FundSvcs Community

I am not certain what is being requested here. When I was at NC State I developed an extraordinarily simple and straight forward process: - A standard template had to be completed filling in only the designation/purpose and dollar amount. - The prepared document was sent to me for approval BEFORE SHARING WITH THE DONOR. If exceptions to the template were desired there was a separate exception process - I would approve the agreement and return it to the MGO - The MGO would obtain the donor's signatures - The sign agreement would go to the appropriate NC State official to sign on behalf of the University. - Done! John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 2:58 PM Grbenick, Anna < 0000003d515ce862-dmarc-request@listserv.fundsvcs.org> wrote: > I’d be interested in seeing some examples, too. I am currently developing > our gift acceptance policies and procedures and I do find seeing workflows > from different places to be very helpful as I build out processes. > > > > Thanks! > > Anna > > > > > > *Anna Grbenick* > > Senior Director, Stewardship & Donor Engagement > > Geisinger Health Foundation > > 100 North Academy Avenue *| *MC: 25-76 > > Danville, PA 17822-2576 > > p: 570.214.2389 *|* e: agrbenick1@geisinger.edu *| * > geisinger.org/foundation <http://www.geisinger.org/foundation> > > [image: pic] > <https://www.geisinger.org/about-geisinger/geisinger-foundation> [image: > cid:image002.png@01D46ADD.B6ED7900] > > > > > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf of *Bitoun, Adriana (bitounaa) > *Sent:* Friday, February 08, 2019 12:36 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* [External] [FUNDSVCS] Gift agreement workflow > > > > Good afternoon, > > > > I am compiling a gift agreement process workflow, besides the > specifications in any given acceptance policy, does anyone have developed a > workflow for gift agreements that would be willing to share? > > > > Thank you! > > > > *__________* > > > > *Adriana Bitoun* > > *Senior Director, Advancement services and Data Management* > > The University of Cincinnati Foundation > > PO Box 19970 > > Cincinnati, OH 45219-0970 > > t 513-556-8917 | m 562-805-8815 | f 513-556-4304 > > uc.edu/foundation > <https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> > > > > ------------------------------ > > IMPORTANT WARNING: The information in this message (and the documents > attached to it, if any) is confidential and may be legally privileged. It > is intended solely for the addressee. Access to this message by anyone else > is unauthorized. If you are not the intended recipient, any disclosure, > copying, distribution or any action taken, or omitted to be taken, in > reliance on it is prohibited and may be unlawful. If you have received this > message in error, please delete all electronic copies of this message (and > the documents attached to it, if any), destroy any hard copies you may have > created and notify me immediately by replying to this email. Thank you. > Geisinger Health System utilizes an encryption process to safeguard > Protected Health Information and other confidential data contained in > external e-mail messages. If email is encrypted, the recipient will receive > an e-mail instructing them to sign on to the Geisinger Health System Secure > E-mail Message Center to retrieve the encrypted e-mail. >

I do not think you can set a firm protocol for all of these. But: - The signatory should be the Dean or Department head that is going to have to live with the terms, along with the VP for Advancement - The templates are approved by counsel (but written by advancement). So no further review is needed. If, however, an exception is requested my process had the exception come to me (AVC for AS) and then I would communicate with whatever parties I thought needed to be looped in (usually Counsel) to get their approval - Copy? It's scanned and attached to the record. - Changes go through the same "exception" process noted above John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 3:59 PM Bitoun, Adriana (bitounaa) < BITOUNAA@ucmail.uc.edu> wrote: > Thanks John, > > > > That is simple, although there are places where the process is much more > complicated than that, for example > > > > · Who in the organization signs the agreement? The CFO, The VP of > Development, The Dean of the unit, The Chair? Advancement Services? > > o This is a tricky question because it has to do with delegation of > authority to accept gifts. > > · Who verifies the legal terms, legal counsel? advancement > services? the CFO? > > · Who maintains a copy on record, the DO? The benefitting > College/Unit?, The CFO?, Advancement Services? > > · When changes arise to the terms after the agreement has been > executed, who reviews? Who approves? > > > > This is a process that supports the acceptance policy but is not > necessarily outlined in the policy. I was hoping someone had a good > workflow outlined, I have one but was looking for best practices. > > > > *__________* > > > > *Adriana Bitoun* > > *Senior Director, Advancement Services and Data Management* > > The University of Cincinnati Foundation > > t 513-556-8917 | m 562-805-8815 | f 513-556-4304 > > *uc.edu/foundation <http://uc.edu/foundation>* > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor > *Sent:* Friday, February 8, 2019 3:06 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow > > > > I am not certain what is being requested here. When I was at NC State I > developed an extraordinarily simple and straight forward process: > > - A standard template had to be completed filling in only the > designation/purpose and dollar amount. > - The prepared document was sent to me for approval BEFORE SHARING > WITH THE DONOR. If exceptions to the template were desired there was a > separate exception process > - I would approve the agreement and return it to the MGO > - The MGO would obtain the donor's signatures > - The sign agreement