SECTION GD.7

COMMUNITY AND GOVERNMENTAL RELATIONS
FUNDRAISING

Procedure

FUNDRAISING

The Navarro College Foundation, in coordination with the Navarro College Foundation Executive Director and the District President, serves as the official fund-raising and endowment arm of the College District for all donations and grants from private sources. The District President grants authority to the Navarro College Foundation Executive Director to coordinate all fundraising from private sources and accept and receive all donations and grants on behalf of the College District within the limitations set forth by District policies and procedures.

 

FUNDRAISING PROCEDURES AND GUIDELINES

Fundraising efforts on behalf of Navarro College must

  • Ensure maximum effectiveness in the total fundraising program of the College by assuring that college-wide strategic priorities are featured;

  • Reduce or eliminate multiplicity of contacts with common fundraising prospects, thereby avoiding over-solicitation of individuals, businesses, foundations and organizations by college units;

  • Utilize the resources of the Navarro College Foundation to assist in the successful execution of approved fundraising programs; and

  • Ensure that Navarro College Foundation and those of Navarro College policies are followed.

 

Approval for Solicitation

The Executive Director of the Navarro College Foundation and the Executive Director of Student Services and Athletics are available to consult with College departments and individual employees who wish to approach potential funding sources.  The Executive Director of the Navarro College Foundation or the Executive Director of Student Services and Athletics in consultation with the Navarro College District President, will assess the appropriateness and timing of each solicitation in light of institutional priorities and any known financial commitments by those considered to be potential donors.

Student and employee deaths, retirements, anniversaries or significant dates and other events are often the impetus for a special appeal for funds to mark the occasion.  These appeals may focus on establishing a scholarship in the individual’s honor or memory or funding some other form of tribute or commemoration.  While the amounts sought through such special appeals are normally limited to friends and colleagues, these special appeals must be discussed and coordinated through the Navarro College Foundation Office prior to their initiation.

Fundraising activities for specific students and employees due to financial, health or other hardships must be approved by the Navarro College District President.  Since these appeals are strictly to benefit the employee/students, approval and coordination of these activities is not handled through the Navarro College Foundation or the Executive Director of Student Services and Athletics.

 

Coordination with Navarro College Foundation, Inc. 

Individuals, corporations and other organizations often initiate contact with Navarro College faculty and staff regarding funding opportunities.  While individual staff and faculty members may answer questions and discuss gift opportunities with potential donors, these inquiries must be reported promptly, within 72 hours, to the Executive Director of the Navarro College Foundation and/or the Executive Director of Student Services and Athletics. Complex questions such as those involving possible tax liabilities, testamentary gifts, asset valuation, trust arrangements or gifts of real property and mineral interests should be directed to the Executive Director of the Navarro College Foundation. 

Private donors, individual or corporate, should be directed to make all gift checks payable to the Navarro College Foundation and to mark the check for the intended use/restricted fund.  All gifts and pledges to a Navarro College program/department, whether solicited or unsolicited, that are sent directly to an employee or to the program/department must be promptly delivered with copies of any accompanying documentation (e.g., a letter, card or note) to the Navarro College Foundation. 

Employees should report all non-cash gifts to the Navarro College Foundation Office. 

Cash and non-cash gifts transmitted should include the following information:

  • Name and full mailing address of donor(s)

  • Purpose of the gift

  • Fund/account in which the gift is to be placed, if known

  • Original or photocopy of any correspondence accompanying the gift

 

Recording and Acknowledgement of Gifts

Staff in the Navarro College Foundation, and the Executive Director of Student Services and Athletics will acknowledge all gifts to Navarro College and the Navarro College Foundation.  All funds raised will be properly recorded with pertinent information and ensure all funds are properly deposited into the correct accounts.  Funds will be managed by the Navarro College Foundation or the sport-specific Navarro College fundraising accounts. This includes pledges of support as well as gifts of cash, securities, insurance policies, real estate, mineral interests and other non-cash gifts.  All gifts are properly acknowledged in writing by the Executive Director of the Foundation.

 

Confidentiality

Information obtained pertaining to any constituent of the College (personal/profile information, financial records, etc.) must be considered property of the Navarro College Foundation, and therefore, private and confidential.  Anyone from the College engaged in the cultivation or solicitation process of any potential donor must maintain all records private and in strict confidence.  Staff in the Navarro College Foundation will maintain all constituent profiles, ensure security of profiles and maintain confidentiality. 

 

Navarro College Student Guidelines and Procedures

Recognized Navarro College clubs/organizations who meet specified registration criteria as outlined by the Navarro College Office of Student Services must obtain preapproval for fundraising events from the Executive Director of Student Services and Athletics and the Executive Director of the Navarro College Foundation thirty (30) days in advance of the fundraising activity.

 

Approved: 2015
Updated: 2020, 2024
Reviewed: