Effective Date:
Last Updated: 07/01/2013

The Office of Development encourages and effectuates philanthropic support from individuals, corporations, foundations and other organizations. The authority and responsibility for the Development (fundraising) operation reside with the Vice President for Development and Alumni Relations. The Vice President for Development and Alumni Relations is the Chief Development Officer for the campus and reports to the President of the University.

Fundraising - General
Effective Date:
Last Updated: 07/01/2013

The Board of Regents of the University System of Georgia encourages the System's institutions to seek private support from alumni, friends, corporations, foundations, and other organizations. Funds raised from private donations may be used in support of the mission and objectives of the institution, including funds for student scholarships and fellowships, chairs and professorships, construction of physical facilities, and for other purposes as may be designated by the donor.

By accepting such gifts, donations, bequests, or declarations of trust, the President of the institution affirms that the gift or donation carries no obligations to the institution that may conflict with state law or Board of Regents policy. The President also affirms that acceptance of the gift or donation will not impose a financial burden on the institution beyond that which can be managed within the institution's budget.

All fundraising conducted on behalf of the University must be coordinated through the appropriate departments of the Office of Development and the Office of Financial Services, and, as necessary, under the approval of the Vice President for Development and Alumni Relations.

For purposes of these policies, the term "gifts" refers to private contributions (such contributions are sometimes called "grants" by foundations and corporations). Gifts are outright or deferred contributions received from private contributors sometimes referred to herein as "donors," in which neither goods nor services (other than general reports and/or fulfillment of donor intent) are expected, implied, or forthcoming for the donor.

The University's fundraising priorities are established by the Provost in consultation with the President and the Vice President for Development and Alumni Relations. By prioritizing fundraising endeavors, the University can focus its efforts on the needs and opportunities that will make the greatest impact on institutional objectives.

All gifts or philanthropic grants, whether for current use or endowment, solicited in the name of and treated as a gift to any part of the University, must be recorded by the Gift Accounting Department of Financial Services.

The following policies and procedures set forth the guidelines for the University of Georgia fundraising program. Exceptions to these policies may be granted, where appropriate, by the Vice President for Development and Alumni Relations.

Ethical Standards for Fundraising
Effective Date:
Last Updated: 07/01/2013

Individuals engaged in fundraising on behalf of the University are expected to abide by professional standards adopted by the Council for Advancement and Support of Education (CASE). CASE principles of practice for fundraisers involve personal integrity, confidentiality, public trust, disclosure, compensation and conflicts of interest. Staff involved in prospect development/research are also expected to adhere to the code of ethics established by the Association of Professional Researchers for Advancement (APRA).


Donor Bill of Rights
Effective Date:
Last Updated: 07/01/2013

The text of the statement below was developed by the American Association of Fundraising Counsel (now known as the Giving Institute), the Association for Healthcare Philanthropy (AHP), the Council for Advancement and Support of Education (CASE) and the Association of Fundraising Professionals (AFP). Adopted by these organizations in November 1993, the statement is widely used by fundraising organizations.

Donor Bill of Rights


Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To ensure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the nonprofit organizations and causes they are asked to support, we declare that all donors have these rights:

1. To be informed of the organization's mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.

2. To be informed of the identity of those serving on the organization's governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.

3. To have access to the organization's most recent financial statements.

4. To be assured their gifts will be used for the purposes for which they were given.

5. To receive appropriate acknowledgement and recognition.

6. To be assured that information about their donation is handled with respect and with confidentiality to the extent provided by law.

7. To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.

8. To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors.

9. To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.

10. To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

Fundraising Personnel
Effective Date:
Last Updated: 07/01/2013

The University's Development organization follows a hybrid model in place at many large research universities. A Central Development team is organized by traditional offices (related primarily to donor type), and constituent-based fundraisers are located in the University's Schools, Colleges and Units. Central Development also provides a service function to the decentralized Development staff.

Central Development Staff
Effective Date:
Last Updated: 07/01/2013

Executive and Senior Development Directors report directly to the Vice President for Development and Alumni Relations. In addition to standard Human Resources policies and procedures for hiring new employees, the finalist for each fundraising position will also be interviewed by the Vice President for Development and Alumni Relations before an employment offer is made.

School/College/Unit-Based Development Staff
Effective Date:
Last Updated: 07/01/2013

The primary arrangement for staffing fundraising programs within the Schools, Colleges and Units is through establishment of a "60/40" position so named to reflect the position's funding distribution between Central Development and the respective School/College/Unit. The "60/40" is the "Chief Development Officer" for the School/College/Unit.

The "60/40" of a School or College reports directly to the Dean/Director and to the Senior Director for Development - School and College Programs (in Central Development).

The "60/40" of a Unit reports directly to the Director/VP and to the Senior Director for Development - Unit-Based and Special Constituent Programs (in Central Development).

Requests to establish additional fundraising positions (beyond the primary "60/40") within Schools/Colleges/Units must be discussed with and approved by the Vice President for Development and Alumni Relations before the position is created and posted. The finalist for approved positions must be interviewed by the appropriate Senior Director in Central Development and by the Vice President for Development and Alumni Relations before an employment offer is made. Likewise, annual and other salary increases for all campus development positions must first be discussed with the Vice President for Development and Alumni Relations.

Office space, administrative support, travel and entertainment expenses for fundraising are to be provided by the respective School/College/Unit.

Prospect and Solicitation Management
Effective Date:
Last Updated: 07/01/2013

The Central Development Office maintains a University-wide clearance/tracking/solicitation management system to help fundraisers guide prospective donors through the development cycle and to help ensure that prospects are not receiving multiple and/or uncoordinated solicitations. All major gift solicitations should be vetted through the Prospect and Solicitation Management System before an ask is made.

Prospect Clearance
Effective Date:
Last Updated: 07/01/2013

Presidential Prospects

Certain individuals, corporations and foundations are coordinated at the level of the President and the Vice President for Development and Alumni Relations. These prospects/donors are identified in the clearance system. Contacts are managed at this level due to multiple areas of campus interest, to help ensure the highest level gift possible for the University and to provide a unified approach to solicitation. The Senior Director for Principal and Major Gifts should be contacted in the event of interest in an individual assigned at this level, while the Executive Director for Corporate and Foundation Relations is the appropriate contact for organizations.

Other Clearance Requests


Requests for clearance on all other prospects are submitted to Prospect Management. These are approved, usually in batches, by the Executive/Senior Directors and the Vice President for Development and Alumni Relations.



Clearance Levels

The four main clearance levels are -


  • Suspect Clearance
  • Primary Clearance
  • Soliciting Clearance
  • Stewardship Clearance

Suspect Clearance is the least restrictive level of clearance assigned. Other Development Officers may contact and cultivate these prospects with notification to the cleared primary officer. Suspect Clearance represents a group of individuals believed to be major gift prospects for a particular area. These individuals may have never been contacted (other than via annual giving solicitations) and require a face-to-face visit to qualify them as appropriate prospects. Suspects are proactively identified through research efforts, Development Officer contact, or via screening sessions. Suspects are routinely assigned to Development Officers who make qualification contacts. The suspect list ensures that each Development Officer has a pool of potential prospects ready to be rotated on their primary clearance list.



Primary Clearance represents prospects currently under cultivation for a major gift solicitation. Other Development Officers may contact and cultivate these prospects with permission of the cleared primary officer. Prospects in primary clearance may still receive annual giving solicitations, but requests for major support are cleared exclusively for the assigned Development Officer. If no progress has been made within the assignment period, primary clearance will be dropped - particularly if another Development Officer wishes to solicit the prospect. If progress is being made, clearance may be extended.

Soliciting Clearance is the most protective level of clearance allowed. This indicates a solicitation strategy or plan has been filed, and the solicitation is currently in progress. Under no circumstances should any Development Officer intentionally contact the prospect without approval of the assigned Development Officer. Soliciting clearance is monitored on a monthly basis to ensure appropriate progress is being made to close the gift. These efforts are recorded in the solicitation management system.

Stewardship Clearance is assigned after a major gift or commitment has been received. Other Development Officers are allowed to cultivate the donor with permission of the assigned Development Officer. These prospects are routinely included in annual giving solicitations.

Prospect Resolution - If two or more Development Officers or units wish to approach a prospect within the same time frame, the Development Officers are expected to discuss and resolve the conflict. If a satisfactory resolution cannot be reached, the question will then be considered by the appropriate Senior Development Directors. Failing satisfactory resolution, further appeals can be made to the Vice President for Development and Alumni Relations, and ultimately to the President of the University.



Clearances generally are assigned to Development Officers for a six-month period. Development officers may move prospects between various stages of clearance at any time by formal request. Clearances may be renewed or reassigned based on qualification findings, donor intent, university priority, and/or as clearances expire.

Contact Reporting
Effective Date:
Last Updated: 07/01/2013

Development staff are generally expected to file contact reports within one week after the visit. An e-mail notice each month from Prospect Management is used to remind staff of the deadline for final entries for the monthly report.

Proposal Review
Effective Date:
Last Updated: 07/01/2013

Proposals for solicitations of $25,000 and above originating in the Schools or Colleges will be routed through the Senior Director for Development - School and College Programs.

Proposals for solicitations of $25,000 and above originating in the Units will be routed through the Senior Director for Development - Unit-Based and Special Constituent Programs.

Proposals for solicitations of $25,000 and above originating in the Regional Program will be routed through the Senior Director for Principal and Major Gifts.

Proposals for solicitations of $25,000 and above otherwise originating in Central Development, as well as all planned gift proposals (regardless of origin) will be routed through the Executive Director for Gift and Estate Planning.

Any proposal that contemplates new programs, new positions or a commitment of matching funds from the University will require a letter of support from the President or the Provost.

See Policy: 9.4 for information about proposals to corporations, foundations and other organizations.

Non-standard Gift Acceptance/Solicitation
Effective Date:
Last Updated: 07/01/2013

Non-standard contributions are addressed as needed by a Gift Acceptance Committee comprised of the Executive Director of Financial Services, the Vice President for Development and Alumni Relations, the Executive Director for Gift and Estate Planning/CFR, and other staff appropriate to the nature of the proposed gift.

Gift acceptance situations requiring review by the University of Georgia Foundation or the University proper will be forwarded by the Executive Director of Financial Services.

Gift Acceptance Committee (GAC)
Effective Date: 09/21/2010
Last Updated: 07/01/2013

The Gift Acceptance Committee (GAC) is comprised of the Vice President for Development and Alumni Relations, the Senior Associate Vice President for Development and Alumni Relations, the Executive Director of Development, the Director of Gift and Estate Planning, and the Chief Financial Officer of the University of Georgia Foundation. The committee considers each gift presented to it as per the policy documented in Section 3.0. The committee reviews all gifts regardless of the entity the donor has designated to receive the gift. If the gift is being directed to the UGA Foundation and further approvals are required per the policy, then the Executive Director/Chief Financial Officer of the UGA Foundation will present it to the appropriate foundation committee for their review. If the gift is being directed to UGA, before the gift is approved by the committee, the appropriate unit at UGA receiving the gift and the Vice President for Finance and Administration will be notified by the committee in order to seek their approval.

Fundraising Campaigns
Effective Date:
Last Updated: 07/01/2013

Comprehensive Campaigns

University-wide comprehensive campaigns are formulated, planned and conducted periodically to help provide the financial resources needed to fulfill the University's mission. Comprehensive campaigns are guided by the institution's strategic plan and are conducted by the University with the assistance and collaboration of the University of Georgia Foundation.

Campaigns within Schools/Colleges/Units

All requests by Schools, Colleges, or other Campus Units to conduct an organized campaign designed to be executed over multiple years with a publicly announced goal objective to secure private contributions for facilities, endowment, programmatic or other support must be submitted to the Vice President for Development and Alumni Relations for endorsement and to the President and Vice President for approval. This policy is not intended to address established, ongoing fundraising activities within the School, College or Unit level.

If the proposed campaign involves a building/renovation project, approvals for incorporating such project into the Campus Master Plan must be obtained through the Office of the Vice President for Finance and Administration prior to submission of the campaign proposal to the Office of the Vice President for Development and Alumni Relations. The Office of University Architects is available to advise on the Campus Master Plan process.

Requests to conduct campaigns shall be submitted in two phases.

The general information to be provided in Phase I of the request to the Vice President for Development and Alumni Relations shall include:

1) The purpose and case for the campaign and a statement of how the campaign comports with the University's Strategic Plan and the School/College/Unit's 5-year Program Plan (submitted to Vice President for Academic Affairs and Provost).

2) The specific objectives and financial goal of the campaign as well as projected timetable for the phases of the campaign.

3) An internal summary of the feasibility for success of the campaign, based on assessments by the Dean/Director/VP of the requesting unit, in consultation with the University's Development Office.

4) A list of names for proposed campaign volunteer leadership and a statement regarding readiness of the volunteer board (or plans for creating readiness).

5) A campaign budget that describes how campaign expenses will be funded.

If the request receives Phase I approval, the School, College or Unit should proceed with a formal feasibility study and then submit the results of that study as Phase II of the request to the Vice President for Development and Alumni Relations. The full request will be presented to the President and the University's Vice Presidents for approval.

Following approval of the campaign, the Dean/Director/VP of the School, College or Unit will coordinate campaign efforts, including work with outside consultants, with the Office of Development. All campaign fundraising activities shall conform with the University's fundraising policies and procedures including standard campaign counting principles.

Annual Solicitation Campaigns: The Georgia Fund

Ongoing solicitations for support in a fiscal year cycle on behalf of the University, its Schools, Colleges and other Units are coordinated by the Office of Annual and Special Giving (ASG). ASG defines annual giving as all current gifts attributable to annual solicitation efforts. Gifts are typically less than $10,000, repeatable in nature, and are not payments made on major gift pledges. Pledges for annual support are fulfilled within the current fiscal year.

The Georgia Fund is the overarching annual giving program. Georgia Fund Gifts may be designated for a specific fund or used for unrestricted campus-wide purposes. Georgia Fund solicitations are generally conducted through direct marketing (mail, phone, email, advertising and special events) and through individual solicitation.

In order to provide the most effective program with both personnel and operating resources, the following policies apply:

1) ASG will conduct phone campaigns on behalf of the Schools, Colleges, special Units, and the University's general needs. Priority and scheduling will be determined by ASG.

2) ASG will honor requests for use of the UGA Calling Center by any School, College, or Unit when submitted and approved by ASG subject to guidelines and compatibility within the overall fundraising plan.

3) Fundraising direct marketing campaigns, unless approved by ASG, will not be conducted elsewhere on campus or through outside private or volunteer contractors.

4) ASG will coordinate all direct marketing solicitations for the general support of UGA. Schools, Colleges and Units should clear their direct marketing fundraising solicitations through ASG to limit redundancy and confusion among prospects.

5) ASG staff are available to work in a consulting role with Schools, Colleges and Units participating in direct marketing solicitations. ASG will advise on aspects of solicitation including copy writing, script development, layout, design, paper, printing, timing, adherence to postal regulations, and other University of Georgia Foundation standards.

6) Schools, Colleges and Units should provide ASG with samples of all direct marketing solicitations and respective backup data including total number of prospects, appeal tracking code, cost per piece and postage costs.

7) Upon request and when supplies are available, ASG may provide solicitation materials (pledge cards, return envelopes, gift processing forms, etc.) in limited quantities for School, College and Unit campaigns.

8) Schools, Colleges and Units will direct all data requests for solicitation lists to the Division of Development and Alumni Relations Information Technology department.

9) ASG will evaluate all known direct marketing solicitations for effectiveness, efficiency and overall quality. Periodic status reports will be provided to the appropriate School, College or Unit along with a detailed year-end analysis for use in suggesting enhancements for future efforts.

10) ASG will charge all costs incurred on behalf of a School, College or Unit to those parties. Statements of these charges will be sent to the appropriate fund administrators.

11) ASG will determine and publish the known annual solicitation schedules and strategies for all constituencies.


Contracts and Consultants
Effective Date:
Last Updated: 07/01/2013

All proposed contracts/agreements involving fundraising consultants, data analysis and related services must be submitted first to the Executive Director of Financial Services for review. Upon technical/legal review, the request will be forwarded to the SVPEA for final approval. See Contractors/Consultants Payments section of Financial Services for additional information.

Fundraising-related contracts (including internal contracts such as those providing Calling Center services to Schools/Colleges/Units) must be honored financially unless the Vice President of Development and Alumni Relations and the Provost have approved otherwise.

Fundraising Events
Effective Date:
Last Updated: 07/01/2013

Please refer to POLICY: 3.3 of the Financial Services section for information about fundraising events intended to generate revenue through ticket sales and/or sponsorships. Charity auctions are covered in POLICY: 3.3.3.

Ways of Giving
Effective Date: 01/01/2004
Last Updated: 07/01/2013

A gift is the irrevocable transfer of money or property to a qualified organization, for unrestricted or restricted use in furtherance of the organization's mission, and without expectation or receipt of an exchange or other form of transfer of value.

To optimize contributions from individuals and organizations, the University seeks to respond quickly to gift opportunities, but notes that some situations are complex and involve a number of interrelated factors. Non-standard contributions require review by the Gift Acceptance Committee.

Standard gifts shall be accepted regardless of amount unless there is a question as to whether the donor has sufficient title to the assets or is mentally competent to legally transfer the funds as a gift.

Cash Gifts
Effective Date: 01/01/2004
Last Updated: 07/01/2013

All checks must be made payable to the University of Georgia Foundation and shall in no event be made payable to an employee, agent, or volunteer who is soliciting on behalf of UGA.

The donor should clearly indicate, in writing, how the gift is to be designated. This designation can be stated in the memo portion of the check or in other documentation that accompanies the check.

Wire transfer instructions are available from the Office of Gift Accounting.

If checks are made payable to the University of Georgia or any department therein, the check must be deposited in a UGA account pursuant to Board of Regents policy. The Foundation may request the funds be returned if sufficient proof is provided to warrant deposit in a Foundation account.

Credit Card Gifts and Automatic Bank Draft
Effective Date: 01/01/2004
Last Updated: 07/01/2013

The UGA Foundation currently accepts American Express, Discover, Master Card, and Visa for credit card contributions. A donor who wishes to make a gift in this manner must provide the Office of Gift Accounting with a valid account number, expiration date, CVV number, and name of the cardholder.  The donor should indicate the dollar amount and designation of the gift.

Credit cards may also be used to make one-time or recurring gifts online, following directions provided at

Recurring payments from bank accounts via electronic funds transfer (EFT) may be established by contacting the Office of Gift Accounting at (706) 542-4438.


Gifts of Marketable Securities
Effective Date:
Last Updated: 07/01/2013

It is the policy of UGA for securities to be sold as soon as is practicable after the securities have been received. In order to expedite this process, an account has been established to handle these transactions. The preferred method of transfer is to utilize the Depository Trust Company (DTC). An alternate means of transfer is for the actual certificate to be transferred and registered, but this method is much slower. After securities have been received, the securities will be sold and the proceeds applied as designated by the donor. The instructions for both methods are at the end of this section.

In certain circumstances, the donor(s) may request that another broker be used to sell the securities on behalf of UGA. In this situation, to be done on an exception basis, the broker will establish an account in his/her firm in the name of the receiving entity. The broker will work with the Office of Gift Accounting to obtain the necessary corporate information to open the account.

After the account has been opened and the securities transferred to the account, the broker will sell the security and send the proceeds, the net of commissions, to the UGA Foundation.

For additional resources on gift processing, please see University of Georgia Foundation Policies.

Account Name:

The University of Georgia Foundation

UGA Foundation DTC Number:


UGA Foundation Account Number:


UGA Foundation Taxpayer ID Number:


UGA Foundation Broker:

Peter Amann
Merrill Lynch
Atlanta, Georgia

Assisted by:

Elizabeth (Liz) Hajnal

Merrill Lynch Office Number:

(404) 264-2914
(800) 937-0838

Merrill Lynch Fax Number:

(404) 890-7822


The Office of Gift Accounting should be notified of the name and number of shares of securities being transferred.

