Endowed Chairs and Professorships
- UC Academic Personnel Manual
- APM-20, University Regulation No. 4, Special Services to Individuals and Organizations
- UC Contract and Grant Manual
- UC Delegations of Authority
- UCI Administrative Policies & Procedures
- UCI Delegations of Authority
Contact: Gift Administration at (949) 824-5751
The development (gifts and endowments) program at UCI is conducted in accordance with basic policies established by the Standing Orders of The Regents as outlined in the UC Development Policy and Administration Manual and consistent with approved campus procedures.
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.
Subject to DA2589, To Approve and Conduct Fundraising Campaigns 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.
- If a gift to the University provides personal benefit to an employee, the department head will select the individual who will use the gift and will report the payment on Form 801. The form is sent to the Conflict of Interest Coordinator for filing with the FPPC as required by California Code of Regulations, Title 2 § 18944.2. (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 2588). The Chancellor has redelegated authority (IDA 562) 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 $1,000,000
- 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 537).
D. Gift Acknowledgment and Announcement of Acceptance
Acceptance of gifts shall be coordinated with appropriate department heads and the Directors 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 support received by UCI and its foundations.
- Campus departments have several options for implementing this policy:
- Gift is held in Chancellor's suspense account until 5 percent of the principal is earned in interest. This keeps the original amount of the funds intact and after 5 percent is earned, the funds are released for expenditure or endowment.
- A department's authorized account administrator may request that 5 percent be taken off the funds so that 95 percent of the funds are immediately available for use.
- A department's authorized account administrator may request that the equivalent of 5 percent of the funds be taken from an unrestricted departmental account, thus releasing the funds for immediate use.
- Gifts-in-kind and gifts-of-service are exempt from the 5 percent policy.