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Institutional Advancement Policies

IA Policy 1 - Planned Giving
IA Policy 2 - Unrestricted Bequests
IA Policy 3 - Confidentiality
IA Policy 4 - Fundraising Philosophy
IA Policy 5 - Philosophy Public Relations
IA Policy 6 - Real Estate Gifts
IA Policy 7 - Messenger Inclusion
IA Policy 8 - Gifts in Kind

Mid-Atlantic Christian University - Institutional Advancement Policy 1

SUBJECT: PLANNED GIVING/ESTATE PLANNING CONSULTATION

DATE: September 18, 1995
REVISED: September 2013
NEXT SCHEDULED REVIEW: Every 3 years, October 2015

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Institutional Advancement Division, Mid-Atlantic Christian University
Procedure for: VPIA, Mid-Atlantic Christian University
Authorized by: VPIA, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

The purpose of this policy statement is to establish guidelines for university personnel involved in consulting with donors of MACU regarding planned giving or estate planning.

II. Policy

MACU will provide consultation at the request of individual supporters considering making a planned basic gift through estate planning.  MACU will respect the donor’s wishes and desires during such consultation.

III. Procedure

A. Managing Planned Giving and Estate Planning with Donors

1. MACU will designate one or more individuals to work with donors regarding planned giving.  They need not be certified estate planners but may facilitate the services of estate planners and/or lawyers to work with the donor. 

B. Estate Planning Process

1. MACU will assist the donor to gain a basic understanding of the estate planning vehicles available to them.  The donor will be encouraged to use such tools as are available (e.g., wills, trusts, life insurance, etc.) to remember those individuals or organizations that they have valued during their life.  This will include information on the current or future tax ramifications for the individual or their estate.  Also, The university will encourage donors to seek the professional services of their attorneys, accountants, or other advisors when considering any major contributions having an effect on their estate planning.

2. MACU may contract with vendors for specialized assistance to donors for estate planning or planned giving.  MACU will pay fees related to basic consultation.  Additional consultation and/or any legal fees incurred by the individual during this process are the responsibility of the individual(s).

IV. Published: MACU public website, Gifts tab

V. Reason for Revision:

VI. Appendices:  None

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Mid-Atlantic Christian University - Institutional Advancement Policy 2

SUBJECT: UNRESTRICTED BEQUESTS

DATE: August 30, 1995
REVISED: September 2013
NEXT SCHEDULED REVIEW: This policy will be reviewed by the VP for Institutional Advancement in February of even-numbered years (February 2014).

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Institutional Advancement Division, Mid-Atlantic Christian University
Procedure for: VPIA, Mid-Atlantic Christian University
Authorized by: VPIA, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

The purpose of this policy is to establish the protocol for handling undesignated bequests by deceased supporters.

II. Policy

The university’s administration will determine how undesignated bequests are distributed.  Undesignated bequests less than $10,000 will be placed into the general fund. 

III. Procedure

for bequests $10,000 and more

A.   The Leadership Team (President and VPs) will determine the distribution of the funds received. 

1.  First consideration will be given to any current capital improvement needs previously approved by the trustees.  If the Leadership Team chooses not to fund the capital improvements or if there are remaining funds after the memorial, then distribution will follow the pattern below.

2.  When considering capital improvements the Leadership Team will also consider opportunities to name the result after the donor.  For example, if a room or section of a building is available for naming as a memorial then those opportunities will be considered in light of the amount of the bequest.  The Leadership Team may or may not choose to use all, or a portion of the bequest for naming such a memorial in memory of the donor.

3.  Funds not applied to capital improvements will be apportioned in approximately the percentages listed below"

- General Fund Operations (90%)
- Mid-Atlantic Foundation (10%)
- The amount given to the Mid-Atlantic Foundation will be applied to, in rotation: the Faculty Education and Enhancement Fund, the Mission Endowment Fund, and the Student Assistance Scholarship Fund.