Gift Accounting
UGA Foundation
394 S Milledge Ave
Athens, GA 30602

Telephone: (706) 542-9270
Fax: (706) 583-0793

The following information (or as much as possible) is needed:

 - Donor Name

 - Designation - if split then supply % to each account

 - Expected gift amount

 - Type of Security

 - # of shares

While DTC allows a speedy delivery of securities, it does not provide a great deal of information in the account. The donor should be advised to have his or her broker attach the donor's name to the DTC instructions.



1. Do not sign the certificate(s).

2. Please sign one (1) Stock Power for each stock issue. Please make extra copies as necessary. Sign your name on the form exactly as indicated on the stock certificate.

3. Please mail stock certificate(s) to the UGA Foundation unsigned and in a separate envelope from the Stock Power(s).

4. Lastly, please mail the Stock Power(s) to the following address:

Gift Accounting
UGA Foundation
394 S Milledge Ave
Athens, GA 30602



1. Simply have the donor mail or deliver the certificates(s) to UGA Foundation (see #4 above).

2. The Office of Gift Accounting will handle the remaining details. Please contact Gift Accounting at (706) 542-9270 or with questions.



For all gifts of marketable securities, the Office of Gift Accounting will obtain the high and low price for the date the gift is officially transferred. The valuation is based on the average of the high and low price quoted for that date. The average price sets the price per share for gift valuation.

In many cases, there is a period of time between the date of gift and the date of sale. It is common that a gain or loss may be recognized on the sale of the stock. The gain/loss will be booked to the fund receiving the gift. The gift valuation for the donor is not adjusted. For split gifts of donated stock (designated to benefit more than one fund), all gains/losses will be split according to the original gift designation unless otherwise requested in writing by the donor.

Tangible Personal Gifts
Effective Date:
Last Updated: 07/01/2013

Tangible personal property can only be accepted by the Gift Acceptance Committee or other persons authorized to do so by the Gift Acceptance Committee. A gift of tangible personal property may be accepted provided that:

1. Such a gift is consistent with the mission of the University;

2. Acceptance of such a gift will not involve significant additional expense in its present or future use, display, maintenance, or administration; and

3. No financial or other burdensome obligation or expense is or will be directly or indirectly incurred by UGA as a result thereof.

The receipt and acceptance of gifts of tangible personal property by Vice Presidents, Deans, Directors, and other authorized officers shall be reported in detail promptly to UGA for confirmation and formal acceptance.

Works of Art
POLICY: 8.4.1
Effective Date:
Last Updated: 07/01/2013

Gifts of works of art may be accepted by UGA. In addition to the noted policies on gifts of tangible personal property, UGA, in accepting works of art, will adhere to the following two-tier approach.

1. Works of high quality, individually or in whole collections, will be given to the Georgia Museum of Art, the official collector and keeper of important works of art for the University. "Accessioned" refers to the Museum's commitment to care for and to use the work for Museum purposes. Art accepted by the Museum must meet the following conditions:

a. It must not be encumbered by any restrictions as to use, attribution, exhibition, and disposal. The Museum will, however, honor the donor's wishes regarding gift recognition.

b. It must be approved by the Museum Director prior to acceptance and, if appropriate, the Museum's Advisory Committee on Collections. The principal criteria for acceptance, besides quality, are condition, authenticity, and relatedness to the purpose and collections of the Museum.

c. Works of art must also be accompanied by a bill of sale or other proof of ownership and a complete provenance (the work's history of ownership).

d. A work of art will not ordinarily be accepted with the provision that it be kept permanently.

e. A work of art will not ordinarily be accepted with the provision that it be exhibited permanently.

f. A collection of works of art will not ordinarily be accepted with the provision that it be kept intact.

2. Works not meeting Museum standards may still be of value to units of the University for decorative, instructional, or resale purposes. However used, title to these works remains with UGA and decisions regarding disposition rest with the title.

3. It is recommended that proof of ownership be a condition of acceptance for any artwork because of the increasing problems of repatriation lawsuits for certain ethnic and cultural categories.

4. For further guidance for giving works of art, consult the Georgia Museum of Art's policies.

Gifts of works of art must be recorded by the Gift Accounting Office. A Gift Transmittal Form should be completed by the receiving unit. The transmittal form requires complete donor information and the gift's value to be stated. If the value of the gift is not stated and the donor is not receiving a charitable tax deduction from the gift, then it is the responsibility of the receiving department to request an appraisal for the object. For a list of appraisers, please contact the registrar at the Georgia Museum of Art. After receipt of the transmittal form, together with the appropriate documentation, the gift will be recorded and the donor notified of the charitable deduction, if applicable. Procedures for valuing gifts are outlined herein.

An Art Inventory Report Form should be completed by the receiving unit and forwarded to Property Control and a copy should be sent to the assistant registrar at the Georgia Museum of Art.

It is the responsibility of each unit that purchases a work of art to report the purchase to Property Control, following the policies for Procurement established by Business Services, as outlined in the Administrative Policies and Procedures Manual. The insurance value should be determined by the purchase price of the object, unless there is an obvious need for an appraisal. If there is uncertainty about the value of an object or whether it needs an appraisal, the registrar at the Georgia Museum of Art should be contacted.


Real Property
POLICY: 8.4.2
Effective Date:
Last Updated: 07/01/2013

UGA welcomes and actively solicits gifts of real property. If the real property gift is intended to be used by a unit of UGA, not sold in order to fulfill its academic mission, then it is recommended the gift be made directly to UGA. The gift will then be considered state property and will qualify as state property for tax and insurance guidelines. The following policies have been adopted by UGA relating to the acceptance, management, and liquidation of real property gifted.

No gift of real property shall be accepted without prior approval of the Gift Acceptance Committee of UGA. If certain conditions exist, gifts may require the approval of the Real Estate Sub-Committee of the Finance Committee for the receiving foundation. Please see the Real Estate Sub-Committee mission on the recipient foundation's home page under Documents Library/Governance/Real Estate Sub-Committee.

Real property donated to UGA will generally be disposed of immediately and the proceeds used as directed by the donor. Each college or unit benefitting from the gift must agree in writing to pay all expenses associated with keeping the property such as, taxes, insurance, maintenance costs, and all other holding and carrying forward costs until the property is disposed.

Real property will be considered for acceptance only after meeting the following qualifications:

1. Title will be transferred to the benefitting unit by general warranty deed unless transfer is by a trustee, personal representative, or other fiduciary who will provide a deed appropriate to its capacity.

2. The property must be appraised by a qualified appraiser.

a. Property must appraise for a value equal to or in excess of $10,000.

b. The appraisal may not be made more than 60 days prior to the date of the contribution.

c. The appraisal cannot be a percentage of the property. (See Mission of Real Estate Sub-Committee referenced above)

d. The receiving entity may not pay for the appraisal.

e. The appraisal must be made by an "independent" appraiser.

f. In the absence of an appraisal, the property will be valued at $1.00.