would go to the appropriate NC State official to > sign on behalf of the University. > - Done! > > John > > > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Fri, Feb 8, 2019 at 2:58 PM Grbenick, Anna < > 0000003d515ce862-dmarc-request@listserv.fundsvcs.org> wrote: > > I’d be interested in seeing some examples, too. I am currently developing > our gift acceptance policies and procedures and I do find seeing workflows > from different places to be very helpful as I build out processes. > > > > Thanks! > > Anna > > > > > > *Anna Grbenick* > > Senior Director, Stewardship & Donor Engagement > > Geisinger Health Foundation > > 100 North Academy Avenue *| *MC: 25-76 > > Danville, PA 17822-2576 > > p: 570.214.2389 *|* e: agrbenick1@geisinger.edu *| * > geisinger.org/foundation <http://www.geisinger.org/foundation> > > [image: pic] > <https://www.geisinger.org/about-geisinger/geisinger-foundation> [image: > cid:image002.png@01D46ADD.B6ED7900] > > > > > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf of *Bitoun, Adriana (bitounaa) > *Sent:* Friday, February 08, 2019 12:36 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* [External] [FUNDSVCS] Gift agreement workflow > > > > Good afternoon, > > > > I am compiling a gift agreement process workflow, besides the > specifications in any given acceptance policy, does anyone have developed a > workflow for gift agreements that would be willing to share? > > > > Thank you! > > > > *__________* > > > > *Adriana Bitoun* > > *Senior Director, Advancement services and Data Management* > > The University of Cincinnati Foundation > > PO Box 19970 > > Cincinnati, OH 45219-0970 > > t 513-556-8917 | m 562-805-8815 | f 513-556-4304 > > uc.edu/foundation > <https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> > > > > > ------------------------------ > > IMPORTANT WARNING: The information in this message (and the documents > attached to it, if any) is confidential and may be legally privileged. It > is intended solely for the addressee. Access to this message by anyone else > is unauthorized. If you are not the intended recipient, any disclosure, > copying, distribution or any action taken, or omitted to be taken, in > reliance on it is prohibited and may be unlawful. If you have received this > message in error, please delete all electronic copies of this message (and > the documents attached to it, if any), destroy any hard copies you may have > created and notify me immediately by replying to this email. Thank you. > Geisinger Health System utilizes an encryption process to safeguard > Protected Health Information and other confidential data contained in > external e-mail messages. If email is encrypted, the recipient will receive > an e-mail instructing them to sign on to the Geisinger Health System Secure > E-mail Message Center to retrieve the encrypted e-mail. > >

Hi Adriana, We use the attached protocol at GW, along with the trigger list of required reviews if certain issues come up. The key to our process, though, is the availability of templates with approved language, which eliminates much of the ad hoc review. Hope this helps. Gail [image: The George Washington University] *Gail A. Ferris* Assistant Vice President, Advancement Administration Advancement Services Development and Alumni Relations The George Washington University - Office: 202-994-8954 • Mobile: 202-316-7440 gferris@gwu.edu <netid@gwu.edu> • giving.gwu.edu • alumni.gwu.edu On Fri, Feb 8, 2019 at 4:25 PM Bitoun, Adriana (bitounaa) < BITOUNAA@ucmail.uc.edu> wrote: > Thank you, this is super helpful! > > > > *__________* > > > > *Adriana Bitoun* > > *Senior Director, Advancement Services and Data Management* > > The University of Cincinnati Foundation > > t 513-556-8917 | m 562-805-8815 | f 513-556-4304 > > *uc.edu/foundation <http://uc.edu/foundation>* > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor > *Sent:* Friday, February 8, 2019 4:12 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow > > > > I do not think you can set a firm protocol for all of these. But: > > - The signatory should be the Dean or Department head that is going to > have to live with the terms, along with the VP for Advancement > - The templates are approved by counsel (but written by advancement). > So no further review is needed. If, however, an exception is requested my > process had the exception come to me (AVC for AS) and then I would > communicate with whatever parties I thought needed to be looped in (usually > Counsel) to get their approval > - Copy? It's scanned and attached to the record. > - Changes go through the same "exception" process noted above > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Fri, Feb 8, 2019 at 3:59 PM Bitoun, Adriana (bitounaa) < > BITOUNAA@ucmail.uc.edu> wrote: > > Thanks John, > > > > That is simple, although there are places where the process is much more > complicated than that, for example > > > > · Who in the organization signs the agreement? The CFO, The VP of > Development, The Dean of the unit, The Chair? Advancement Services? > > o This is a tricky question because it has to do with delegation of > authority to accept gifts. > > · Who verifies the legal terms, legal counsel? advancement > services? the CFO? > > · Who maintains a copy on record, the DO? The benefitting > College/Unit?, The CFO?, Advancement Services? > > · When changes arise to the terms after the agreement has been > executed, who reviews? Who approves? > > > > This is a process that supports the acceptance policy but is not > necessarily outlined in the policy. I was hoping someone had a good > workflow outlined, I have one but was looking for best practices. > > > > *__________* > > > > *Adriana Bitoun* > > *Senior Director, Advancement Services and Data Management* > > The University of Cincinnati Foundation > > t 513-556-8917 | m 562-805-8815 | f 513-556-4304 > > *uc.edu/foundation <http://uc.edu/foundation>* > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor > *Sent:* Friday, February 8, 2019 3:06 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow > > > > I am not certain what is being requested here. When I was at NC State I > developed an extraordinarily simple and straight forward process: > > - A standard template had to be completed filling in only the > designation/purpose and dollar amount. > - The prepared document was sent to me for approval BEFORE SHARING > WITH THE DONOR. If exceptions to the template were desired there was a > separate exception process > - I would approve the agreement and return it to the MGO > - The MGO would obtain the donor's signatures > - The sign agreement would go to the appropriate NC State official to > sign on behalf of the University. > - Done! > > John > > > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Fri, Feb 8, 2019 at 2:58 PM Grbenick, Anna < > 0000003d515ce862-dmarc-request@listserv.fundsvcs.org> wrote: > > I’d be interested in seeing some examples, too. I am currently developing > our gift acceptance policies and procedures and I do find seeing workflows > from different places to be very helpful as I build out processes. > > > > Thanks! > > Anna > > > > > > *Anna Grbenick* > > Senior Director, Stewardship & Donor Engagement > > Geisinger Health Foundation > > 100 North Academy Avenue *| *MC: 25-76 > > Danville, PA 17822-2576 > > p: 570.214.2389 *|* e: agrbenick1@geisinger.edu *| * > geisinger.org/foundation <http://www.geisinger.org/foundation> > > [image: pic] > <https://www.geisinger.org/about-geisinger/geisinger-foundation> [image: > cid:image002.png@01D46ADD.B6ED7900] > > > > > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf of *Bitoun, Adriana (bitounaa) > *Sent:* Friday, February 08, 2019 12:36 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* [External] [FUNDSVCS] Gift agreement workflow > > > > Good afternoon, > > > > I am compiling a gift agreement process workflow, besides the > specifications in any given acceptance policy, does anyone have developed a > workflow for gift agreements that would be willing to share? > > > > Thank you! > > > > *__________* > > > > *Adriana Bitoun* > > *Senior Director, Advancement services and Data Management* > > The University of Cincinnati Foundation > > PO Box 19970 > > Cincinnati, OH 45219-0970 > > t 513-556-8917 | m 562-805-8815 | f 513-556-4304 > > uc.edu/foundation > <https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> > > > > > ------------------------------ > > IMPORTANT WARNING: The information in this message (and the documents > attached to it, if any) is confidential and may be legally privileged. It > is intended solely for the addressee. Access to this message by anyone else > is unauthorized. If you are not the intended recipient, any disclosure, > copying, distribution or any action taken, or omitted to be taken, in > reliance on it is prohibited and may be unlawful. If you have received this > message in error, please delete all electronic copies of this message (and > the documents attached to it, if any), destroy any hard copies you may have > created and notify me immediately by replying to this email. Thank you. > Geisinger Health System utilizes an encryption process to safeguard > Protected Health Information and other confidential data contained in > external e-mail messages. If email is encrypted, the recipient will receive > an e-mail instructing them to sign on to the Geisinger Health System Secure > E-mail Message Center to retrieve the encrypted e-mail. > >

Good Afternoon, This is our gift agreement toolkit at NC State that we use for our DOs. Our team gift agreement manual is pretty extensive compared to our DO gift agreement toolkit but this has the process built in within it. On Fri, Feb 8, 2019 at 4:44 PM Ferris, Gail <gferris@email.gwu.edu> wrote: > Hi Adriana, > > We use the attached protocol at GW, along with the trigger list of > required reviews if certain issues come up. The key to our process, > though, is the availability of templates with approved language, which > eliminates much of the ad hoc review. > > Hope this helps. > > Gail > > [image: The George Washington University] *Gail A. Ferris* > Assistant Vice President, Advancement Administration > Advancement Services > Development and Alumni Relations > The George Washington University > - > Office: 202-994-8954 • Mobile: 202-316-7440 > gferris@gwu.edu <netid@gwu.edu> • giving.gwu.edu • alumni.gwu.edu > > > On Fri, Feb 8, 2019 at 4:25 PM Bitoun, Adriana (bitounaa) < > BITOUNAA@ucmail.uc.edu> wrote: > >> Thank you, this is super helpful! >> >> >> >> *__________* >> >> >> >> *Adriana Bitoun* >> >> *Senior Director, Advancement Services and Data Management* >> >> The University of Cincinnati Foundation >> >> t 513-556-8917 | m 562-805-8815 | f 513-556-4304 >> >> *uc.edu/foundation <http://uc.edu/foundation>* >> >> >> >> *From:* Advancement Services Discussion List < >> FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor >> *Sent:* Friday, February 8, 2019 4:12 PM >> *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG >> *Subject:* Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow >> >> >> >> I do not think you can set a firm protocol for all of these. But: >> >> - The signatory should be the Dean or Department head that is going >> to have to live with the terms, along with the VP for Advancement >> - The templates are approved by counsel (but written by >> advancement). So no further review is needed. If, however, an exception >> is requested my process had the exception come to me (AVC for AS) and then >> I would communicate with whatever parties I thought needed to be looped in >> (usually Counsel) to get their approval >> - Copy? It's scanned and attached to the record. >> - Changes go through the same "exception" process noted above >> >> John H. Taylor >> >> Principal, John H. Taylor Consulting >> >> 2604 Sevier St. >> >> Durham, NC 27705 >> >> johntaylorconsulting@gmail.com >> >> 