Stewardship Policy

Stewardship Policy

Saint Augustine’s University
Stewardship Policy: Institutional Advancement and


The purpose of the stewardship policy is to serve as a set of guiding principles for the Office of Institutional Advancement and Development regarding the stewardship of current and future gifts to corporate and foundation prospects and donors. This policy is intended to ensure donors’ intentions are honored and gifts are properly acknowledged in a personal, timely and appropriate manner. This will be accomplished by developing ongoing relationships and partnerships, fund reporting, donor recognition, donor appreciation activities and events.

Overview of Division

The Office of Institutional Advancement and Development focuses on promoting the mission of Saint Augustine’s University (SAU) to alumni. Donors and friends of the SAU are also defined as its constituent base. Each area of the division has been given the task of increasing awareness and appreciation for the mission and programs to their respective audiences. The division has five primary offices:

  • Institutional Advancement and Development
  • Alumni Affairs
  • Sponsored Research
  • Community Development Corporation
  • Meadowbrook Country Club
    • Gift Acknowledgement and Receipt

      All donations, gifts and pledges shall be received, processed and acknowledged first by Office of Institutional Advancement and Development. On a daily basis, gifts are to be recorded in the Development database and acknowledgement letters are produced and signed by the President or designee. The acknowledgement letter will incorporate and reference the specifics of the gift. All thank-you letters are to be processed and mailed within
      three working days of Office of Institutional Advancement and Development being notified and received relevant documentation. Tax receipts are mailed separately since the coordination of the receipt with the thank-you letter cannot be handled in an efficient or timely manner. Tax receipts are not issued until the gift has been processed completely at the end of the calendar year.

      Types of Acknowledgement Letters
      1. Pledges that are Paid-up: Any pledge that has been fulfilled.
      2. Phone/Mail: All pledges received by phone/mail.
      3. Campaigns: These include alumni, faculty, staff and friends of the alumni.
      4. Other Thank You Letters: Church visits
      When gifts are received to SAU

      All gifts should be sent to the Office of Institutional Advancement and Development. Copies are made of checks and then the original check is taken to the Business and Finance Office.

      Signature Policy
      1. From the President:
             a. All donations
             b. Bequests, annuities, life insurance gifts and other planned gifts
      2. From the Vice President for Office of Institutional Advancement and Development:
             a. The vice president of Office of Institutional Advancement and Development will send an      acknowledgement card.
             b. An In-Kind will receive a thank you letter from the vice president of Office of Institutional      Advancement.
      Gift Agreements

      Whenever a gift or scholarship fund is established, a gift agreement is created to establish the specific criteria of the donor’s intent in which Saint Augustine’s University will utilize the gift, or the guidelines for the scholarship. It ensures that the gift will be used as the donor intended and may set out provisions for alternative uses, should it become impossible or impractical to carry out the donor’s original intent. For these reasons SAU requires that all gift funds have a written agreement on file. A copy of the agreement shall be sent to the Financial Aid Office and the original agreement is kept in the Office of Institutional Advancement and Development.

      Donor Recognition

      This section outlines the qualifications, procedures and methods of recognition for gifts to Saint Augustine’s University.

      1. Naming Policy

      The Board of Trustees of the Saint Augustine’s University retains authority for naming (or renaming) buildings, components of buildings, open spaces, and other physical facilities of the SAU and for establishing guidelines for the naming of endowments in support of the SAU.
      a. The authority to accept or decline any proposal to name or rename a building or space at SAU lies with the President and the Board of Trustees
      b. The acceptance of any philanthropic donation which involves a proposal to name is conditional upon approval of the naming by the President and Board of Trustees

      2. Approval Procedures

      The director of Development and the vice president for Institutional Development are to consult with the president and the Board of Trustees for all proposed naming opportunities intended to recognize a philanthropic donation.

      3. Naming of Physical Facilities

      A building or physical facility may be named for a donor in cases where the donor’s gift provides at least 30 percent of the total cost of construction or $500,000, whichever is greater.

      4. Existing Facilities or Portions of Existing Facilities

      Existing un-named buildings and/or parts of buildings or facilities may be named for donors in cases where substantial gifts are made by donors to programs carried on within these facilities. In cases of major renovation that extend throughout a building or facility, the facility may be named for the donor, provided the donor’s gift covers at least 50 percent of the renovation cost. Physical facilities or portions of physical facilities may be named for sums less than these levels at the discretion of the president and the Board of Trustees.

      5. Named Laboratories, Classrooms and Lounges

      A minimum donation of $25,000 is required.

      6. General Policy on Endowed Funds

      An endowment fund may be contributed and named for an individual or organization benefactor, or a specific honoree, to provide a permanent source of funding for restricted or unrestricted purposes as specified by the donor.

      7. Gift Levels for Endowed Funds

      The following provides general guidelines for named endowment categories and minimum funding requirements:

      a. Departments, Centers & Institutes $500,000 – A private gift naming of an academic unit should be at a level that will transform the nature of the unit involved, enabling the unit to reach a level of excellence. The gift must be in a form of an endowment used to sustain a margin of excellence.
      b. Endowed Chairs $250,000 – The endowed chair designation will be linked to a select faculty position filled by an outstanding scholar and teacher.
      c. Professorships $100,000 – The endowed professorship designation will be linked to a faculty member whose accomplishments indicate potential for sustained national and international leadership and whose current efforts are focused on honoring teaching skills and/or establishing a superior record of research or other scholarly activity.
      d. Visiting lecture Series $50,000 – A lecture series brings to SAU a variety of outstanding individuals of broad experience and expertise whose presentations will have University-wide and interdisciplinary appeal.
      e. Scholarships $10,000 – Scholarships provide important financial assistance to talented and deserving undergraduate students. The minimum recommended scholarship endowment level is $10,000.

      8. Other Forms of Recognition

      In addition to naming opportunities, various other forms of recognition may be undertaken to celebrate gifts to SAU. These may include:

      a. Photo Session: Gifts of $25,000 or more may be the occasion for a photo session at the discretion of the Development Office. An album of pictures made at the event may be presented to each donor as a memento of the occasion.
      b. Public Notice: Gifts to SAU represent marketing opportunities for public announcement. The Office of Development and Donor Relations shall request of each donor and his or her family, the approval to prepare and release a public announcement of the gift. Gifts of $50,000 or more will be featured on the Development and Donor Relations website. Gifts of $100,000 or more will be featured in Alumni News. Gifts of $250,000 or more may be recognized with a display ad in the local daily newspaper.

      9. Annual Giving Recognition Donors will be recognized for the amount of their gift of their annual contribution within the following levels:

      a. Presidents Circle- Those donors who have contributed between $1,000 and $4,999 in a given year would quality as a member of the Presidents Circle for the year(s) they contribute this amount.

      10. Planned Giving Recognition

      Those who have indicated to SAU their desire to make a planned gift are recognized with membership in the Planned Giving Society

      a. Planned Giving Society of Good Will – Those who have indicated to SAU that they have a bequest, insurance policy, annuity or other planned giving vehicle will be recognized as a member of the Society of Good Will. Fund Reports

      Proper stewardship of all funds is important. Not only will SAU thank the donors at the time of the gift, but it will also inform the donors of the individuals who benefit from the scholarships funds. Donors will be informed of the amount funds available, of money awarded from the fund, and the recipients of the scholarship.

      a. Scholarship recipients will also be asked to thank the donor for their generosity as soon as the award is made.
      b. An acknowledgement card from the vice president of Office of Institutional Advancement and will be sent to the donor.

      Personal Attention

      Occasionally, based on the size of the gift, a telephone call may be made by board members. Also, personal invitations to various events will be made to major donors, and thank you letters from students will be sent, along with the letter from SAU designee, to acknowledge the gift.

      Restatement of the Guiding Principles for Stewardship

      In these times when government grants are decreasing as a proportion of our operating funds and tuition fees are at maximum levels, contribution from many thoughtful donors are absolutely critical to SAU’s continued excellence and our ability to adapt to the needs of our students.

      Building our fundraising capacity even further is essential to our success in the years ahead. It is a fact that it takes money to raise money; fundraising activities are financed more like a business than a university department since costs are assessed primarily against revenues generated.

      Our approach puts a minimum of pressure on SAU’s operating budget, preserving precious government and tuition fee income for academic purposes and student services.

      Every dollar donated to SAU helps SAU raise more money. SAUs fundraising must be cost-effective. Fundraising costs at North American universities range from 4 percent to 25 percent.

      To continue to be accountable to our donors, stuff of must:

      a. Inform constituents on how their gift is used
      b. Challenge constituents to increased giving
      c. Secure commitments
      d. Celebrate and appreciate constituent gifts


      I have read and been informed about the content, requirements and expectations of the Stewardship Policy for employees at Saint Augustine’s University. I have received a copy of the policy and agree to abide by the policy guidelines as a condition of my employment and my continuing employment at SAU.

      I understand that if I have questions, at any time, regarding the Stewardship Policy, I will consult with the staff of IAD.
      Employee Signature: ______________________________________________________
      Employee Printed Name: ______________________________________________________
      Date: ______________________________________________________