Published: 8th November 2018
When it is time to add a new major gift pledge to a record (i.e. once the signed gift agreement has come in), we need to ensure we record whether it is budget relieving, what it’s for, and which area of the University it is benefiting.
Before the gift has come in, the Development Officer should have recorded some information on the relevant proposal. To access that information, go to the proposal and look in the notes tab for a “Gift Coding” type note. If it is not there, please ask the Development Officer for the required information.
To record this information, a new fund is required for every new major gift pledge. Follow these steps to ensure it’s done correctly.
- Go to RE > Records > Funds and select New Fund
- Using the information from the proposal and the gift agreement, populate the Fund Description field according to what the gift is for and the naming outlined in the agreement. For example, if John Smith has agreed to support UG Access Scholarships (MAP), name the fund “MAP – John Smith Scholarships”. Naming conventions are outlined in appendix one.
- Fund ID to be a shortened version of the Fund Description (eg “MAPJSmith”).
- Start date is today’s date.
- Purpose and Area to match the information from the note on the proposal.
- If the gift is NOT budget relieving, tick Fund is restricted. Leave unticked if it is budget relieving.
- Copy the note from the proposal and paste it into Notes.
- On the Relationships tab, select New Individual Relationship and add the donor. No need to choose the nature of the relationship.
- Save and Close.
- Go to the donor’s constituent record and add this gift/pledge using this new fund, linking it to the proposal.
Some gifts will require more than one fund, (eg Christian van Hoorn). Set up all the required funds as above, and then split the gift.
Appendix 1 – Naming Conventions
Names of funds should reflect the naming outlined in the agreement, as well as what the gift is for. To keep funds as easy to understand as possible, the description of each fund should start with the gift purpose followed by the naming from the gift agreement (eg “MAP – John Smith Scholarships”). See the table below for a guide on this naming convention.
|Gift purpose||Description begins||Example||Fund ID begins|
|Academic Position (eg Chair, Lecturer)||Type of position – eg Chair, Lecturer, etc||Chair – John Smith Chair in Electrical Engineering||Chair, Lec, etc|
|Capital Projects||Capital||Capital – John Smith Lecture Theatre||Cap|
|Equity & Merit Scholarships||E&M||E&M – John Smith Scholarship||E&M|
|Foundation Scholarships||Foundation||Foundation – John Smith Scholarship||Fdn|
|Global Graduates||GG||GG – John Smith Global Graduates Award||GG|
|Masters Scholarships||Masters||Masters – John Smith Scholarship||MA|
|PhD Scholarships||PhD||PhD – John Smith Scholarship||PhD|
|Research Fellowships (Postdoctoral)||Postdoc||Postdoc – John Smith Fellowship||PDoc|
|Staff and Budget Costs|
|Student Hardship||Hardship||Hardship – John Smith Grant||Hard|
|Undergraduate Access Scholarships (MAP)||MAP||MAP – John Smith Scholarship||MAP|
|Undergraduate Scholarships (non-MAP)||UG||UG – John Smith Scholarship||UG|