919.816.5903 (cell/text) >> >> >> >> Serving the Advancement Community Since 1987 >> >> >> >> >> >> On Fri, Feb 8, 2019 at 3:59 PM Bitoun, Adriana (bitounaa) < >> BITOUNAA@ucmail.uc.edu> wrote: >> >> Thanks John, >> >> >> >> That is simple, although there are places where the process is much more >> complicated than that, for example >> >> >> >> · Who in the organization signs the agreement? The CFO, The VP >> of Development, The Dean of the unit, The Chair? Advancement Services? >> >> o This is a tricky question because it has to do with delegation of >> authority to accept gifts. >> >> · Who verifies the legal terms, legal counsel? advancement >> services? the CFO? >> >> · Who maintains a copy on record, the DO? The benefitting >> College/Unit?, The CFO?, Advancement Services? >> >> · When changes arise to the terms after the agreement has been >> executed, who reviews? Who approves? >> >> >> >> This is a process that supports the acceptance policy but is not >> necessarily outlined in the policy. I was hoping someone had a good >> workflow outlined, I have one but was looking for best practices. >> >> >> >> *__________* >> >> >> >> *Adriana Bitoun* >> >> *Senior Director, Advancement Services and Data Management* >> >> The University of Cincinnati Foundation >> >> t 513-556-8917 | m 562-805-8815 | f 513-556-4304 >> >> *uc.edu/foundation <http://uc.edu/foundation>* >> >> >> >> *From:* Advancement Services Discussion List < >> FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor >> *Sent:* Friday, February 8, 2019 3:06 PM >> *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG >> *Subject:* Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow >> >> >> >> I am not certain what is being requested here. When I was at NC State I >> developed an extraordinarily simple and straight forward process: >> >> - A standard template had to be completed filling in only the >> designation/purpose and dollar amount. >> - The prepared document was sent to me for approval BEFORE SHARING >> WITH THE DONOR. If exceptions to the template were desired there was a >> separate exception process >> - I would approve the agreement and return it to the MGO >> - The MGO would obtain the donor's signatures >> - The sign agreement would go to the appropriate NC State official to >> sign on behalf of the University. >> - Done! >> >> John >> >> >> >> John H. Taylor >> >> Principal, John H. Taylor Consulting >> >> 2604 Sevier St. >> >> Durham, NC 27705 >> >> johntaylorconsulting@gmail.com >> >> 919.816.5903 (cell/text) >> >> >> >> Serving the Advancement Community Since 1987 >> >> >> >> >> >> On Fri, Feb 8, 2019 at 2:58 PM Grbenick, Anna < >> 0000003d515ce862-dmarc-request@listserv.fundsvcs.org> wrote: >> >> I’d be interested in seeing some examples, too. I am currently developing >> our gift acceptance policies and procedures and I do find seeing workflows >> from different places to be very helpful as I build out processes. >> >> >> >> Thanks! >> >> Anna >> >> >> >> >> >> *Anna Grbenick* >> >> Senior Director, Stewardship & Donor Engagement >> >> Geisinger Health Foundation >> >> 100 North Academy Avenue *| *MC: 25-76 >> >> Danville, PA 17822-2576 >> >> p: 570.214.2389 *|* e: agrbenick1@geisinger.edu *| * >> geisinger.org/foundation <http://www.geisinger.org/foundation> >> >> [image: pic] >> <https://www.geisinger.org/about-geisinger/geisinger-foundation> [image: >> cid:image002.png@01D46ADD.B6ED7900] >> >> >> >> >> >> >> >> *From:* Advancement Services Discussion List < >> FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf of *Bitoun, Adriana (bitounaa) >> *Sent:* Friday, February 08, 2019 12:36 PM >> *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG >> *Subject:* [External] [FUNDSVCS] Gift agreement workflow >> >> >> >> Good afternoon, >> >> >> >> I am compiling a gift agreement process workflow, besides the >> specifications in any given acceptance policy, does anyone have developed a >> workflow for gift agreements that would be willing to share? >> >> >> >> Thank you! >> >> >> >> *__________* >> >> >> >> *Adriana Bitoun* >> >> *Senior Director, Advancement services and Data Management* >> >> The University of Cincinnati Foundation >> >> PO Box 19970 >> >> Cincinnati, OH 45219-0970 >> >> t 513-556-8917 | m 562-805-8815 | f 513-556-4304 >> >> uc.edu/foundation >> <https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> >> >> >> >> >> ------------------------------ >> >> IMPORTANT WARNING: The information in this message (and the documents >> attached to it, if any) is confidential and may be legally privileged. It >> is intended solely for the addressee. Access to this message by anyone else >> is unauthorized. If you are not the intended recipient, any disclosure, >> copying, distribution or any action taken, or omitted to be taken, in >> reliance on it is prohibited and may be unlawful. If you have received this >> message in error, please delete all electronic copies of this message (and >> the documents attached to it, if any), destroy any hard copies you may have >> created and notify me immediately by replying to this email. Thank you. >> Geisinger Health System utilizes an encryption process to safeguard >> Protected Health Information and other confidential data contained in >> external e-mail messages. If email is encrypted, the recipient will receive >> an e-mail instructing them to sign on to the Geisinger Health System Secure >> E-mail Message Center to retrieve the encrypted e-mail. >> >> -- *Sarah Thomas * Director, Donor Services Advancement Services P: 919.515.1678 <http://919.515.1678> srthoma3@ncsu.edu <srthoma3@ncsu.edu> NC State University Campus Box 7474 1210 Varsity Drive Raleigh, NC 27695-7474 <http://goog_1377582773> [image: https://giving.ncsu.edu] <https://giving.ncsu.edu> All electronic mail messages in connection with State business which are sent to or received by this account are subject to the NC Public Records Law and may be disclosed to third parties.

