Policies

Purpose

This brief training presentation is intended to highlight several important Development and Alumni Relations policies primarily related to data security and the proper handling of gifts.

This presentation is not a substitute for reading these policies, which can be found on the DAR intranet: www.support.vcu.edu

Acronyms To Know

DAR – Development and Alumni Relations

GRM – Gifts and Records Management (Gift Processing and Stewardship Operations)

Security

Reports from the intranet can only be shared with people who have a current, signed confidentiality agreement with DAR.

- If in doubt, a copy of the signed agreement will be attached to each person’s Millennium record.

Names, addresses, and phone numbers are all considered to be confidential information. Sharing it is not allowed.

Sharing passwords is prohibited and must never occur.

Security (continued)

All papers containing sensitive information (i.e. address, phone number, contact reports, donation information, etc…) must be shredded.

Reports must never be forwarded to a non-vcu.edu or personal email account. Other email platforms don’t have an appropriate level of security and are not secure enough for this data.

Security (continued)

When working with an approved vendor, Secure File Transfer Protocol (SFTP) or other secure methods of transferring files must be used to send data. Never send confidential data via unencrypted email.

If in doubt, please call or email the Manager of Web Application Development.

Storage and Security

The VCU Google account must be used for cloud storage. Other non-VCU cloud storage providers must not be used.

Reports may be saved onto the desktop of a VCU desktop computer, or VCU laptop that is encrypted with Credent. They must not be saved onto a personal computer.

Reports must never be saved onto a USB drive.

Off-Campus Access

Millennium and the Report Center can be accessed from off-campus by first logging in through VCU’s VPN at webvpn.vcu.edu.

To access reports from a smartphone, the phone must be encrypted. Most smartphones can be encrypted by setting a password. Check your user manual to be sure.

Third Party Vendors

Any vendor can be used to send direct mail to constituents. In order to ensure that DAR systems can successfully interact with vendor systems, the vendor must first be approved by Advancement Services.

Advancement Services must be notified ahead of time for each mailing or use of a vendor to ensure that adequate resources are available to support the project. Development staff must also coordinate the schedule of solicitations with the Office of Annual Giving.

Address Verification Services

Advancement Services does regular address verifications and lost address lookups on alumni and donors.

With the large volume of address updates processed by Advancement Services each month, a new list must always be requested for a each mailing. Old lists should not be used.

Approval from Advancement Services is needed if you conduct or subscribe to any of these services independently.

Access

Only those who have a job function specifically relating to development or fundraising may have access to DAR systems.

When a person leaves their position or no longer needs access, a termination request form on the DAR Help Desk website must be filled out by their supervisor promptly so access can be removed.

Gift Processing

Gifts and Records Management (GRM) handles all processing for gifts benefitting VCU.

Contributions must be delivered to the GRM office for depositing within 24 hours of receipt.

GRM is located at 809 W. Broad Street.

Sending Gifts for Processing

Gifts must be hand delivered or dropped off at authorized drop off points for courier service. Gifts must not be sent through campus mail.

Gifts sent to GRM for recording must be accompanied by a Gift Transmittal Form. Gifts received in units with a response piece as a result of direct mailings should be forwarded unopened to the GRM office, and do not require a Gift Transmittal Form.

Matching Gifts

A matching gift is made by a business in response to a voluntary contribution of employees or other eligible participants, such as board members.

Matching Gift Forms must be sent to GRM. They manage the university’s matching gift program and are authorized by corporations’ matching gift programs to verify an applicant’s giving.

Gifts-In-Kind (GIK)

Gifts-In-Kind require the approval of the VP of DAR and/or the President of the foundation. Consult the Gifts-In-Kind Policy prior to accepting a GIK.

Tangible items (gifts-in-kind) can be reported by attaching all pertinent documents (packaging slips, appraisals, etc...) to the Gift-In-Kind Contribution Transmittal form and sending it to GRM for processing.

Gifts of service can only be entered as a non-tax deductible transaction because neither the IRS nor CASE Standards recognize services as a tax deductible gift.

Solicitation Responses

Solicitation responses can be mailed directly to GRM using:

Virginia Commonwealth University

[Your unit name] Gifts & Records Management

P.O. Box 843042

Richmond, VA 23284-3042

Solicitation codes can be obtained from Advancement Services, and must be printed on each response piece.

Pledges

A pledge is a donor’s commitment to make a gift to VCU. When the payment schedule of a pledge exceeds one year, documentation is required to add the pledge to Millennium. This document must state the amount of the pledge, how the donor wants the gift to be used, over what period of time the pledge will span, and a schedule of payments. The pledge must be signed by the donor.

A gift from a Donor Advised Fund (DAF) or a private foundation cannot satisfy a personal pledge. By IRS policy, neither is allowed to make payments on personal pledges.

Endowment Accounts

Endowment gifts are significant gifts which are invested and produce income that is distributed for purposes such as scholarships and professorships.

A formal endowment agreement is needed to establish an endowment account. A template for the agreement can be found on the intranet or by contacting the Donor Relations office.

Event Activities

Those who are organizing special events should coordinate with GRM before invitations or solicitations are sent out. GRM stays informed of IRS policies and safe harbor limits, and can help determine what amount is tax deductible.

GRM needs deductible and non- tax deductible information in order to properly process and receipt event transactions, following IRS guidelines.

Credit Cards

Payment Card Information (PCI) compliance requirements help provide a secure environment for credit card processing. University and DAR policy requires that we adhere to PCI compliance.

Credit card information must not be sent to GRM. If a gift is received in a unit which contains credit card information; first, use your unit's internal online form to process the credit card. Then, redact the credit card information before sending to GRM for processing to Millennium database.

Credit Cards (continued)

A document with a visible credit card number must never be copied or saved.

To redact a credit card number, mark out the number with a black marker or white out tape, so nothing is visible on either side of the page.

When in doubt about the safe handling of credit card transactions, please call the Director of GRM.

Questions?

Visit our intranet:

www.support.vcu.edu and click “For development staff”

Here you can:

• Submit a request for assistance

• Submit a request for services

• View the online Report Center

• View complete documentation

• and more

Take the Training Quiz

Now it’s time to take the training quiz.

You will find it under “Assignments” in the Blackboard course.

Following the quiz: Be sure to print, sign, and submit the confidentiality agreement. http://staff.oda.vcu.edu/HelpDesk/Forms/Agreement