3. The property must pass a qualified Environmental Audit.No interest in real property, whether outright, in trust, by request, as a secured interest, or otherwise will be accepted without first complying with the following procedures:

a. An environmental review as described below will be performed on every potential real property asset prior to acceptance.

Rural or Agricultural: For real property located in a rural area, or an agricultural area, an Environmental Risk Assessment will be performed by an approved consultant.

Industrial: For real property located in a developed area where manufacturing or any class of industrial activity may have taken place, a Phase I audit will be performed by an approved consultant.

Residential: An environmental risk assessment will be performed for residential real estate except where the real estate has been used exclusively for residential purposes for a significant period of time (at least 25 years). Any waiver of this will be reviewed and approved by the Gift Acceptance Committee.

b. If the environmental review indicates areas of significant concern, an additional investigation, including a Phase I, Phase II, or Phase III audit, as recommended, will be performed by an approved consultant prior to acceptance of the real property.

c. If the above procedures disclose risk of liability, the real property will only be accepted with the written approval of the Executive Committee.

d. All contracts for environmental audits will be prepared and reviewed by UGA or the receiving foundation's attorneys or its designee.

e. The donor will be encouraged to pay for any assessments and audits.

4. The property, if currently income producing, must be able to substantiate the annual net income.

5. The property must have a clear title that is substantiated through a title search.

Mortgaged Property

UGA rarely accepts mortgaged property and never accepts mortgaged property into a charitable remainder unitrust. However, when real property is acquired subject to a mortgage, the mortgage will be current and assumable and will only be accepted following the Gift Acceptance Committee approval. Prior to its acceptance:

          1. A clearly established method for the payment of the debt will be determined;

          2. An MAI appraisal will be required; and

          3. Not more than 50 percent loan to value ratio will be met.


When real property is acquired subject to a lease, leases will not be in default and will be assignable by landlord. Commercial property acquired subject to a lease will only be accepted following Gift Acceptance Committee approval. Following these approvals, the leases will be assigned and all deposits, advance rents, and other monies accounted for as required by law.

Special Deed Clauses

The Gift Acceptance Committee must approve any special deed clauses.

Unsolicited Deeds

Unsolicited deeds will not be accepted. Upon the receipt of unsolicited deeds, the Real Estate Staff will immediately notify the grantor (in writing) that the real property has not been accepted and will not be accepted until the requirements of this policy are met.

Helpful Information

The following information, if available, would be very helpful to assist with the acceptance of real property.

1. deed, including legal description, showing ownership of the donor;

2. prior appraisal;

3. prior survey;

4. prior title policies or abstracts;

5. prior environmental assessments;

6. tax parcel identification number; and

7. copy of most recent tax bill.

IRS Reporting Requirement

The donor must submit the Form 8283 to the Gift Accounting Office. Authorized signature will be obtained and the form will be returned to the donor. The form also must be signed by the appraiser for gifts in excess of $5,000.

IRS Form 8283

The donor must submit IRS Form 8283 with his or her federal income tax return in order to obtain the tax deduction.

Selling of Property within Three Years of Gift Date

If contributed property subject to the appraisal summary rules is sold, exchanged, or otherwise disposed of within three years of the date of the gift, UGA must file Form 8282, an information return, with the IRS (and the donor) within 90 days of the disposition. Serious penalties may be assessed against UGA for failure to comply with the requirements.

Deferred Giving
Effective Date:
Last Updated: 07/01/2013

Deferred gifts, although given today, will not realize their benefit to the University until some years into the future. Large deferred gifts have a major impact on the University and its fundraising mission. Since deferred gifts are integrally connected to donor's financial and/or estate plans, deferred gifts are often referred to as planned gifts.

Life income gifts and estate gifts are two general categories of deferred gifts. Life income gifts provide either an income or the use of some assets for the duration of the donor's life. Estate gifts are normally associated with donor's wills or final distribution of estates. All donors who have documented a deferred gift are eligible for membership in the Heritage Society.


Estate Gifts
POLICY: 8.5.1
Effective Date:
Last Updated: 07/01/2013

The largest gifts to the University have traditionally been estate gifts, which may be used for restricted or unrestricted purposes.

Gifts from the estates of deceased donors consisting of property that is not acceptable shall be rejected only by action of the Gift Acceptance Committee.  UGA shall expeditiously communicate the decision of the Gift Acceptance Committee to the legal representative of the estate.  If there is any indication that the representatives of the estate or any family member of the deceased is dissatisfied with the decision of the Gift Acceptance Committee, this fact shall be communicated to the Gift Acceptance Committee or to the appropriate member of the Development staff as quickly as possible.

Attempts shall be made to discover bequest expectancies whenever possible in order to reveal situations that might be problematic in the future.  When possible, intended bequests of property other than cash or marketable securities should be brought to the attention of the Gift Acceptance Committee and every attempt be made to encourage the donor involved to conform his or her plans to UGA policy. 


Gifts by Will may be an attractive gift option to donors who are unable to make a current gift but would like to contribute in a meaningful way.  These gifts may be restricted or unrestricted for the use of funds. Specific, residual or contingent bequests will be recorded by the OGP.  A documented (copy of Will, portion thereof, or Bequest Provision Form) specific or residual bequest will be counted for Heritage Society membership.

Types of Bequests

Specific bequest ? usually a dollar amount.  It may also be a gift of real estate or tangible personal property (for example, artwork, antiques, jewelry, or coin/stamp collections).

Residuary bequest ? names UGA or its affiliated foundations to receive all or a percentage of the remainder of the estate after specific bequests have been fulfilled.

Contingent bequest ? takes effect only if all primary beneficiaries named in the Will have predeceased the donor.  Declaring UGA or its affiliated foundations a contingent beneficiary can prevent the property from going to the state if there are no heirs.

Testamentary trust ? designates that part or all of the estate is to be left in some form of trust with a bank or individual trustee with income and/or principal to be paid to benefit the University.


Gifts with Retained Life Income
POLICY: 8.5.2
Effective Date:
Last Updated: 07/01/2013

The donor may wish to make a substantial capital gift to benefit UGA but feel that he or she cannot afford to give up the annual income produced by the property. UGA offers the following ways to make such a gift while retaining an income for life.

The benefits vary, but all arrangements have the following attractive features:

Satisfaction of providing for the University's future.

Income for life paid to the donor and/or another beneficiary such as a spouse or another family member.

An income tax charitable contribution deduction for the portion of the transfer that represents the gift to benefit UGA.

Elimination or deferral of some or all capital gains tax if the gift is in the form of securities or real estate that has appreciated in value.

Potential for increased income.

Assets are professionally managed for the donor.

Reduction or elimination of estate and inheritance taxes.

