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policy HSG-002 : Fundraising

The University recognizes the value of, and depends upon, the generosity of its alumni, grateful patients, friends, corporations and foundations to support the Health System's mission of teaching, research, public service, and health care. Planning and coordination are essential to succeed in fundraising efforts and to avoid duplication in approaching potential donors in the name of the University.

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  1. effective date:

    January 1, 2016
  2. content:

    Applies To:                       

    The Medical Center, the School of Medicine, the School of Nursing, Claude Moore Health Sciences Library, Transitional Care Hospital, the Health System Development Office/UVA Health Foundation (“Health System Development Office”), and the University of Virginia Physicians Group (“UPG”)

    Reason for Policy:          

    The University recognizes the value of, and depends upon, the generosity of its alumni, grateful patients, friends, corporations and foundations to support the Health System’s mission of teaching, research, public service, and health care.  Planning and coordination are essential to succeed in fundraising efforts and to avoid duplication in approaching potential donors in the name of the University. 

    The Health System Development Office (HSD) and the UVA Health Foundation have established guidelines for the coordination of development activities for the most effective use of University resources in seeking private support for the University.  This policy aligns with UVA Policy EXT-005, Coordination of Development Activities at the University of Virginia.  It is meant to clarify fundraising activities that span the Health System.

    Definition of Terms:      

    Health System - for purposes of this and all other Health System policies, the term “Health System” shall refer to the following entities: the Medical Center, the School of Medicine, the School of Nursing, Claude Moore Health Sciences Library, Transitional Care Hospital, the Health System Development Office, and UPG (hereinafter referred to collectively as “Entities” or each individually as an “Entity”).

    Team Members – All persons providing clinical, educational, research, administrative, or other services within or for the benefit of the Health System regardless of Employer  

    Gift - Pledges, outright contributions, or bequests received from private sources for which no goods or services are expected, implied or forthcoming to the donor, and in which no proprietary interests are to be retained by the donor (refers exclusively to private gifts, even though such gifts may be termed “grants” by corporations and foundations).  For more information, see FIN-001 Determining if an Award is a Gift or Sponsored Project.  Health System Policy HSG-003 “Gifts and Gratuities” separately addresses issues of offers of gifts or gratuities for all persons providing patient care or other services (“Team Members”).  Medical Center Policy 0013 “Interactions with Vendors, Sales, and Service Representatives” and University of Virginia Policy FIN-019 “Acceptance of Gifts and Special Benefits from Vendors” separately addresses gifts or compensation by vendors, sales, and service representatives. 

    Gifts-in-Kind:  Also referred to as in-kind donations, is a type of charitable giving where instead of donating funds to buy needed goods and services, the goods and services themselves are donated. 

    Other Giving Vehicles: Gifts of property, life insurance, securities/stock, and planned gifts such as charitable remainder trusts, gift annuities, charitable lead trusts and bequests –all of which can be gifted to benefit the University. 

    Policy Statement:           

    The Health System Development Office (HSD) is the office that leads the effort to coordinate fundraising activities among all Health System Entities.  All areas involved with fundraising shall develop and maintain a close working relationship with Health System Development to ensure coordinated fundraising efforts.

      1.  Responsibilities of the Health System Development Office

    Health System Development staff shall advise and assist the Medical Center, Schools of Medicine and Nursing, Claude Moore Health Sciences Library, departments, centers, and other Health System entities to improve their success in securing greater private support. Health System Development works in collaboration with University Advancement and in close partnership with the Medical School Foundation/Medical Alumni Association on fundraising from medical alumni, medical faculty and house staff.  HSD provides support related to fundraising initiatives, including gift accounting, database maintenance, prospect management, development communications, fundraising events, and stewardship.  In addition, fundraising assistance is offered in the areas of Annual Giving, Major Gifts (alumni, individuals, parents, and grateful patients), Corporate and Foundation giving and Gift Planning (see definition of “Other Giving Vehicles” noted above). 

    2 Development Programs And Staffing

    The creation of new fundraising initiatives on behalf of a School or unit within the Health System can NOT be established without the approval of the Senior Associate Vice President for Health System Development and/or the appropriate School Dean, CEO of the Medical Center and Transitional Care Hospital, or the Executive Vice President for Health Affairs. 

    Any Health System entity seeking to conduct any type of solicitation or fundraising event that will benefit the Health System must receive advance approval from the Health System Development Office. (See Health System Policy HSG-004 “Solicitations” for guidelines regarding promotions and fundraising events that will directly benefit the Health System or any entity of the Health System). 

    Individual departments or programs should not solicit individuals directly. Questions should be directed to the Health System Development Office. 

    Team Members are not permitted to sign or enter into any agreement related to gift acceptance, or act as an authorized agent of the University of Virginia Health System.  All documents pertaining to gift acceptance may only be signed by the Executive Vice President for Health Affairs, the CEO of the Medical Center and Transitional Care Hospital, or the Deans of Medicine and Nursing, in coordination with HSD, and after review by University General Counsel.  The Senior Associate Vice President for Health System Development may act as an authorized agent under certain circumstances. 

    All fundraising conducted on behalf of the Health System related to patients shall comply with HIPAA requirements pertaining to patient confidentiality and the use of patient demographic data. 

    Departments and units may not independently hire fundraising staff.  Rather, the Senior Associate Vice President for Health System Development is responsible for hiring and the oversight of all development personnel on behalf of the Health System.  These positions include (but are not limited to):

        • Fundraising Program directors
        • Major gift officers
        • Annual fund officers
        • Corporate and foundation directors or officers
        • Planned Giving directors or officers; and
        • Special project fundraising directors or officers 

    Additional requests for fundraising assistance from Health System units involving staff assignments, fundraising materials or event support must be reviewed and approved by the Senior Associate Vice President for Health System Development.

    3.  Student Organizations or Outside Organizations Involved in Development Activities

    Student organizations or other outside volunteer groups interested in raising funds to support the Health System should be directed to the Health System Development Office for additional information and guidance. 

    Team Members of the Health System may from time to time participate in or personally sponsor fundraising or engagement events for external organizations, but may not, in their official capacities, actively solicit funds for these external organizations. 

    Related policies:             

  3. signature(s):

    Richard P. Shannon, MD, Executive Vice President for Health Affairs, UVA Health System