IV. Published: MACU public website, Gifts tab

V. Reason for Revision:

VI. Appendices:  None

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Mid-Atlantic Christian University - Institutional Advancement Policy 3

SUBJECT: CONFIDENTIALITY OF DONOR INFORMATION

DATE: September 18, 1995
REVISED: September 2013
NEXT SCHEDULED REVIEW: This policy will be reviewed by the VP for Institutional Advancement in February of even-numbered years (February 2014).

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Institutional Advancement Division, Mid-Atlantic Christian University
Procedure for: VPIA, Mid-Atlantic Christian University
Authorized by: VPIA, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

The purpose of this policy is to maintain confidentiality of donor information by any university personnel involved in fundraising or receipting of donations.

II. Policy

All donors’ records are confidential and will not be made available to individuals outside university personnel.  Generally, only the President and Institutional Advancement staff shall have direct access to such records. The university may publish information listing donors within categories of giving to recognize them for their contributions.   

III. Procedure to assure confidentiality of donor information

A.   Computer programs and/or files used to store donor information will be password protected, and only individuals authorized by the VPIA will be granted access to those programs or files.  This password system will be separate from other passwords used to access the University network or IT systems.
B.  The university will not release contact or address information for the purpose of direct mailings to any outside source or individual other than the MACU Alumni Association and/or an approved vendor that performs specific contractual services for the university.  Such a vendor must agree in writing to observe this policy.

IV. Published: MACU public website, Gifts tab

V. Reason for Revision:

VI. Appendices:  None

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Mid-Atlantic Christian University - Institutional Advancement Policy 4

SUBJECT: FUNDRAISING PHILOSOPHY

DATE: September 22, 1999
REVISED: September 2013
NEXT SCHEDULED REVIEW: This policy will be reviewed by the VP for Institutional Advancement in February of even-numbered years (February 2014).

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Institutional Advancement Division, Mid-Atlantic Christian University
Procedure for: VPIA, Mid-Atlantic Christian University
Authorized by: VPIA, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

The purpose of this policy statement is to establish a clear, written philosophy reflecting the biblical and ethical responsibility of the institution with regard to the solicitation of charitable contributions and the relationship of the institution to the donor.

II. Policy

Donor relations shall be treated in the spirit of 2 Corinthians 8:21 “For we are taking pains to do what is right, not only in the eyes of the Lord, but also in the eyes of men.”  The university will seek truthfulness in all communication. All representations of fact, description of financial condition of the organization, or activities related to operations must be current, complete and accurate. Fundraising appeals must not create unrealistic donor expectations.

III. Procedure to implement fundraising policy

A.   Compensation of fundraising staff, internally or externally, will never be based directly or indirectly on a percentage of charitable contributions raised.
B.  The university will provide a timely and accurate receipt of contributions to the donor, reflecting that portion of the gift that qualifies as tax-deductible.
C.  The university will encourage donors to seek the professional services of their attorneys, accountants, or other advisors when considering any major contributions having an effect on their estate planning.
D.  Donor lists and mailing lists will not be sold to a third party.
E.  Any donor restrictions will be honored by the college, restricting such gifts to the activity or project as prescribed by the donor.

IV. Published: MACU public website, Gifts tab

V. Reason for Revision:

VI. Appendices:  None

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Mid-Atlantic Christian University - Institutional Advancement Policy 5

SUBJECT: PHILOSOPHY OF PUBLIC RELATIONS

DATE: September 22, 1999
REVISED: September 2013
NEXT SCHEDULED REVIEW: This policy will be reviewed by the VP for Institutional Advancement in February of even-numbered years (February 2014).

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: All Employees, Mid-Atlantic Christian University
Procedure for: VPIA, Mid-Atlantic Christian University
Authorized by: VPIA, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

The purpose of this policy statement is to establish a philosophy and process for the university’s public relations practices.

II. Policy

The university’s Institutional Advancement Office has primary responsibility to prepare verbal, written, and electronic materials used to represent the university to the public.  Other departments and individuals are expected to tailor them to their specific situation, but they will retain the substance and spirit of the original material.

All public relations materials will be accurate and not intended to mislead the recipient about either facts or intent.  They may, however, be constrained in the detail they include, to protect personal or proprietary information or investigations in progress.