A. Pooled Income Funds

The Pooled Income Fund operates much like a mutual fund: individual contributions are "pooled" for investment purposes. In return, the net income of the entire fund is distributed on the basis of the number and value of "shares" held by each donor. All gifts are irrevocable and qualify for an income tax charitable contribution deduction, the amount of which is based on the age of the beneficiary(ies) and the recent performance of the fund.

A donor must make a minimum initial contribution of $10,000 (additional contributions of $5,000 or more may be made), and a maximum of two beneficiaries may receive the life income (each beneficiary must be at least 50 years old when designated). The quarterly payments are taxed as ordinary income.

B. Charitable Gift Annuity

A charitable gift annuity is a contract between a donor and a charity benefitting the University. The donor transfers cash or securities in exchange for quarterly payments in the form of a guaranteed fixed annuity to the donor, another designated beneficiary, or both. Although there is no age minimum for establishing an annuity, the amount the donor or beneficiary receives is determined by the age of the beneficiary and the amount of the gift using Uniform Rate Tables from the American Council on Gift Annuities as a guideline.

To ensure that the donor fulfills his or her desire to benefit the University, the maximum rate of return on the annuities will be the annual rate according to the American Council on Gift Annuities guidelines.

A minimum contribution of $10,000 is required to fund a charitable gift annuity. When the annuity matures, the principal reverts to the affiliated foundation or UGA and may be designated to benefit a specific area. The regulation of gift annuities varies from state to state. For this reason, the gift annuities described here may not be available in all states.

C. Charitable Remainder Trusts

The charitable remainder trust is similar to other types of trusts except that it has a charitable beneficiary. A donor transfers property irrevocably to a trust and specifies how trust income and principal are to be distributed. The trust may be created to become effective during life or at death. A minimum gift of $100,000 is required if UGA is to serve as a trustee.

1. Charitable Remainder Unitrust ("CRUT")

The primary feature of the unitrust is that it provides for payment to the income beneficiary in an amount that may vary. The payment must equal a fixed percentage of the new fair market value of the trust assets valued annually. The donor determines the fixed percentage upon creation of the unitrust.

The unitrust payment must be made annually or at more frequent intervals to the donor and/or another beneficiary for life. Or, the untrusty may be set up for a term of years not exceeding 20.

The donor is allowed an income tax charitable contribution deduction equal to the present value of the remainder interest in the trust that is determined by reference to Treasury Regulations. The deduction is based on the fair market value of the asset transferred, the payout rate chosen, and the age and number of beneficiaries.

The unitrust can be funded with cash or - ideally - with long term, highly appreciated capital gain securities or real estate.

2. Charitable Remainder Annuity Trust ("CRAT")

The annuity trust shares many common features with the unitrust with the following exceptions:

The annuity trust provides for fixed income payments that may not be less than 5% of the initial fair market value of the gift in trust, and additional contributions are not permitted.

3. Charitable Lead Trust

This trust is the reverse of a charitable remainder trust in that the income generated from assets placed in trust is paid to the affiliated foundation for a period of years, after which time the property either returns to the donor or is transferred to a named beneficiary or beneficiaries (typically, children or grandchildren). By establishing such a trust the donor is, in effect, "lending" the asset to benefit UGA for the term of the trust and in doing so may obtain substantial tax benefits.

POLICY: 8.5.3
Effective Date:
Last Updated: 07/01/2013

For insurance to qualify as a gift, whole life or certain universal life insurance policies should be purchased as follows:

1. The Owner and Beneficiary of a gifted life policy must be in the name of UGA or its affiliated Foundation. Designation to a specific School, College, Department, or fund should be made in a planned gift agreement, not in the policy application. The original policy should be forwarded to UGA.

2. The insured must be at least 21 years of age.

3. It is preferred that the insured be the donor or the donor's spouse. Any exceptions should be reviewed prior to acceptance.

4. The policy must carry a minimum face value of $25,000 at all times. An exception to this rule will be made only for fully paid-up policies.

5. If a donor is transferring ownership of an existing policy, he or she must provide UGA with the most recent annual summary and an in-force illustration for review before the gift is made. The policy's cash surrender value at the time of transfer is a tax-deductible charitable contribution as allowed by law.

6. If a donor is taking out a new policy with UGA as owner, the policy application and illustration must be reviewed by UGA before the gift is made.

7. UGA should receive annual statements and premium notices from the insurance company. Premiums must be made payable annually.

8 Premiums should be paid by the donor directly to UGA, with UGA making payment to the insurance company. In this way the donor's premium payments are tax-deductible charitable contributions as allowed by law.

9. Accumulated cash values may not be utilized to pay premiums:

a) This means for Universal (Flexible Premium or Adjustable) Life policies that cash value must not decrease from one annual statement to the next.

b) For Whole Life policies, the premium should never be paid by loan. Annual dividends can be applied to completely pay premiums or to reduce the premium with the donor paying the remainder.

10. If there are any questions regarding life insurance policies qualifying an individual for recognition by the Heritage Society, please direct them to The University of Georgia, Office of Gift and Estate Planning, 394 South Milledge Avenue, Athens, Georgia 30602, telephone (706) 542-6677.        

Revocable Trust
POLICY: 8.5.4
Effective Date:
Last Updated: 07/01/2013

The establishment of a revocable trust requires a minimum gift to benefit the University of Georgia, Inc. of $100,000 if UGA is to be trustee. The affiliated Foundations for the University of Georgia, Inc. will serve as trustee of a revocable or irrevocable trust only if 100% of the remainder gift is for the benefit of the University.

Other Types of Giving
Effective Date:
Last Updated: 07/01/2013

1. Payroll Deduction

Current UGA employees may elect to give automatically through payroll deduction. Employees may choose to make a specified pledge (a set amount to be withheld from each paycheck for a specific number of paychecks) or an open-ended pledge (a set amount to be withheld from each paycheck until the Gift Accounting Office is notified to discontinue payments). Guidelines and authorization forms are available online at

2. Other Automated Payments

Donors wishing to make their gift in installments rather than a lump sum payment may elect to set up periodic payments via credit card or automatic bank draft. With either option, donors may choose to make a specified pledge (a set amount to be withdrawn for a specific number of payments) or an open-ended pledge (a set amount to be withdrawn until the Gift Accounting Office is notified to discontinue payments). Guidelines and authorization forms are available online at

3. Gifts of Honorarium

UGA may accept certain honorarium payments for gift credit. In order for honoraria to qualify for gift credit, the payments must be for independent services that the employee provided and that are not associated with any contractual obligation. If the payment is to satisfy a contractual agreement, the honorarium does not qualify for gift credit. In order to ensure the honorarium qualifies for gift credit and to provide documentation for audit purposes, Gift Accounting requires that all honorarium payments for deposit as gifts include the UGA Employee Request for Gift Credit in Lieu of Honorarium Payment form, completed and signed by the employee requesting gift credit.