I'd be interested in seeing some examples, too. I am currently developing our gift acceptance policies and procedures and I do find seeing workflows from different places to be very helpful as I build out processes. Thanks! Anna Anna Grbenick Senior Director, Stewardship & Donor Engagement Geisinger Health Foundation 100 North Academy Avenue | MC: 25-76 Danville, PA 17822-2576 p: 570.214.2389 | e: agrbenick1@geisinger.edu<mailto:agrbenick1@geisinger.edu> | geisinger.org/foundation<http://www.geisinger.org/foundation> [pic]<https://www.geisinger.org/about-geisinger/geisinger-foundation> [cid:image002.png@01D46ADD.B6ED7900] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf of Bitoun, Adriana (bitounaa) Sent: Friday, February 08, 2019 12:36 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [External] [FUNDSVCS] Gift agreement workflow Good afternoon, I am compiling a gift agreement process workflow, besides the specifications in any given acceptance policy, does anyone have developed a workflow for gift agreements that would be willing to share? Thank you! __________ Adriana Bitoun Senior Director, Advancement services and Data Management The University of Cincinnati Foundation PO Box 19970 Cincinnati, OH 45219-0970 t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> IMPORTANT WARNING: The information in this message (and the documents attached to it, if any) is confidential and may be legally privileged. It is intended solely for the addressee. Access to this message by anyone else is unauthorized. If you are not the intended recipient, any disclosure, copying, distribution or any action taken, or omitted to be taken, in reliance on it is prohibited and may be unlawful. If you have received this message in error, please delete all electronic copies of this message (and the documents attached to it, if any), destroy any hard copies you may have created and notify me immediately by replying to this email. Thank you. Geisinger Health System utilizes an encryption process to safeguard Protected Health Information and other confidential data contained in external e-mail messages. If email is encrypted, the recipient will receive an e-mail instructing them to sign on to the Geisinger Health System Secure E-mail Message Center to retrieve the encrypted e-mail.

Thanks John, That is simple, although there are places where the process is much more complicated than that, for example · Who in the organization signs the agreement? The CFO, The VP of Development, The Dean of the unit, The Chair? Advancement Services? o This is a tricky question because it has to do with delegation of authority to accept gifts. · Who verifies the legal terms, legal counsel? advancement services? the CFO? · Who maintains a copy on record, the DO? The benefitting College/Unit?, The CFO?, Advancement Services? · When changes arise to the terms after the agreement has been executed, who reviews? Who approves? This is a process that supports the acceptance policy but is not necessarily outlined in the policy. I was hoping someone had a good workflow outlined, I have one but was looking for best practices. __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of John Taylor Sent: Friday, February 8, 2019 3:06 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow I am not certain what is being requested here. When I was at NC State I developed an extraordinarily simple and straight forward process: * A standard template had to be completed filling in only the designation/purpose and dollar amount. * The prepared document was sent to me for approval BEFORE SHARING WITH THE DONOR. If exceptions to the template were desired there was a separate exception process * I would approve the agreement and return it to the MGO * The MGO would obtain the donor's signatures * The sign agreement would go to the appropriate NC State official to sign on behalf of the University. * Done! John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 2:58 PM Grbenick, Anna <0000003d515ce862-dmarc-request@listserv.fundsvcs.org<mailto:0000003d515ce862-dmarc-request@listserv.fundsvcs.org>> wrote: I’d be interested in seeing some examples, too. I am currently developing our gift acceptance policies and procedures and I do find seeing workflows from different places to be very helpful as I build out processes. Thanks! Anna Anna Grbenick Senior Director, Stewardship & Donor Engagement Geisinger Health Foundation 100 North Academy Avenue | MC: 25-76 Danville, PA 17822-2576 p: 570.214.2389 | e: agrbenick1@geisinger.edu<mailto:agrbenick1@geisinger.edu> | geisinger.org/foundation<http://www.geisinger.org/foundation> [pic]<https://www.geisinger.org/about-geisinger/geisinger-foundation> [cid:image002.png@01D46ADD.B6ED7900] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf of Bitoun, Adriana (bitounaa) Sent: Friday, February 08, 2019 12:36 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [External] [FUNDSVCS] Gift agreement workflow Good afternoon, I am compiling a gift agreement process workflow, besides the specifications in any given acceptance policy, does anyone have developed a workflow for gift agreements that would be willing to share? Thank you! __________ Adriana Bitoun Senior Director, Advancement services and Data Management The University of Cincinnati Foundation PO Box 19970 Cincinnati, OH 45219-0970 t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> ________________________________ IMPORTANT WARNING: The information in this message (and the documents attached to it, if any) is confidential and may be legally privileged. It is intended solely for the addressee. Access to this message by anyone else is unauthorized. If you are not the intended recipient, any disclosure, copying, distribution or any action taken, or omitted to be taken, in reliance on it is prohibited and may be unlawful. If you have received this message in error, please delete all electronic copies of this message (and the documents attached to it, if any), destroy any hard copies you may have created and notify me immediately by replying to this email. Thank you. Geisinger Health System utilizes an encryption process to safeguard Protected Health Information and other confidential data contained in external e-mail messages. If email is encrypted, the recipient will receive an e-mail instructing them to sign on to the Geisinger Health System Secure E-mail Message Center to retrieve the encrypted e-mail.