Some information, such as personal information, may be restricted from public dissemination by confidentiality requirements.  If there is a question whether certain information should be included it will be addressed first by the VP Institutional Advancement with final decision by the President if necessary.

III. Procedure to implement public relations policy

1. Public relations shall be conducted in the spirit of Philippians 1:3-4, “I thank my God every time I remember you. In all my prayers for all of you, I always pray with joy because of your partnership in the gospel.”
2. The university will seek to promote and enhance its relationship with its publics, thereby encouraging individuals and churches to join as partners in this ministry.  This means that MACU will consciously look for ways to tell our story, using a wide variety of methods to reach the wide audience and constituency we have.
3. The Vice President Institutional Advancement will be the regular spokesman for MACU.  Staff & faculty are to forward all media inquiries (e.g., interviews, questions regarding current/former students, staff, faculty, or trustees of a newsworthy nature, etc.) to the VPIA for response.  For actions involving unexpected (especially adverse) or extraordinary events the VPIA will immediately inform the President, will prepare or supervise preparation of information and talking points, and will make both internal and external arrangements to ensure appearances of the President are successful.
4. The Institutional Advancement Office in conjunction with the President’s Office will have the primary responsibility of maintaining regular communication through print and electronic media.  This communication will include as a minimum

a. The Messenger, a quarterly printed report
b. Current events information on the MACU web page, to be updated at least weekly.
c. Social media, monitored daily and with a new entry at least once a week.  Comments and responses will be made daily when there is cause to do so.

5. The Vice President for Institutional Advancement has the primary responsibility for news releases to local, regional, and national agencies as needed.  He will prepare an annual public relations plan, to coincide with the MACU fiscal year. 
6. The Institutional Advancement Office will publish and distribute materials for the purpose of building confidence in the university and its mission among various constituencies, in various formats according to the intended audience.  This is a continuing action.

IV. Published: Employee Handbook, MACU public website, News Releases tab

V. Reason for Revision:

VI. Appendices:  None

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Mid-Atlantic Christian University - Institutional Advancement Policy 6

SUBJECT: REAL ESTATE GIFTS

DATE: September 24, 2002
REVISED: September 2013
NEXT SCHEDULED REVIEW: This policy will be reviewed by the VP for Institutional Advancement in February of even-numbered years (February 2014).

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Institutional Advancement Division, Mid-Atlantic Christian University
Procedure for: VPIA, Mid-Atlantic Christian University.  The Vice President for Finance will support as requested by VPIA.
Authorized by: VPIA, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

The purpose of this policy is to describe the actions necessary when Mid-Atlantic Christian University receives a gift of real estate, to protect MACU from unintended consequences such as lawsuits or environmental liabilities.

II. Policy

All gifts of real estate must be subjected to a due diligence process and approved by the Executive Committee of the MACU Board of Trustees before they may be accepted by Mid-Atlantic Christian University.  The VP Institutional Advancement is responsible to gather the information needed to support due diligence.

The University will be careful not to place a value on the gift, but proper due diligence requires an estimation of value, to assure accurate accounting.  Should a discrepancy arise between the appraised value and the value attributed by the donor, the University must accept the appraised value when booking the asset and notify the donor.

III. Procedure

The due diligence process will include at least the following analyses.

  1. A reliable and independent estimate of the value of the real estate.  For complex properties this may require an appraisal by a certified and appropriately licensed appraiser, at MACU expense.
  2. Analysis of the impact of any restrictions the donor may impose, such as permitted or required use, or disposition.  
  3. Ensure there are no "strings" attached to the gift that would impose financial or management stress on the University. Such “strings” might include such things as specified holding periods or use limitations, or potential impact on various financial ratios followed by government agencies and/or accreditation bodies.
  4. There are no environmentally related situations that could cause the University financial burdens; e.g., accepting property with toxic waste on or in it. One example of proper due diligence might be where the Leadership Team may choose to have a Phase 1 Environmental Site Assessment prior to accepting the property.
  5. There are no zoning, covenants, or other legal conditions that would restrict MACU from using the property in the way it desires.
  6. There are no components of the gift that would bring embarrassment to the University or that would be out of line with the university's mission.

