Student Organisations Fundraising Fundamentals and Processes

1. Student Organisations Fundraising Fundamentals and Processes Presented by: Marina Tan Harper, Director, Development OfficeOctober 2011

2. Contents • Flowchart for External Fundraising Process • Platforms for Students’ Fundraising • Importance of Coordinated Requests • Getting Donors • Handling donations: Integrity and Accountability • Stewardship: Continuing the Ralationship

3. Flowchart for External Student Fundraising Additional Approval for External Funding Student obtains approval from Dean’s Offices to ensure alignment with strategic funding priorities and avoid competing for College’s space for private support. Academic-related projects/programs Student submits proposals/appeals to School Chair to seek approval for external funding Student has a project, event, program or activity in mind If ≥ $100,000 Approved Internal Funding Student explores internal funding possibilities Support from Development Office Development Office can assist if Dean’s Office recommends that such project are of strategic academic fit with their college’s funding priorities Approved unsuccessful External Funding Student explores external funding possibilities Student Org/Hall/Affinity-related group-related activities Student submits proposals/appeals to Dean of Students/SAO to seek approval for external funding Submission of Proposal Proposal submitted for external funding Approved

4. Importance of Coordinated Requests DO’s Annual Giving programmes raises funds for: • School Advancement Funds (Administered by Chair of Schools) • Students Activities Fund ( administered by SAO) Across the University, DO raises funds for academic units: • Professorships and Fellowships • Bursaries, Scholarships, Awards of Excellence • Programmes and projects • Centres and Institutes • School specific endowments • Overseas Programs: GIP, INSTEP, GO FAR,GDP, INTERNSHIPS.

5. Importance of Coordinated Requests • Avalanche of requests • Students, faculty, staff, Development Office, President’s Office – all approaching almost the same organisations and foundations • Appeals and requests from other universities and organisations • You are a small voice in the flood • Prioritize your funding requests and strategize

6. Ask Cultivate Getting Donors– Some Tips Prospect

7. Where to find your Prospects (a good match): Getting Donors • Alumni of your School / College / Division • Sponsorships from businesses with specific interest in your cause • Special interest clubs/societies that stand for your cause • Grants from charitable foundations or community organizations with specific interest in your cause

8. Getting Donors • Don’t mail the entire phonebook – choose your target eg. • Companies in the same line of business as your activity • Companies whose customer profile matches your participants in your event • Companies/ orgs with history of supporting your kind of event/ cause • Companies whose sponsorship policy matches what you are looking for/ the benefits you can offer

9. Getting Donors • Leverage on existing relationships eg. • Approach alumni of your school/club to donate or open doors • They can relate best to your cause • They have a ready interest in your activities and club • They have access to new resources/ or different circles of contacts • Swop donor/ sponsor lists with other student organisations • Build a club/society database of past members ie. alumni • Build a database of past donors, their gift amounts and events supported • Call /discuss/visit the contact person in the organisation to learn their process/procedures

10. Writing a Funding Proposal • Project overview • What, where, when • Need Statement • Not your need, but the macro needs of the field • Why your student group exists and what you stand for to improve society. What is your purpose to serve the greater good? • Proposed Solution • What you intend to do to address the need, solve the problem

11. 4. Objectives/ goals of the project/ event/ or benefits to the community • State measurable outcomes (not just project activities) 5. History of the project (if appropriate) 6. Parties carrying out the project (if appropriate) If specialists/ experts are involved, include relevant qualifications 7. Event promotions (if appropriate) 8. Sponsor benefits (if appropriate)

12. 9. Why the prospect should be interested in your project/ event • Overcome objections, defend the idea • Show alignment with prospect’s objectives • Your ability to carry out the project • Your ability to meet project objectives • 10. Funding level requested of the prospect • Cover Letter (summarizes all the above points, including funding level requested). Thank them for considering your request.

13. Handling Donations: Integrity & Accountability Now that you’ve received the cheque (payable to Nanyang Technological University), What do you do?

14. Donation/ Sponsorship for Student Organization In-Kind Donation Student submitsIn-kind Donation Formto DO for recording purposes GIRO Student informs donor to indicate the following in Bank Advice: 1. A/c Name: Nanyang Technological University 2. A/c Number: OCBC 537 010027 001 3. Project Title Cheques Student informs donor to indicate the following in Payment Advice:1. A/c Name: Nanyang Technological University2. Project Title • Students submit to Development Office: • 1. Sponsor’s letter, with cheque (if applicable) • 2. Gift Transmittal Form (must be duly completed) • Student Union & its Constituent Clubs • Societies • JCRCs • Sports Club & Sports Related Societies(Archery, Air-Rifle, ODAC, Mountaineering) 15 days later • Development Office processes the gift and forward copy of the Transmittal Form and sponsor’s letter (if applicable) to SAO/ S & R Centre for endorsement All donations except SDU, NYC, SSC DO to generate tax-deductible receipts and thank-you letters to donors, c.c. to SAO Sponsorships from SDU, NYC, SSC DO to record donation amounts and forward payments to Cashier to generate ordinary receipts • SUs & Constituent Clubs: Submit receipts/invoices to Finance for paymentJCRCs: Submit receipts/invoices to SAO for payment

15. Handling Donations: Integrity & Accountability On receiving a cash gift: • Download and fill in the Gift Transmittal Form. Why? • Proper processing by Finance Office • Government Matching is 1.5 :1 • Tax benefits for donor • Appropriate recognition by NTU NB: NO NEED to fill in Cost Centre and GL Account Number • SAO will process On receiving an in-kind donation • Download and fill in In-kind Donation Form • Send to DO for donor acknowledgement

16. Handling Donations: Integrity & Accountability If donation handling procedure is not followed: • NTU unable to get government matching dollars – “free money” • Donor does not get double tax deduction • Donor does not get recognised (listed) in NTU Annual Report or Honour Roll of Donors • Audit checks by Commissioner of Charities: NTU’s IPC status

17. Stewardship: Continuing the Relationship Thank You! Thank You! Thank You! Thank You!

18. Stewardship: Continuing the Relationship • Saying thanks and showing gratitude/ interest • Letter or handwritten note to thank donor, telephone call, face to face • Send greeting cards/ congratulatory notes when appropriate • Engage donors/ prospects • Update donors/ prospects on progress • Newsletters, articles, news clippings of your club’s activities • Photos/ videos/ write-ups of event/ project • Notes/ cards from beneficiaries • Involve donors • Invite them to your event to see the buzz/ to volunteer on field trips • Ask for their opinion, invite feedback

19. Stewardship: Continuing the Relationship • Accountability • Let donors know donations have been used appropriately, outcomes are achieved • News clippings, photos/ videos/ testimonials etc • Inform donors if funds need to be put to different uses from initially agreed/ project has changed in material way • Think and act long-term • Club’s leaders come and go but the club remains • Don’t lose the donor when leadership changes hands • Handover donor, alumni databases

20. Questions?