Thank you, this is super helpful! __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of John Taylor Sent: Friday, February 8, 2019 4:12 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow I do not think you can set a firm protocol for all of these. But: * The signatory should be the Dean or Department head that is going to have to live with the terms, along with the VP for Advancement * The templates are approved by counsel (but written by advancement). So no further review is needed. If, however, an exception is requested my process had the exception come to me (AVC for AS) and then I would communicate with whatever parties I thought needed to be looped in (usually Counsel) to get their approval * Copy? It's scanned and attached to the record. * Changes go through the same "exception" process noted above John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 3:59 PM Bitoun, Adriana (bitounaa) <BITOUNAA@ucmail.uc.edu<mailto:BITOUNAA@ucmail.uc.edu>> wrote: Thanks John, That is simple, although there are places where the process is much more complicated than that, for example • Who in the organization signs the agreement? The CFO, The VP of Development, The Dean of the unit, The Chair? Advancement Services? o This is a tricky question because it has to do with delegation of authority to accept gifts. • Who verifies the legal terms, legal counsel? advancement services? the CFO? • Who maintains a copy on record, the DO? The benefitting College/Unit?, The CFO?, Advancement Services? • When changes arise to the terms after the agreement has been executed, who reviews? Who approves? This is a process that supports the acceptance policy but is not necessarily outlined in the policy. I was hoping someone had a good workflow outlined, I have one but was looking for best practices. __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<http://uc.edu/foundation> From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of John Taylor Sent: Friday, February 8, 2019 3:06 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow I am not certain what is being requested here. When I was at NC State I developed an extraordinarily simple and straight forward process: * A standard template had to be completed filling in only the designation/purpose and dollar amount. * The prepared document was sent to me for approval BEFORE SHARING WITH THE DONOR. If exceptions to the template were desired there was a separate exception process * I would approve the agreement and return it to the MGO * The MGO would obtain the donor's signatures * The sign agreement would go to the appropriate NC State official to sign on behalf of the University. * Done! John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 2:58 PM Grbenick, Anna <0000003d515ce862-dmarc-request@listserv.fundsvcs.org<mailto:0000003d515ce862-dmarc-request@listserv.fundsvcs.org>> wrote: I’d be interested in seeing some examples, too. I am currently developing our gift acceptance policies and procedures and I do find seeing workflows from different places to be very helpful as I build out processes. Thanks! Anna Anna Grbenick Senior Director, Stewardship & Donor Engagement Geisinger Health Foundation 100 North Academy Avenue | MC: 25-76 Danville, PA 17822-2576 p: 570.214.2389 | e: agrbenick1@geisinger.edu<mailto:agrbenick1@geisinger.edu> | geisinger.org/foundation<http://www.geisinger.org/foundation> [pic]<https://www.geisinger.org/about-geisinger/geisinger-foundation> [cid:image002.png@01D46ADD.B6ED7900] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf of Bitoun, Adriana (bitounaa) Sent: Friday, February 08, 2019 12:36 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [External] [FUNDSVCS] Gift agreement workflow Good afternoon, I am compiling a gift agreement process workflow, besides the specifications in any given acceptance policy, does anyone have developed a workflow for gift agreements that would be willing to share? Thank you! __________ Adriana Bitoun Senior Director, Advancement services and Data Management The University of Cincinnati Foundation PO Box 19970 Cincinnati, OH 45219-0970 t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> ________________________________ IMPORTANT WARNING: The information in this message (and the documents attached to it, if any) is confidential and may be legally privileged. It is intended solely for the addressee. Access to this message by anyone else is unauthorized. If you are not the intended recipient, any disclosure, copying, distribution or any action taken, or omitted to be taken, in reliance on it is prohibited and may be unlawful. If you have received this message in error, please delete all electronic copies of this message (and the documents attached to it, if any), destroy any hard copies you may have created and notify me immediately by replying to this email. Thank you. Geisinger Health System utilizes an encryption process to safeguard Protected Health Information and other confidential data contained in external e-mail messages. If email is encrypted, the recipient will receive an e-mail instructing them to sign on to the Geisinger Health System Secure E-mail Message Center to retrieve the encrypted e-mail.

