Philanthropy and Fundraising Procedure

1. The purpose of our procedure

This procedure sets out the processes and responsibilities for philanthropy and fundraising at Adelaide University.

This procedure gives effect to the Philanthropy and Fundraising Policy, ensuring alignment with our Deductible Gift Recipient (DGR) status and supporting compliance with Australian Tax Office (ATO) requirements for organisations eligible to receive tax deductible donations.

Please read this procedure in conjunction with the Philanthropy and Fundraising Policy.  

2. Who our procedure applies to

This procedure applies to all Adelaide University staff involved in philanthropy and fundraising activities. This procedure authorises the [Executive/Senior Staff] to maintain associated protocols.

3. Who holds a responsibility within this procedure

3.1 The Vice Chancellor is required to:   

• review and approve the strategic approach to philanthropy and fundraising
• review and approve philanthropic gifts in accordance with the Delegation Policy and Procedure and [Delegation Register].

3.2 The Deputy Vice Chancellor - International and External Engagement (DVCIEE) is required to:

• review and approve philanthropic gifts in accordance with the [Delegation Register]
• approve participation in an Adelaide University associated entity fund
• approve the strategic approach to advancement, including fundraising and philanthropy.

3.3    The Deputy Vice Chancellor - Academic (DVCA) and the Deputy Vice Chancellor - Research and Innovation (DVCRI) are required to: 

• review and approve philanthropic gifts in accordance with the [Delegation Register].

3.4    The Chief Advancement Officer is required to:

• review and approve philanthropic gifts in accordance with the [Delegation Register]
• execute the strategic approach to advancement, including fundraising and philanthropy.

3.5    The Chief Finance Officer (CFO) is required to:   

• review and approve philanthropic gifts in the form of digital currencies
• oversee the University’s investment strategy, endowment performance and reporting.

3.6    The Advancement team is required to:   

• coordinate all due diligence for prospective philanthropic gifts
• ensure compliance with institutional gift acceptance policies and this procedure 
• ensure all fund rules are signed by the relevant stakeholder 
• maintain records and donor relationships 
• liaise with Colleges, Legal Services and other senior staff as required 
• issue a compliance pack to the gift-recipient area. 

3.7    Adelaide University staff are required to:

• consult the Advancement team at the outset of any philanthropic process.

4. Our Philanthropy and Fundraising procedure

4.1 Requesting and receiving philanthropic gifts and grants:

• Adelaide University supports its strategic objectives and partnerships through the coordinated solicitation and management of philanthropic gifts and grants, including: 
  • cash and monetary contributions 
  • property, including real estate and tangible assets 
  • securities and stocks
  • in-kind gifts, such as equipment and services 
  • bequests and planned gifts.

4.2 With the approval of the Chief Advancement Officer, the Advancement team plans and coordinates the gift solicitation strategy, including: 

• identifying potential donors and aligning their interests with our strategic priorities 
• preparing tailored, compelling case statements and proposals to each donor 
• advising staff on the processes for cultivating, solicitation and acceptance of philanthropic gifts.  

Philanthropic gift solicitations and discussions must involve the Advancement team from the outset.  

Staff must not engage in gift-related conversations or accept philanthropic contributions without prior approval and guidance from the Advancement team, to ensure compliance with Adelaide University policies including the Code of Conduct and the [Misconduct Procedure], donor intent, and ethical standards. 

