[INSERT YEAR] Plan [INSERT FOUNDATION NAME] University Officer (Foundations) Date Vice Principal (Advancement) or Appointed Delegate Date
Contents Foundations Obligations... 3 Summary Overview... 4 Direct Mail Activities... 5 Telephone Campaign Activities... 6 Major Giving Activities... 7 Events... 8 Online Presence... 9 INSPIRED, The Campaign to support the University of Sydney... 9 Email Appeal Plan... 9 Online/Paper Gift Form... 9 Funding from External Organisations... 10 Stewardship Plan... 11 Advance Data Transfer Request... 12 Further Resources... 13 Bequests & Planned Giving... 13 Giving Day... 13 International Foundations and Donors... 13 Additional Contact Details... 14 Delegations of Authority... 14 Foundations are not required to complete every section, only those relevant to their fundraising activities. 2
Foundations Obligations The University of Sydney s internal Foundations play an important role in fundraising, with their object being to increase the resources of the University to assist the Senate and the Vice Chancellor in the promotion of research, education and scholarship across a wide range of fields through many of the University s faculties. They secure gifts or the provision of services or other non-financial contributions, with their principal purpose being to fundraise. To ensure coordination and management of its diverse fundraising activities, and compliance with its legal obligations under the Charitable Act 1991 (NSW) (CFA), the University has a range of procedures and reporting requirements (detailed in the University of Sydney Procedures) applicable to all Foundations. The Annual Foundation Plan provides a template for University Foundations to meet their obligations under the Procedures and ensures compliance with the CFA. All University Foundations must complete their Annual Foundation Plan, and submit to the Division of Alumni and Development for approval prior to the 31 st March. 3
Summary Overview Annual Foundation Plan As the level of fundraising within the University and its Foundations grows, it is increasingly important to coordinate these activities. The Division of Alumni and Development is responsible for overseeing all fundraising activities and should be made aware of upcoming activities beforehand. The table below should summarise the fundraising activities detailed in the following pages, indicating when your Foundation plans to fundraise and anticipated results, including dollars raised and number of. This helps the Development office and Advancement Services to plan for high-volume periods. Activity Anticipated Results Anticipated Costs January February March April May June July August September October November December 4
Direct Mail Activities The Sydney Development Fund (SDF) organises two large direct mail appeals on an annual basis, coordinating with faculties, foundations and internal units to contact alumni, and friends of the University. The SDF utilises economies of scale to offer a cost-effective approach to lower-value fundraising. All costs, including copywriting, creative design, data management, printing and gift processing, are covered by the SDF if stakeholders adhere to the timelines associated with each of these appeals. Additional direct mail appeals can be organised with the SDF however these must be scheduled accordingly. Tax Appeal (May July) Purpose / Case for Support Benefit of Support Segment Size Target Segment Composition Additional Collateral Spring Appeal (October - December) Purpose / Case for Support Benefit of Support Segment Size Target Segment Composition Additional Collateral Additional Appeal Proposed Dates: Purpose / Case for Support Benefit of Support Rationale for Timing Segment Size Target Segment Composition Additional Collateral 5
Telephone Campaign Activities The Division of Alumni and Development operates a telephone program, whereby Sydney students contact alumni and friends via telephone during weekday evenings (5:00pm 8:00pm) and on Saturdays (11:00am 5:00pm). The program has been very effective in engaging alumni and developing support for the University. Last year over 407,460 was raised from 6,155 people. Gifts were made towards the following areas: research, students in financial distress, faculty priorities, and many other important programs. There are significant opportunities for the telephone program service to be tailored to meet the specific fundraising objectives of foundations. Contact the Sydney Development Fund (SDF) on +61 2 8627 8818 or at development.fund@sydney.edu.au if you have any questions or would like to find out more about this initiative. Proposed Dates: Purpose / Case for Support Benefit of Support Rationale for Timing Segment Size Target Segment Composition 6
Major Giving Activities A team of Development Officers work closely with faculties to secure high-level donations from. These gifts require significant planning and cultivation, reflecting a thorough understand of the donor s wishes and alignment with the strategic goals of the University. If a foundation is considering seeking major philanthropic funding from private individuals, the Development Office can assist. Project / Vision Project Champions Development Officer Strategic Relevance & Impact Funding Required Programs & Activities Supported by Funding Implementation Strategy/Timeline Donor Prospect Affiliation Background Cultivation Plan NB: It is standard to expect for each individual prospect to be able to completely fund an entire project. 7
Events Annual Foundation Plan Events can be an effective way of engaging with interested constituents, and prospects; however they require attentive planning and accurate budgeting. Incorporating fundraising as an aspect of an event, or having fundraising as an event s primary purpose, requires further consideration. Event Name Objective Date & Time Location Audience Type Venue Costs Attendance Ticket Price Sponsorship* Additional Event- Related Activities (e.g. sponsorship, ticket price, raffle) Entertainment Catering Additional Expenses Primary Contact Lotteries, raffles and competitions Other, please specify. Total Target Costs Costs Costs Total Cost Additional Notes *NB: Sponsorships must be approved according to the University of Sydney (Delegations of Authority - Administrative Functions) Rule 2010 (as amended). 8
