Overview:
The Potsdam College Foundation (“Foundation”) is the authorized agent for receiving and receipting all charitable gifts on behalf of SUNY Potsdam. To protect the Foundation’s 501(c)(3) IRS charitable exempt status, the following conditions must be adhered to by all.
SUNY Potsdam encourages its faculty and staff to seek private support as a means for enhancing the quality of SUNY Potsdam’s educational, research, and service programs. Institutional coordination and approval of such appeals maximizes fundraising success, ensures that the institution and its priorities are properly represented, and provides proper support to donors and their gifts. Therefore, all efforts within SUNY Potsdam to raise funds from private sources including individuals, corporations, foundations or other charitable entities must be approved in advance by the Foundation.
Definition:
Fundraising and solicitation activities referred to in this policy statement may include, but are not limited to verbal, written and electronic requests for pledges, cash, corporate sponsorships, securities or other negotiable instruments, items of property, donated services, gifts-in-kind (such as equipment, furniture, books, etc.), deferred or planned gifts, and grants designed to support College programs, scholarships, student activities, endowments, faculty development, and capital expansion/improvement.
Required Approvals:
All fundraising activities with external constituents (alumni, friends, businesses, community entities, etc.) must be preapproved through the College Advancement Office by contacting the Vice President for Advancement. In addition, the Foundation’s by-laws specify that certain categories of gifts must be approved/accepted by the Foundation’s Board of Trustees. SUNY Potsdam will administer acceptance of all gifts in accordance with the noted provisions.
The Foundation maintains the Gift Acceptance Policy (PDF) and Gift Crediting Guidelines (PDF). Contact the College Advancement Office for help interpreting these documents. View Foundation Policies and Information Website
Fundraising and Solicitation Guidelines:
- The Foundation shall accept gifts and grants for the implementation and support of accepted programs that are consistent with the purpose and goals of the College and that are deemed consistent with ethical fundraising practices and with the laws, regulations, and policies of New York State and the federal government.
- Solicitations of both cash and in-kind items must be approved prior to initiation of fundraising activities. No individual or unit of the College shall solicit funds in the name of or on behalf of the College unless they have organized and coordinated such activities with College Advancement.
- College personnel shall not benefit personally through commission or other benefits that may be related to any gifts, sponsorships, or grants received by the College. It is unethical to fundraise for individual gain. IRS regulations also apply to this for the purpose of auditing.
- If the fundraising activity or solicitation is deemed to be in conflict with the fundraising program and activities of College Advancement and/or Foundation, a representative of the College Advancement Office will meet with the individual or group to resolve the issue. If the issue cannot be resolved in such a manner, the Vice President for Advancement will consider the circumstances and make a final decision.
- It is recognized that individuals, corporations, foundations, or other entities may themselves initiate contact with SUNY Potsdam faculty and staff regarding funding opportunities. While individual staff and faculty members are encouraged to answer questions and to discuss gift opportunities with potential donors, those inquiries and gift circumstances must be reported promptly to the Office of College Advancement. Timely reporting of information is critical to help donors make their gifts successfully, and to the overall coordination of fundraising and development activities.
- The name and address of any individual, business or entity that donates gifts must be supplied to the Foundation, along with the gift, immediately upon receipt of the gift. Gifts are not to be held.
- The Foundation cannot accept and receipt gifts for other non-profit organizations, including:
- Fundraising for the Student Government Association (SGA) and its clubs (club advisors should contact the SGA office),
- Fundraising for other local or national charities
Naming of Physical Spaces on Campus:
All inquiries regarding naming should be directed to the College Advancement Office. According to the Chancellor’s Guidelines for Naming Opportunities on Campuses of the State University of New York, all facility-naming opportunities are subject to approval by the SUNY Potsdam College Council and in some cases the State University of New York Board of Trustees.
The Potsdam College Foundation, Inc., offers a variety of naming opportunities in recognition of significant gifts to the College. Faculty and staff should work with the College Advancement Office early in the process to determine naming opportunities that will most closely match the donor’s interests with the College’s needs.
Rev. 11/6/19