University of Houston

 

Graduate College of Social Work

 

 

General Statement

 

nOTE:  Dawn, My RECOMMENDED REVISIONS ARE UNDERLINED. The suggested deletion in the first  paragraph is in bold letters within brackets].

 

This protocol is to be followed for all fund raising activities. Fund raising activities are defined as all efforts to secure the contribution of funds from philanthropic sources including foundations, corporations, individuals, and non-profit organizations (e.g. professional associations).

 

I.        Prospect Identification

 

Prospects may be identified by an individual faculty or staff member, or thea project/program director, with or without the assistance of the College Development Director. The College Development Officer is to be notified, in writing, when a prospect is identified. In either case, the College Development Director is responsible for obtaining approval for solicitation from the Dean and the UH Development Office.

 

II.       strategies

 

          The Project/Program Director and the Development Director must work closely together to design appropriate strategies for the successful cultivation of eligible prospects. The Development Director will keep the Dean informed of the various strategies utilized.

III.     Approach

 

The Development Director will inform each person who is required to attend meetings related to the approach.  The Development Director must be involved in the "ask/approach" process unless prior approval or other arrangements have been made with the Dean.

        

IV.     Steps in Proposal Preparation and Submission

 

          1.   The Project/Program Director should prepare a draft proposal and route it to the Development Director. 

 

          2.   The Development Director then consults with the Dean who determines next steps.

 

3.     The Development Director will then advise the proposal developer of next steps.

 

(If a Project/Director would like assistance in writing a proposal, they should set-up a meeting with the Development Director at least eight weeks before the initial deadline so that the Development Director is able to work with the UH Office of Development). 

 

4.           4.   All revised proposals should be submitted to the Development Director who will then give final draft copies to the Project/Program Director and his/or supervisor, if appropriate, and the College Business Administrator for review. 

 

5.   The College Business Administrator will review the budget.  The review must take place at least three weeks prior to submission.

 

6.   Upon completion of the proposal, the Development Director will submit the final copy to the Dean and College Business Administrator and - in collaboration with the UH Development office - will obtain a cover letter from the President (i.e., for proposals of $10,000 and above).  In cases involving requests of $10,000 or more, the UH Development office will likely do the final copy and actual submission. The review by the Dean must take place at least two weeks prior to submission.

 

V.       Award Receipt

 

All award receipts should be forwarded to the Development Director for acknowledgment.  The Development Director in consultation with the Project/Program Director determines who should be thanked.  If the Office of Research Financial Services is involved in the funding process, the Development Director will work with the Office of Research Financial Services in conjunction with the UH Development Office to meet all requirements. The Development Director only works with the Office of Research Financial Services when the award/gift is from a private source.

 

VI.      Stewardship Reports

 

All reporting and contact after a gift has been received must go through the Development Director for further approval by the Dean, the College Business Administrator, and the UH Development Office.  If a prospect requests information from the Project/Program Director, she/he should notify the Development Director for further assistance.  It is the Development Director's responsibility to coordinate development of stewardship reports and to ensure that all deadlines are met. All correspondence should go under either the Dean's or the Development Director's signature.

 

All reports are to be submitted to the Dean for review a minimum of two weeks prior to submission to the funder.

 

VII.    Caveats

 

          Under no circumstances should a proposal of $10,000 or more be       submitted to any entity (i.e., individual, foundation, corporation, including the UH Development Office) without explicit written approval from the Dean.