• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• The Foundation Executive
• The Whitlam Institute
• Section 4 - Procedures
• Part A - Solicitation of Donations
• Part B - Acceptance of Donations
• Part C - Recording and Management of Donations
• Part D - Donor Stewardship and Relationship Management
• Part E - Fundraising Activities

Section 1 - Purpose and Context

(1) Donations, bequests and fundraising activities support the University to fulfill its strategic goals and objectives. This policy outlines the conduct of fundraising activities and the acceptance and management of donations and philanthropic income.

(2) Donations and philanthropic income may be used to support any endeavour consistent with the University's strategic goals and objectives including scholarships, endowments, prizes, research, projects, programs, staff positions, community outreach, equipment acquisition or to fund capital works.

(3) This policy applies to all donations, bequests and fundraising and philanthropic income (including in-kind) and associated activities, and to staff and students involved in the raising or receipting of funds donated to the University.

(4) This policy does not apply to sponsorships, or operational funding to the University from the Federal Government, and state and local governments, and it does not cover matters relating to the naming of buildings, positions and units which are covered under the Naming Recognition Policy.

Section 2 - Definitions

(5) For the purpose of this policy, definitions that apply can be found in the Policy DDS Glossary and as follow:

1. Bequest means a gift provided by a donor in their Will, the principal benefit of which is realised after the donor’s death.
2. DGR means Deductible Gift Recipient, as endorsed by the Australian Taxation Office.
3. Donation refers broadly to any cash, in-kind gift, or pledge to make a gift that is given with philanthropic intent. Donations are also referred to as gifts.
4. Donor means any person or organisation making a donation to the University.
5. Endowment means a donation made with the intention that the principal is invested, and the investment earnings are used to support a benefit. Generally an endowment endures in perpetuity. An endowment can also be amortised, in that the gift is endowed for a specified period of time and the interest and capital is used to fund the benefit over a predetermined period of time so that the balance is nil by the end of the negotiated term.
6. Fundraising means all activities undertaken by or on behalf of the University with the aim of soliciting or receiving donations.
7. Gift has the same definition as donation.
8. Grant means the provision of financial assistance to the University from a grant-making entity, such as a charitable foundation. Grants may be treated as donations if the grant does not involve the return of any material benefit to the grant maker.
9. Philanthropic intent means all giving which does not confer full or partial ownership of a deliverable on the donor in return for the funding, i.e., there must be no material benefit to the donor.
10. Planned gift means a gift provided by a donor, the principal benefit of which is not available to the organisation until some future date.
11. Pledge means a documented commitment or intent to make a donation within a specified period of time.
12. Prospect means a prospective donor, i.e., an individual or organisation with both the financial capacity and the likely inclination to support the University via a major donation or a bequest.
13. Recognition means actions taken by the University to recognise the generosity of donors, individually or collectively.
14. Sponsorship means a transfer of money or property to the University in which there are agreed and specified material benefits in return. A Sponsorship is not a donation.
15. Stewardship means the process of building and strengthening the relationship between a donor and the University. It includes acknowledgement and recognition as well as fostering relationships through a program of interactions with donors. Stewardship also includes activity that ensures that donated funds are used for the purpose for which they were solicited and given, often within a specified timeframe.
16. Tied donations means any donation given and received for a specified purpose that cannot normally be used for any other purpose without the donor's approval. For example, to specifically fund the salary of a professorial chair, the purchase equipment, or fund a named annual student prize or scholarship. Tied donations may have an end date.
17. Untied donations means any donation given and received for no specified purpose that can be used at the discretion of the University.

Section 3 - Policy Statement

(6) All donations are made to the University as the University holds deductible gift recipient (DGR) status in accordance with the requirements of the Australian Taxation Office. This status is managed by the Office of Advancement on behalf of the University.

(7) In accordance with the Delegations of Authority Policy:

1. delegation to approve University-wide fundraising campaigns and initiatives is reserved to the Board of Trustees (Delegation Schedule GG5) and
2. delegation to implement approved fundraising activities, intended to raise philanthropic income for the University, is reserved to the Executive Director, Advancement for up to $1m and Deputy Vice-Chancellor, Western Sydney and External Engagement for up to $5m (Delegation Schedule GG6).

(8) No member of the University, including alumni, students, staff and its associated organisations, may make formal approaches nor solicit for fundraising purposes, unless coordinated with the Office of Advancement.

(9) Donations and gifts provided with philanthropic intent to any part of the University must be advised to the Office of Advancement for the purposes of risk assessment and reporting on philanthropic activity at the University and for ensuring that the appropriate stewardship is undertaken with the donor.

(10) The Office of Advancement manages the University's relationships with donors and prospects, under its stewardship process, including supporting senior members of the University in stewarding donors for which they are the primary relationship holder. 

(11) The solicitation of donated funds for the University must be for University purposes and not for specific individuals or their projects.

(12) The University reserves the right to refuse an offered donation and will not accept donations if for any reason such acceptance would compromise its integrity, reputation, autonomy or academic freedom, or where such acceptance would be inconsistent with the University's mission, values or policies.

(13) The University notes the established body of scientific evidence that smoking is harmful to human health. As such, the University will not accept funding or other forms of support, other than by taxation or government levies, from any tobacco manufacturing company or foundations primarily funded by such companies, or agents known to be acting on their behalf.

The Foundation Executive

(14) The Foundation Executive is an Advisory Board to the Vice-Chancellor and President.

(15) The Foundation Executive assists the University, the Board of Trustees and the Whitlam Institute, to encourage and foster interest in financial and other support for the University.