Gail This is exactly what I was looking for! Thank you so much for sharing, it is a great document. __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Ferris, Gail Sent: Friday, February 8, 2019 4:45 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow Hi Adriana, We use the attached protocol at GW, along with the trigger list of required reviews if certain issues come up. The key to our process, though, is the availability of templates with approved language, which eliminates much of the ad hoc review. Hope this helps. Gail [Image removed by sender. The George Washington University] Gail A. Ferris Assistant Vice President, Advancement Administration Advancement Services Development and Alumni Relations The George Washington University - Office: 202-994-8954 • Mobile: 202-316-7440 gferris@gwu.edu<mailto:netid@gwu.edu> • giving.gwu.edu<https://giving.gwu.edu/> • alumni.gwu.edu<https://alumni.gwu.edu/> On Fri, Feb 8, 2019 at 4:25 PM Bitoun, Adriana (bitounaa) <BITOUNAA@ucmail.uc.edu<mailto:BITOUNAA@ucmail.uc.edu>> wrote: Thank you, this is super helpful! __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<http://uc.edu/foundation> From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of John Taylor Sent: Friday, February 8, 2019 4:12 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow I do not think you can set a firm protocol for all of these. But: * The signatory should be the Dean or Department head that is going to have to live with the terms, along with the VP for Advancement * The templates are approved by counsel (but written by advancement). So no further review is needed. If, however, an exception is requested my process had the exception come to me (AVC for AS) and then I would communicate with whatever parties I thought needed to be looped in (usually Counsel) to get their approval * Copy? It's scanned and attached to the record. * Changes go through the same "exception" process noted above John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 3:59 PM Bitoun, Adriana (bitounaa) <BITOUNAA@ucmail.uc.edu<mailto:BITOUNAA@ucmail.uc.edu>> wrote: Thanks John, That is simple, although there are places where the process is much more complicated than that, for example • Who in the organization signs the agreement? The CFO, The VP of Development, The Dean of the unit, The Chair? Advancement Services? o This is a tricky question because it has to do with delegation of authority to accept gifts. • Who verifies the legal terms, legal counsel? advancement services? the CFO? • Who maintains a copy on record, the DO? The benefitting College/Unit?, The CFO?, Advancement Services? • When changes arise to the terms after the agreement has been executed, who reviews? Who approves? This is a process that supports the acceptance policy but is not necessarily outlined in the policy. I was hoping someone had a good workflow outlined, I have one but was looking for best practices. __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<http://uc.edu/foundation> From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of John Taylor Sent: Friday, February 8, 2019 3:06 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow I am not certain what is being requested here. When I was at NC State I developed an extraordinarily simple and straight forward process: * A standard template had to be completed filling in only the designation/purpose and dollar amount. * The prepared document was sent to me for approval BEFORE SHARING WITH THE DONOR. If exceptions to the template were desired there was a separate exception process * I would approve the agreement and return it to the MGO * The MGO would obtain the donor's signatures * The sign agreement would go to the appropriate NC State official to sign on behalf of the University. * Done! John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 2:58 PM Grbenick, Anna <0000003d515ce862-dmarc-request@listserv.fundsvcs.org<mailto:0000003d515ce862-dmarc-request@listserv.fundsvcs.org>> wrote: I’d be interested in seeing some examples, too. I am currently developing our gift acceptance policies and procedures and I do find seeing workflows from different places to be very helpful as I build out processes. Thanks! Anna Anna Grbenick Senior Director, Stewardship & Donor Engagement Geisinger Health Foundation 100 North Academy Avenue | MC: 25-76 Danville, PA 17822-2576 p: 570.214.2389 | e: agrbenick1@geisinger.edu<mailto:agrbenick1@geisinger.edu> | geisinger.org/foundation<http://www.geisinger.org/foundation> [pic]<https://www.geisinger.org/about-geisinger/geisinger-foundation> [cid:image002.png@01D46ADD.B6ED7900] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf of Bitoun, Adriana (bitounaa) Sent: Friday, February 08, 2019 12:36 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [External] [FUNDSVCS] Gift agreement workflow Good afternoon, I am compiling a gift agreement process workflow, besides the specifications in any given acceptance policy, does anyone have developed a workflow for gift agreements that would be willing to share? Thank you! __________ Adriana Bitoun Senior Director, Advancement services and Data Management The University of Cincinnati Foundation PO Box 19970 Cincinnati, OH 45219-0970 t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> ________________________________ IMPORTANT WARNING: The information in this message (and the documents attached to it, if any) is confidential and may be legally privileged. It is intended solely for the addressee. Access to this message by anyone else is unauthorized. If you are not the intended recipient, any disclosure, copying, distribution or any action taken, or omitted to be taken, in reliance on it is prohibited and may be unlawful. If you have received this message in error, please delete all electronic copies of this message (and the documents attached to it, if any), destroy any hard copies you may have created and notify me immediately by replying to this email. Thank you. Geisinger Health System utilizes an encryption process to safeguard Protected Health Information and other confidential data contained in external e-mail messages. If email is encrypted, the recipient will receive an e-mail instructing them to sign on to the Geisinger Health System Secure E-mail Message Center to retrieve the encrypted e-mail.

