• Section 1 - Background and Purpose
• Section 2 - Scope
• Section 3 - Policy Statement
• Section 4 - Procedures
• Overview
• Provision of Information to Donors
• Acknowledgement Letters and Receipts for Donations
• Stewardship of Donors
• Management of Complaints
• Section 5 - Definitions

Section 1 - Background and Purpose

(1) The La Trobe University Foundation recognises that it must merit the respect and trust of those who make a contribution to it. To ensure that donors and prospective donors can have full confidence in the La Trobe University Foundation, the Foundation has developed this Policy.

Section 2 - Scope

(2) This Policy applies to all Schools, campuses, divisions and organisational units of the University.

(3) This Policy applies to all gifts in cash and in-kind received by the University.

Section 3 - Policy Statement

(4) The Australian Tax Office defines a donation as a gift which does not promise direct benefits to the donor.  However, all donors to the University who have presented a gift in cash or kind, regardless of value, have the right to expect that:

1. their gift will be officially receipted so that it may be used for tax purposes.
2. their gift will be used for the purpose for which it was intended and documented, within approved La Trobe University Foundation policy and the law.
3. where a gift is invested in perpetuity, it is prudently managed as judged by the common man.
4. recognition is afforded according to the wishes of the donor as documented at the time of the gift, including the right to remain anonymous.

Section 4 - Procedures

Overview

(5) The University La Trobe Advancement will be responsible for the co-ordination, assignment and management of donations, donors and prospective donors to La Trobe University. Please refer to the Fundraising Policy.

(6) The La Trobe Advancement will be the central co-ordinator for all University fundraising activities, also acting as an advisory service, a repository of information on all donors and prospective donors and as a clearinghouse for all fundraising campaigns, appeals, submissions and approaches.

(7) All donors to the University who have presented a gift in cash or kind, regardless of value, will be stewarded by the University La Trobe Advancement.

Provision of Information to Donors

(8) All donors will be sent regular and appropriate reports on the impact of their gift, as outlined in their Gift Agreement, or at least once in the 12 months in which their gift was made where no Gift Agreement exists.

(9) The La Trobe University Foundation reserves the right not to accept any gift, please refer to Gift Acceptance Policy.

(10) Donations to the La Trobe University Foundation may be eligible deductions for income tax purposes.

Acknowledgement Letters and Receipts for Donations

(11) The La Trobe Advancement is required to follow the procedures outlined in the Gift Policy to recognise each gift from donors to the University.

(12) The University will issue a receipt for all cash donations over $2.  This receipt will be issued in the name of the drawer of the cheque, the person named on the credit card, or as indicated in the donation form.  A letter of acknowledgment will be part of the receipt which will be forwarded to the donor. In-kind contributions will be acknowledged but not receipted.

(13) Payments made to the La Trobe University Foundation should be forwarded to La Trobe University Foundation, La Trobe University, Victoria, 3086. A letter outlining the purpose of the donation or a completed donation form should accompany the payment.  The University accepts credit cards (Visa, MasterCard), electronic funds transfer and cheques.

Stewardship of Donors

(14) The La Trobe Advancement is expected to manage the stewardship of each donor according to the procedures outlined in the Gift Procedures (Stewardship of Gifts and Stewardship of Donors).

Management of Complaints

(15) The La Trobe Advancement will be required to manage any questions, concerns, complaints etc. received from donors.  Any individual or group (such as a campus, school or division) that receive direct communication from donors to the organisation should forward these to the La Trobe Advancement to be addressed.

Section 5 - Definitions

(16) For the purpose of this Policy:

1. La Trobe Foundation: Established by the Senior Management of the University as a: Framework for the management of all donations to the University with the aim of increasing support for the University’s Mission.
2. Donor:  Alumni, individual, corporation or foundation who has provided a money, sponsorship or a gift-in-kind to the University.
3. Stewardship: Ensuring that the needs of the donor are met, the gift is well managed and records kept up to date.