(16) The Foundation Executive will monitor the performance of the Foundation Fund and provide recommendations to the Vice-Chancellor and President in relation to its investment and disbursement, reporting annually via the Chancellor to the Board of Trustees.

(17) The Foundation Executive will work with the board of the Whitlam Institute in relation to its fundraising objectives and the advancement and promotion of its reputation and standing in the community.

The Whitlam Institute

(18) The Whitlam Institute may undertake its own fundraising activities in accordance with the principles set out in this policy as it has DGR status as a separate entity of the University.

Section 4 - Procedures

(19) Donor funded Endowments will be created and managed in accordance with this Policy.

Part A - Solicitation of Donations

(20) Staff, alumni and students wishing to undertake the solicitation of donations or fundraising activities for the University benefit must liaise with the Office of Advancement.

Part B - Acceptance of Donations

(21) The University accepts donations in various forms including by cheque, credit card, direct deposit, money order, shares, property and approved forms of in-kind donations.

(22) The University considers any funding or commitment required to maintain, administer or comply with the conditions and intended use of a donation or philanthropic gift before entering into a gift agreement.

(23) The University solicits donations and bequests in a planned, organised and collaborative way to maximise potential success and to discourage multiple, uncoordinated approaches to potential donors.

(24) No person representing the University is to engage in speculation about the taxation implications or legal status of donations with respect to the potential impact on the donor. Donors should seek their own independent advice about these matters.

(25) Donations of artwork must be considered in accordance with the Art Collection Development and Access Policy. Donations of books or other material to the University's Library Collection are considered in accordance with the Library Collection Development Policy and the Library Collections Access Policy. Any such donations are considered gifts-in-kind if they meet the appropriate criteria and must be recorded with the Office of Advancement.

(26) For in-kind donations an independent valuation of the goods or services is required, and the donor is normally responsible for arranging and paying costs associated with the valuation of the goods.

(27) Where an offer of a donation is not accepted, the Office of Advancement, in consultation with the Deputy Vice-Chancellor, Western Sydney and External Engagement or Vice-Chancellor and President, determines the appropriate manner in which to convey the University's decision to the donor.

(28) Certain fundraising activities are not regarded as philanthropic, and do not generate donations. Such activities include the sale of raffle tickets or tickets to attend a fundraising event.

(29) Staff must liaise with the Office of Advancement to ensure consistency in the acknowledgement of donor support.

(30) Employees or students engaged in activities resulting in or relating to receipting of donations (e.g., fundraising, donor liaison) on behalf of the University must not grant or accept favours for personal gain, and must avoid actual or apparent conflicts of interest. Refer to the Conflict of Interest Policy.

Part C - Recording and Management of Donations

(31) The Office of Advancement receive and process all donations on behalf of the University. Any other area of the University that receives a donation via any means must notify the Office of Advancement immediately.

(32) The financial administration of donations and income with philanthropic intent is managed by the Office of Advancement. In conjunction with relevant units, particularly Research Services, the Office of Advancement disburse funds for the purpose they were intended as per agreed timelines.

(33) The Office of Advancement is responsible for managing the Western Sydney University foundation fund and related funds, with appropriate support from the Finance Office.

(34) The Office of Advancement liaise with donors to establish gift agreements which include donation details, such as the amount, purpose or intent, and if appropriate, the period over which they intend or pledge to donate. Donations and philanthropic income may be expended completely or maintained as an endowment.

(35) The Office of Advancement maintain a secure fundraising database that records sufficient information in order to manage the donation with regards to the donor's intent. The financial receipting component of this database is regularly reconciled with the University's finance systems and processes. The fundraising database is used to ensure appropriate stewardship of donors, coordination of donor relationships across the University and the systematic approach to the cultivation of prospects.

(36) In the case of donations made in-kind the amount of the donation recorded is that amount stipulated through independent valuation.

(37) Tied donations are managed separately and in accordance with the donor's intent. Wherever possible the University uses the donation in accordance with the original specified purpose and conditions. Where this is not possible, the University contacts the donor, or their representative, to discuss alternative acceptable purposes. Where it is not possible to contact the donor, the Office of Advancement authorises the funds to be used for alternative activity of the University, with the intent of the original donation in mind.

(38) Donations are not normally refunded.

(39) Where a donor makes a written request for the University to return a donation, either in whole or part, and that donation has not yet been allocated as intended, the request is directed to the Executive Director, Advancement who provides a recommendation to the Vice-Chancellor and President for consideration.

(40) The University is bound by the Privacy and Personal Information Protection Act 1998 (NSW) (PPIPA). Information gathered by the University about its donors in the normal course of receiving donations is subject to PPIPA and the University's Privacy Policy.

(41) All information pertaining to a donation is confidential and as such is to be protected from inappropriate distribution and/or publication. Distribution and publication of such information will be consistent with the donor's wishes and any relevant legislation.

(42) The Office of Advancement reports to donors on the impact of donated funds on a regular basis. 

Part D - Donor Stewardship and Relationship Management

(43) The Office of Advancement leads and manages the stewardship of donors and philanthropic institutions on behalf of the University. The stewardship process includes a plan for donor recognition and acknowledgement.

(44) The Office of Advancement liaise with all relevant parts of the University to establish the best outcome of a potential philanthropic donation and work with those areas to manage the University's relationship with the donor.

(45) The Office of Advancement work with other key units such as Research Services, Schools and Institutes to ensure the best outcome for both the donor and the University.

Part E - Fundraising Activities

(46) The Office of Advancement is responsible for managing the University's structured fundraising programs. This includes, but is not limited to, Alumni Appeals, Staff Giving, Bequest programs, Capital Campaigns, Research and Innovation Projects and Programs, Scholarships and Prizes, general appeals and community fundraising.