Thank you Sarah, This is a very thorough document and outlines the process really well! __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Sarah Thomas Sent: Friday, February 8, 2019 5:00 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow Good Afternoon, This is our gift agreement toolkit at NC State that we use for our DOs. Our team gift agreement manual is pretty extensive compared to our DO gift agreement toolkit but this has the process built in within it. On Fri, Feb 8, 2019 at 4:44 PM Ferris, Gail <gferris@email.gwu.edu<mailto:gferris@email.gwu.edu>> wrote: Hi Adriana, We use the attached protocol at GW, along with the trigger list of required reviews if certain issues come up. The key to our process, though, is the availability of templates with approved language, which eliminates much of the ad hoc review. Hope this helps. Gail [Image removed by sender. The George Washington University] Gail A. Ferris Assistant Vice President, Advancement Administration Advancement Services Development and Alumni Relations The George Washington University - Office: 202-994-8954 • Mobile: 202-316-7440 gferris@gwu.edu<mailto:netid@gwu.edu> • giving.gwu.edu<https://giving.gwu.edu/> • alumni.gwu.edu<https://alumni.gwu.edu/> On Fri, Feb 8, 2019 at 4:25 PM Bitoun, Adriana (bitounaa) <BITOUNAA@ucmail.uc.edu<mailto:BITOUNAA@ucmail.uc.edu>> wrote: Thank you, this is super helpful! __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<http://uc.edu/foundation> From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of John Taylor Sent: Friday, February 8, 2019 4:12 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow I do not think you can set a firm protocol for all of these. But: * The signatory should be the Dean or Department head that is going to have to live with the terms, along with the VP for Advancement * The templates are approved by counsel (but written by advancement). So no further review is needed. If, however, an exception is requested my process had the exception come to me (AVC for AS) and then I would communicate with whatever parties I thought needed to be looped in (usually Counsel) to get their approval * Copy? It's scanned and attached to the record. * Changes go through the same "exception" process noted above John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 3:59 PM Bitoun, Adriana (bitounaa) <BITOUNAA@ucmail.uc.edu<mailto:BITOUNAA@ucmail.uc.edu>> wrote: Thanks John, That is simple, although there are places where the process is much more complicated than that, for example • Who in the organization signs the agreement? The CFO, The VP of Development, The Dean of the unit, The Chair? Advancement Services? o This is a tricky question because it has to do with delegation of authority to accept gifts. • Who verifies the legal terms, legal counsel? advancement services? the CFO? • Who maintains a copy on record, the DO? The benefitting College/Unit?, The CFO?, Advancement Services? • When changes arise to the terms after the agreement has been executed, who reviews? Who approves? This is a process that supports the acceptance policy but is not necessarily outlined in the policy. I was hoping someone had a good workflow outlined, I have one but was looking for best practices. __________ Adriana Bitoun Senior Director, Advancement Services and Data Management The University of Cincinnati Foundation t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<http://uc.edu/foundation> From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of John Taylor Sent: Friday, February 8, 2019 3:06 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] [External] [FUNDSVCS] Gift agreement workflow I am not certain what is being requested here. When I was at NC State I developed an extraordinarily simple and straight forward process: * A standard template had to be completed filling in only the designation/purpose and dollar amount. * The prepared document was sent to me for approval BEFORE SHARING WITH THE DONOR. If exceptions to the template were desired there was a separate exception process * I would approve the agreement and return it to the MGO * The MGO would obtain the donor's signatures * The sign agreement would go to the appropriate NC State official to sign on behalf of the University. * Done! John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Fri, Feb 8, 2019 at 2:58 PM Grbenick, Anna <0000003d515ce862-dmarc-request@listserv.fundsvcs.org<mailto:0000003d515ce862-dmarc-request@listserv.fundsvcs.org>> wrote: I’d be interested in seeing some examples, too. I am currently developing our gift acceptance policies and procedures and I do find seeing workflows from different places to be very helpful as I build out processes. Thanks! Anna Anna Grbenick Senior Director, Stewardship & Donor Engagement Geisinger Health Foundation 100 North Academy Avenue | MC: 25-76 Danville, PA 17822-2576 p: 570.214.2389 | e: agrbenick1@geisinger.edu<mailto:agrbenick1@geisinger.edu> | geisinger.org/foundation<http://www.geisinger.org/foundation> [pic]<https://www.geisinger.org/about-geisinger/geisinger-foundation> [cid:image002.png@01D46ADD.B6ED7900] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf of Bitoun, Adriana (bitounaa) Sent: Friday, February 08, 2019 12:36 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [External] [FUNDSVCS] Gift agreement workflow Good afternoon, I am compiling a gift agreement process workflow, besides the specifications in any given acceptance policy, does anyone have developed a workflow for gift agreements that would be willing to share? Thank you! __________ Adriana Bitoun Senior Director, Advancement services and Data Management The University of Cincinnati Foundation PO Box 19970 Cincinnati, OH 45219-0970 t 513-556-8917 | m 562-805-8815 | f 513-556-4304 uc.edu/foundation<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuc.edu%2Ffoundation&data=02%7C01%7Cagrbenick1%40GEISINGER.EDU%7Cfdafb74207054bb37ddf08d68debf16a%7C37d46c567c664402a16055c2313b910d%7C0%7C1%7C636852441842283455&sdata=XMcu%2BDwvM8wDT4ZcPt3mmn95mOQA19EpNSJRZI5dP5Q%3D&reserved=0> ________________________________ IMPORTANT WARNING: The information in this message (and the documents attached to it, if any) is confidential and may be legally privileged. It is intended solely for the addressee. Access to this message by anyone else is unauthorized. If you are not the intended recipient, any disclosure, copying, distribution or any action taken, or omitted to be taken, in reliance on it is prohibited and may be unlawful. If you have received this message in error, please delete all electronic copies of this message (and the documents attached to it, if any), destroy any hard copies you may have created and notify me immediately by replying to this email. Thank you. Geisinger Health System utilizes an encryption process to safeguard Protected Health Information and other confidential data contained in external e-mail messages. If email is encrypted, the recipient will receive an e-mail instructing them to sign on to the Geisinger Health System Secure E-mail Message Center to retrieve the encrypted e-mail. -- Sarah Thomas Director, Donor Services Advancement Services P: 919.515.1678 <http://919.515.1678> srthoma3@ncsu.edu <mailto:srthoma3@ncsu.edu> NC State University Campus Box 7474 1210 Varsity Drive Raleigh, NC 27695-7474 <http://goog_1377582773> [Image removed by sender. https://giving.ncsu.edu]<https://giving.ncsu.edu> All electronic mail messages in connection with State business which are sent to or received by this account are subject to the NC Public Records Law and may be disclosed to third parties.