4.3 Assessment and acceptance of philanthropic gifts 

• The Advancement team oversees the assessment and acceptance of philanthropic gifts across all Adelaide University locations.   
• Philanthropic opportunities must be communicated to the Advancement team for assessment and endorsement, appropriate to the intention and value. 
• Before accepting a philanthropic gift, the Advancement team must conduct due diligence to evaluate prospective gifts based on: 
  • the intended purpose and conditions of the gift 
  • the feasibility and sustainability of the proposed gift alignment with Adelaide University's mission and strategic goals 
  • compliance with legal and ethical standards 
  • impact on Adelaide University’s reputation and independence. 
• Philanthropic gifts in the form of digital currencies require an additional review and approval from the Chief Financial Officer or their delegate.  
• Once approval is granted, the Advancement team prepares documentation to be signed by the donor and Adelaide University. The Advancement team will then: 
  • draft a formal agreement outlining terms, responsibilities, and intended use 
  • liaise with relevant staff to prepare documentation for administration and compliance 
  • ensure the agreement is signed by both the donor and the appropriate delegated authority 
  • record the acceptance in Adelaide University’s donor management system. 
• All formal agreements must be reviewed by the Advancement team and submitted for approval by the relevant [Delegated Authority].  
• Adelaide University reserves the right to decline or return gifts that conflict with its values, mission or legal obligations, or that impose unreasonable conditions or liabilities, subject to the approval of the [Delegated Authority]. 

4.4 Processing and acknowledging philanthropic gifts 

• The Advancement team is responsible for processing and receipting of philanthropic gifts and will: 
  • record details of philanthropic gifts in the relevant donor management database and relevant finance system to ensure accurate reporting 
  • acknowledge and recognise gifts in line with donors’ preferences and privacy requirements 
  • issue receipts for tax-deductible gifts in accordance with ATO requirements.
• Records must capture the appropriate details of philanthropic gifts, including: 
  • the donor’s name, where confidentiality permits 
  • contact details of the donor or their representative (such as executor or trustee) 
  • information of donor intent, confidentiality preferences, reporting expectations and the approval of acceptance.  
• Pledged funds from fundraising initiatives must be invoiced or receipted in accordance with Australian taxation laws and Adelaide University’s tax obligations. 

4.5 Gift implementation and management of philanthropic gifts 

• Philanthropic gifts must be implemented and managed in accordance the applicable law, and with our policies and procedures, and in line with the donor’s wishes as agreed by the Advancement team.  
• The Advancement team will ensure that the donor’s wishes and administrative details are captured in formal conditions agreed with the local business area responsible for implementing the gift.  
• Local business areas in receiving philanthropic gifts are responsible for implementing and managing them in line with the agreed conditions advised by the Advancement team.  
• Where unforeseen circumstances prevent the intended use of a gift, the Advancement team will review its implementation and, where possible, consult with the donor to determine an alternative use.   
• Gifts will only be available for implementation once funds have been received.  
• All expenditure or internal revenue generated from a gift must align with the intent of the donation as agreed in the terms negotiated by the Advancement team, and details must be recorded for auditing purposes.  

4.6 Gift reporting and stewardship of philanthropic gifts 

• The Advancement team is responsible for reporting and stewardship of philanthropic gifts, and will: 
  • liaise with donors to express appreciation, appropriate to the level of their contribution 
  • provide regular updates to donors regarding the impact of their contributions 
  • generate impact reports in accordance with gift agreements to demonstrate the impact of philanthropy and ensure compliance with relevant obligations.
• Any naming opportunities to acknowledge significant philanthropic support must be reviewed by the Chief Advancement Officer, in accordance with the Naming Policy. 

4.7 Coordination of fundraising activities  

• All fundraising campaigns, events, and initiatives must be coordinated in accordance with the Philanthropy and Fundraising Policy and with the approval of the DVCIEE and the endorsement of the Advancement team. 
• With the approval of the Advancement team, staff may undertake fundraising initiatives, including, but not limited to, appeals, charity auctions and crowdfunding activities. 
• Funds pledged through any fundraising initiative must be invoiced and receipted in accordance with taxation laws and Adelaide University’s tax obligations.  
• Any fundraising appeal activity coordinated via direct mail, email, phone or online must have approval from the Chief Advancement Officer.  

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Gift is defined in accordance with ATO Taxation Ruling 2005/13. 

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7.     Legislation and other documents related to our procedure

8. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.