The preferred procedure for accepting honorarium payments is for the payment to be made to the donor (the employee performing the service), who in turn endorses the check to UGA or the affiliated foundation. Gift credit is given as indicated on the form and a corresponding gift receipt is sent. As an alternative, the donor may prefer that the check be made payable directly to UGA or the affiliated foundation. The aforementioned form is also required with this method of giving.

The recipient of the honorarium should keep in mind that, regardless of how the check is made payable, the organization that received the service is required by the Internal Revenue Service to report the payment by issuing a 1099.

4. Gifts of Royalty Payments

1. Royalties are payments made for copyright services performed or for the use of an invention and they should be made payable to the individual who performed the service.

a. If the royalty is made payable to the individual who performed the service, the check can be endorsed over to UGA.

I. The payment will be recorded as gift income.

ii. A gift receipt will be issued to the person who earned the royalty.

b. If the royalty is made payable to UGA or an affiliated foundation, the check will be recorded as other income and no gift receipt will be issued in either of the following cases.

i. All rights to the property that has generated the royalty have been assigned to UGA or UGA Research Foundation.

ii. Royalties that are generated from work made for hire. Work made for hire includes "a work prepared by an employee or group of employees within the scope of his or her employment."

c. If the royalty is made payable to one of the foundations, the foundation will only issue gift credit to the faculty or staff member if the foundation receives proof from the third party that a 1099 will be issued by the third party to the person who earned the royalty.

5. Services

A donor may wish to make a contribution of services such as catering, instruction, landscaping, floral arrangements, music, etc. The preferred way to handle these types of transactions would be for the donor to submit a bill/invoice for the service performed, accept payment, and then make a contribution (either by signing over the check or by issuing one from their personal account). If the donor does not wish to receive the income NOR claim a charitable deduction for income tax purposes, s/he may simply submit the bill/invoice to Gift Accounting as documentation to receive recognition credit. If this option is chosen, the donor will not be issued a Gift Receipt. The value of the service will be recorded in GAIL for recognition purposes only. Such gifts will not be included in UGA fundraising reports nor the CAE/VSE report. They will be included for donor recognition purposes (e.g. Honor Roll).

6. Sponsorship of Events

Similarly, a donor or group of donors may wish to 'sponsor' an event by 'picking up the tab' for such items as facility rental, bar, food and/or entertainment expenses. If the donor represents the business, the proper way to make such a gift would be the same as indicated above -- submit the bill for payment and then make a cash contribution. Otherwise, each vendor should submit an invoice for payment. Then a donor, or group of donors, may offset these costs with a cash contribution to the UGA Foundation. If payment from one of those entities is not acceptable (e.g. a country club can only accept payment from a member), the donor must pay the bill(s), submit copies of the invoice(s) for reimbursement, accept payment and then make a contribution (either by signing over the check or by issuing one from their personal account).

Development Organizational Units
Effective Date:
Last Updated: 07/01/2013

Using a hybrid organizational structure of centralized and decentralized staff, the Office of Development identifies and secures private philanthropic support to help sustain the University as a preeminent teaching, research and service institution. The Central Office, also functioning as a service/resource for Schools, Colleges and Units, is organized into the five offices described below. Also see POLICY: 2.1-2.2.

Office of Prospect Development (Advancement Research and Prospect Management)
Effective Date:
Last Updated: 07/01/2013

The Office performs four primary functions:

  • Organizational Needs Awareness
  • Proactive Prospect Identification
  • Responsive Research Services
  • Prospect and Solicitation Management

 Organizational Needs Awareness

AR maintains awareness of the funding needs and priorities of the University for the purpose of identifying potential private funding to meet those needs. AR uses information from both internal databases and external resources and employs standard research techniques and technologies for identifying individuals with both capacity and affinity for support of the University. The overall goal of AR is to provide information to the Development staff in ways that will assist UGA=s fundraising goals.

Proactive Prospect Identification and Responsive Research Services

AR staff actively monitor material such as periodicals, news feed services, financial publications, University publications, and internal data analyses for the purpose of identifying individuals with interest and capacity for support of UGA. These same sources are used in response to requests from Development staff for qualifying individuals= interest and level of support for funding initiatives. Relevant information will become a part of archived data and shared with appropriate Development staff.


 1. The collection and use of information shall be conducted in adherence with standards set by the Association of Professional Researchers for Advancement (APRA)

2. Information sought and recorded may include all public records.

3. Written requests for public information shall be made on institutional stationery clearly identifying the sender.

4. When requesting information in person or by telephone, neither individual nor institutional identity shall be concealed.


1. Briefing documents, contact reports, proposals and correspondence must be entered into the central database.

2. Researchers shall state information in an objective and factual manner.

3. Documents pertaining to donors or prospective donors shall be irreversibly disposed of when no longer needed (e.g., by shredding).


1. Non-public information is the property of the institution for which it was collected and shall  not be given to persons other than those who are involved with the cultivation or solicitation effort or those who need that information in the performance of their duties for that institution.

2. Only public or published information may be shared with colleagues at other institutions as a professional courtesy.

3. Prospect information is the property of the institution for which it was gathered and shall not be taken to another institution.

4. Prospect information shall be stored securely to prevent access by unauthorized persons.

5. Research documents containing donor or prospective donor information that are to be used outside research offices shall be clearly marked "confidential."

6. Special protection shall be afforded all giving records pertaining to anonymous donors.

 Prospect and Solicitation Management

 Please refer to POLICY: 3 for information about this subject

Office of Annual and Special Giving
Effective Date:
Last Updated: 07/01/2013

This Office conducts ongoing solicitations for support in a fiscal year cycle on behalf of the University, its Schools, Colleges and Units. This function is fully described in POLICY: 5 (Fundraising Campaigns - Annual Solicitation Campaigns: The Georgia Fund).

Special Giving programs include, but are not limited to, the Presidents Club, University Partners, Faculty and Staff Campaign, Parents and Families Association, Senior Signature, the graduating class gift, and, Third Pillar - the consecutive annual giving program. These programs are described below.

The Presidents Club

The Presidents Club recognizes donors at a specific annual dollar amount of $1,000 or more. The Presidents Club has a tiered structure recognizing Associate members donating $1,000-$4,999 within the fiscal year=s campaign, Fellows, at $5,000-9,999, and Benefactors, at $10,000 and above. University Partners (described below) are Presidents Club members whose gift designation warrants special attention. Founding members of the Presidents Club have a special lifetime distinction having joined in the first twenty years of the program. These individuals made a $10,000 total commitment and/or purchased a$25,000 life insurance policy.