IV. Published: MACU public website, Gifts tab

V. Reason for Revision:

VI. Appendices:  None

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Mid-Atlantic Christian University - Institutional Advancement Policy #7

SUBJECT: Inclusion in Messenger

DATE: August 1975
REVISED: November 2008
NEXT SCHEDULED REVIEW: February, odd-number years, February 2015

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: President and VP Institutional Advancement
Procedure for: Editor of the “Messenger”
Authorized by: VP Institutional Advancement
Issued by:  Board of Trustees

I. Purpose

Due to space limitations, only certain conventions, retreats, obituaries, and notes of sympathy can be included in MACU publications.

II. Policy

The Vice President for Institutional Advancement, as editor of the Messenger, will be responsible for this policy. He, in consultation with the President, will make final decisions regarding inclusions.

CONVENTIONS, RETREATS

 1. All on-campus or university-sponsored events
2. Notices, usually boxes, should be run for the following:

a. Eastern Christian Convention
b. National Missionary Convention
c. North American Christian Convention

3. Other area retreats and services should not be publicized unless there is some particular tie with the university that year, such as a large number of MACU faculty, staff, alumni, and/orstudents attending or participating on the program or MACU having a display or some other special tie with the meeting.

DEATHS

1. Obituaries in Messenger

 a. Graduate deaths will have an obituary when alumnus has met moral standards that would have enabled him to remain a student (otherwise, a sympathy note in “Alumination” column).
b. Faculty/staff members, students, and trustees will have obituaries, including former faculty/staff/associates and trustees when length of service merits (if not, below).People who have had long connections with the school in some leadership capacity; these will be few and must meet high criteria.

2. “Alumination” Sympathy in Messenger

a. Spouses or children of graduates, close relatives of faculty/staff and former faculty/staff/associates, and former students.
b. Alumni who do not meet criteria for obituaries.

III. Procedure

IV. Published: Policy Manual

V. Reason for Revision

VI. Appendices

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Mid-Atlantic Christian University - Institutional Advancement Policy #8

SUBJECT: Acceptance of Gifts in Kind

DATE: Oct 18, 2013
REVISED:
NEXT SCHEDULED REVIEW: Every 3 years, February 2016

APPROVED BY BOARD OF TRUSTEES: October 18, 2013

Policy for: All divisions of Mid-Atlantic Christian University
Procedure for: All divisions of Mid-Atlantic Christian University
Authorized by: Chair of the Board of Trustees
Issued by: Board of Trustees

I. Purpose

To have in place a policy for approving, accepting, and receipting gifts in kind.

II. Policy

MACU accepts gifts in kind (non-cash gifts) according to the following criteria.

Some items, such as equipment and furniture, may be retained for the University’s operational use.

Other items (e.g., not needed for operational use) may be sold upon acceptance. If it appears that a potential gift in kind would incur a liability to manage, use, or dispose of the gift that would be greater than its value, then it may be declined.  An example of this situation might be a gift that is located so far from MACU that disposing of it would incur excessive travel cost.

The University places no value on gifts in kind unless otherwise required by the IRS. The University will describe the gift in kind in a receipt letter. The donor is responsible for valuation per IRS Publication 561, Determining the Value of Donated Property (see http://www.irs.gov/pub/irs-pdf/p561.pdf).

Acceptance of all gifts in kind require approval. Final approval for accepting and receipting gifts in kind rests with the VP for Institutional Advancement. For gifts in kind with an estimated value over $5,000, the VP for Institutional Advancement will consult with the VP for Finance and the President before accepting them.

III. Procedure

Persons desiring to make a gift in kind will be put in contact with the VP for Institutional Advancement. The VP for Institutional Advancement will evaluate the potential gift against the policy criteria and determine whether or not MACU will accept it.  The VP for Institutional Advancement will work out the details of the transaction, after its acceptance is determined to be in the best interest of the University.

Common items intended for immediate operational use, and less than $500 estimated value, may be accepted by a member of the faculty and staff who will then notify the VP Finance, who will prepare a receipt.  Examples of these items are books for the library and small items of office equipment.

IV. Published: Policy Manual

V. Reason for Revision

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