Online Presence Annual Foundation Plan Online giving is an increasingly popular and low-cost form of fundraising. The Development Office processes online gifts through online gift forms which can be linked to from anywhere on the University of Sydney Website. If you would like an online gift form set up for your Foundation, please complete the form below and email it to development.fund@sydney.edu.au, and the SDF will determine the most appropriate gift form for your appeal to be linked to. If no existing gift form can be assigned, the SDF will create a new one at the team s discretion. Additionally, if your Foundation is planning an email fundraising appeal, or would like to create an online or paper gift form, please complete the details below. INSPIRED, The Campaign to support the University of Sydney Purpose Donation Account Planned Promotion Primary Contact Email Appeal Plan Purpose / Case for Support Benefit of Support Segment Size Target Segment Composition Proposed Date & Time Online/Paper Gift Form Purpose / Case for Support Benefit of Support Segment Size Target Segment Composition Proposed Date & Time 9
Funding from External Organisations Annual Foundation Plan A large number of external organisations provide philanthropic funding for a variety of projects; however these organisations receive numerous requests for funding from many institutions. If your Foundation is considering seeking funding from an external organisation, please complete the table below. Project / Vision Project Champions Strategic Relevance & Impact Funding Required Programs & Activities Supported by Funding Implementation Strategy/Timeline Potential Organisations Existing Relationships with Organisations 10
Stewardship Plan The Division of Alumni and Development s Donor Relations team organises an annual donor recognition event, publishes an annual online donor honour roll and philanthropy report and creates stewardship reports to share how gifts specifically impact the University community. We would like to invite University foundations to take part in our stewardship and recognition programming. For more information please refer to the links below or contact Melissa Bonevska, Development Manager University Foundations. Honour Roll Annual Recognition event Annual Philanthropy report Donor charter Donor recognition societies Giving Level Giving Amount Intended Recognition Costs Low Medium Major General Donor Communication Publish Date Costs Segment Size Donor Recognition Event Event Date Costs Segment Size Additional Stewardship Comments 11
Advance Data Transfer Request Maintaining an organised database is critical to all fundraising and communication activities. The Advance Database is the University of Sydney s Development & Alumni Relations database, responsible for the management of alumni and donor data. The database is cleansed through regular communication activities. Foundations are strongly advised to store their data within Advance. To arrange for your Foundation to have its data stored and managed in Advance, please complete the form below. The Advancement Services team will be in contact to arrange a meeting to discuss the timeline and processes for data management. Number of Records Format Date of Most Recent Update Data Headers Uses of Data Sources of Data 12
Further Resources Bequests & Planned Giving If your Foundation is made aware of a bequest, or a constituent enquiry about leaving a gift in his/her will, please contact the Planned Giving team to arrange a meeting. Wendy Marceau Senior Development Officer, Planned Giving wendy.marceau@sydney.edu.au 8627 8492 Angela Topping Development Officer, Planned Giving angela.topping@sydney.edu.au 8627 8824 Giving Day The University of Sydney held its inaugural annual Giving Day, Pave the Way in 2013, a 24-hour challenge to raise funds for the University. Pave the Way utilises online giving, social media sharing and on-campus activities to bring the University community (alumni, students, staff, parents), as well as the wider community together to support various causes within the University during one day. University Foundations are encouraged to participate in Pave the Way activities and maximise the fundraising opportunities available by engaging their and supporters to make gifts on this day. To find out more about Pave the Way, and how your Foundation can get involved, please contact the Sydney Development Fund (SDF) on +61 2 8627 8818 or at development.fund@sydney.edu.au International Foundations and Donors The University of Sydney works closely with three international foundations. The University of Sydney Hong Kong Foundation Limited The University of Sydney USA Foundation Friends of the University of Sydney UK Trust These foundations allow who are taxpayers in these countries (United States, China, and the United Kingdom) to give gifts tax efficiently. When giving to one of the above foundations, indicate a preference that their gifts go to the University of Sydney for a certain purpose within the University, but in order to comply with local requirements for a Foundation/Trust, the final formal decision as to where the money goes, must rest with the Board. To do this, a meeting of the Board of Directors of each foundation has to occur, the relevant decisions are made at the meeting, and the donations are then granted to the University. This process takes a different amount of time for each of the above foundations/trust. It is important to note at all times however, that the Foundations/Trusts of the University are organisations external to the University, and the University does not control their activities we cannot compel them to meet, or make decisions we can only ask. If you have any questions about these External Foundations/Trust, please contact Meghan Knox (Meghan.knox@sydney.edu.au). 13
Additional Contact Details Melissa Bonevska Development Manager, University Foundations melissa.bonevska@sydney.edu.au 8627 4011 Britney Mathias Sydney Development Fund Manager development.fund@sydney.edu.au 8627 8818 Meghan Knox Director, Stewardship meghan.knox@sydney.edu.au 8627 8816 Jimmy Buck Director, Alumni Relations Jimmy.buck@sydney.edu.au 8627 8812 Lindsay Robinson Joel Smith Director, Development, Arts and Cultural Engagement Director, Development, Health and Medical Sciences Lindsay.robinson@sydney.edu.au 8627 8625 Joel.smith@sydney.edu.au 9351 3574 Nikki McGregor Director, Advancement Services Nikki.mcgregor@sydney.edu.au 8627 4096 Delegations of Authority The appointments below should be used to decide the appropriate Delegate for approving fundraising activities, as explained in the University of Sydney (Delegations of Authority Administrative Functions) Rule 2010 (as amended). Delegation Appointed Delegation Exercise Conditions Function Delegate Financial Expertise Consultation 5.1.3 Approve fundraising SEG ADM; VC >1M VP(Advancement) activities SEG undertaken on behalf of the SEG ADM; University, DVC 1M SEG including by controlled entities, centres VP SEG ADM; and foundations 100K (Advancement) SEG Policies Gift Acceptance Policy Procedures Procedures; Gift Acceptance Procedures 14