University Partners Program

An enhanced Presidents Club level, University Partners are individuals whose annual gifts to UGA total $2,500 or greater and support the President=s Venture Fund in total or in part. University Partners enjoy a unique flexibility in choosing how their gifts will benefit UGA. All Partners support the Venture Fund with a $1,000 minimum gift which helps meet unbudgeted funding challenges throughout the academic year. Donors may choose to donate the remainder of their gift to the academic area of their choice. (Athletic ticket priority programs are not included.) University of Georgia faculty and staff (current and retired) may join the Partners program at a reduced level of $1,500 in annual support with at least $500 designated to the President=s Venture Fund. Additional information on the program and Venture Fund distributions is available at

Parents and Families Association

Having traditionally involved parents of current students for unrestricted support to the University, a new structure created a programmatic approach to further engage these families in institutional advancement. Established in 2000, the purpose of the Parents and Families Association is: 

  • To enhance communication between parents and families and UGA,
  • To enrich the college experience for both parents and families and their students,
  • To involve parents and families in campus and regional activities to promote UGA, and
  • To support financially the Parents and Families Fund.

Parents are solicited for contributions to the Parents and Families Fund, unrestricted funds, and other academic areas. The Parents and Families Council, the leadership entity for the Association, solicits council membership gifts at the Partners level. Their gifts support Venture Fund and the Parents and Families Fund specifically. The Council distributes grants annually to organizations, departments, and projects. These grants are designed to enhance programs for undergraduate students.

Contributions to the Parents and Families Fund determine how much is available for grants each year. A complete list of the most recent grants is available at

Senior Signature

Senior Signature encourages graduating UGA students to initiate a tradition of supporting their alma mater. In recognition of their support, donors= names appear on the graduating class plaques, permanently displayed in the Tate Student Center Plaza.

Faculty and Staff Campaign

Members of the University community show their support for institutional needs and programs. Annually, faculty and staff are encouraged to invest in the University, and gifts may be designated to any area of interest.

Third Pillar - Consecutive Giving

Donors making gifts in multiple consecutive years are recognized as being part of The Third Pillar. Qualification for this loyalty group requires participating in the last three or more consecutive Georgia Fund campaigns.

The Third Pillar takes its name from the University=s official symbol, the Arch. The three pillars of the UGA Arch model those on the State of Georgia Seal representing the virtues of Wisdom, Justice and Moderation. It is the Third Pillar - Moderation - which is exhibited by those donors who consistently renew their belief in the University through annual gifts.  


Office of Advancement Services
POLICY: 9.2.1
Effective Date: 12/13/2011
Last Updated: 07/01/2013

Advancement Services supports the operations of all units within UGA Development and Alumni Relations.  Teams include key operational areas of: Constituent Records Management; Client Services, User Support, & Training; Web Application Development & User Interface Customizations; Reporting & Analytics; and Special Quality Assurance Projects.

Office of Gift and Estate Planning
Effective Date:
Last Updated: 07/01/2013

This Office provides expertise in the planning, cultivation, and solicitation of Aplanned gifts@ to benefit the University. A planned gift is a commitment reached after consideration of the comparative benefits of a major outright gift and/or a future expectancy or a gift involving obligations between the University of Georgia, Inc., its related foundations, and the donor. Because the documentation and execution of many planned gifts may be complex in terms of protecting all parties, this Office must review all documents relating to such gifts prior to execution by the donor and acceptance. The donor will always be advised to seek his/her own outside legal and tax counsel before executing a planned gift.

 Heritage Society

The Heritage Society was established to honor alumni and friends who have made documented bequests in their Wills or other planned gifts in support of the University. Members= names are listed annually in University publications, and periodically members are invited to special events. Further recognition includes a membership certificate and lapel pin.

Office of Corporate and Foundation Relations
Effective Date:
Last Updated: 07/01/2013

This office is responsible for managing and coordinating the University's relationships with corporations and private foundations in an effort to increase funding support for UGA. The coordination of corporate and foundation fundraising is necessary due to the large number of University personnel requesting or needing assistance by maximizing their chances for support through the elimination of duplicate solicitations. The OCFR offers full and individual attention to all faculty and staff inquiries by providing prospect research, clearance to approach corporations and private foundations, recommendations for cultivation and solicitation strategies, and stewardship activities. When appropriate, the OCFR serves as a liaison to the President's Office.

1. Any faculty/staff seeking private support from a corporation or a private foundation must contact the Executive Director for Corporate and Foundation Relations and/or the appropriate Unit Development Officer. All letters of inquiry and all proposals must be approved by the Executive Director for Corporate and Foundation Relations.

2. In most instances, proposals sent to corporations or foundations on behalf of the University must include a Presidential cover letter, as many foundations and corporations will not consider a proposal unless the President's endorsement accompanies the formal request. The Executive Director for Corporate and Foundation Relations will request this letter from the President.

3. Any proposal that contemplates new programs, new positions or a commitment of matching funds from the University will require a letter of support from the President or the Provost.

4. For those faculty/staff having ongoing relationships with foundation and corporate representatives, interaction with the Executive Director is urged. The Executive Director should be informed of cultivation activities and solicitation strategies.

Office of Principal and Major Gifts
Effective Date:
Last Updated: 07/01/2013

This Office coordinates University-wide individual leadership cultivation and solicitation activities (Presidential/Vice President for Development and Alumni Relations prospects) and conducts a program of geographically-based fundraising.


Regional fundraisers are assigned driving corridors in Georgia and contiguous states and Aflight regions@ broken into the following areas of the United States: Northeast/New England, Mid Atlantic, Florida, Midwest and West. The flight regions include, among others, the following cities: New York, Boston, Washington, Houston, Dallas, Chattanooga, Nashville, Chicago and Los Angeles.


Long-term benefits include: 

  •  A greater level of one-on-one contact with prospects, donors, and key volunteers around the country.
  •  A much quicker and better identification of major gift prospects for UGA.
  •  A stronger group of volunteer leadership around the country.
  •  The establishment of a much broader Afeeder system@ or pipeline to prospective donors for UGA and its Schools/Colleges/Units.
  •  A greater presence of UGA nationally through the coordination of and involvement in UGA receptions in key cities around the country.
School/College/Unit Fundraising Programs
Effective Date:
Last Updated: 07/01/2013

This Office is primarily comprised of development officers located in sixteen Schools and Colleges of the University as well as in ten Units. Although there are variations to the model(based primarily on School/College/Unit size), the basic structure is a dual reporting line to the Dean/Director/VP and to one of two Senior Directors in Central Development. See POLICY: 2.2 - School/College/Unit-Based Staff for additional information.

In comport with the University's general fundraising priorities, each Dean/Director/VP should prepare (annually) a list of fundraising objectives and goals for his/her respective School/College/Unit. Upon approval by the Provost and the Vice President for Development and Alumni Relations, these objectives and goals provide the roadmap for the year=s fundraising efforts of the respective unit.

Constituent-based officers are located in the Schools, Colleges and Units that they serve in order to provide direct familiarity with faculty and programs and to serve as first-point-of-contact for faculty seeking philanthropic support.                             

School/College/Unit Development staff are subject to the policies and procedures of the Division of Development and Alumni Relations.