Student Organisations:

Fundraising Fundamentals

and Processes

Presented by:

Marina Tan Harper, Director, Development Office 29 September 2009

Contents

• Platforms for Students’ Fundraising

• Importance of Coordinated Requests

• Getting a new Donor

• Handling donations: Integrity and Accountability

• Stewardship: Continuing the Ralationship

Platforms for Students’ Fund Raising

Where you can go to first:

• Students Affairs Office

• Your School’s SEED fund

• Alumni of your Society or Club

• Businesses or organisations with specific interest in your cause

• Charitable foundations

Why SAO and SEED Funds First? DO’s Annual Giving programmes already raises funds for:

• Students Activities Fund ( administered by SAO)

• School SEED funds (Administered by Dean’s Offices)

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, INTERNSHIPS, etc.

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

• How DO can help you with larger requests

- Appeals for projects of $100,000 : Contact Development Office for advice

Getting a New Donor – Some Tips

Prospect AskCultivate

Getting a New Donor

• 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

Getting a New Donor

• Leverage on existing relationships eg. – Approach alumni of your school/club to donate or open doors

o They can relate best to your causeo They have a ready interest in your activities and clubo 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

Getting a New Donor: Writing a Funding Proposal

1. Cover letter/ letter of inquiry2. Project overview

– What, where, when3. Need Statement

– Not your need, but the macro needs of the field4. Proposed Solution

– What you intend to do to address the need 5. Objectives/ goals of the project/ event/ or benefits to the

community– State measurable outcomes (not project activities) eg.

• Rural devt – schools/ roads built; sports event – projected attendance

Getting a New Donor – Writing a Funding Proposal

6. History of the project (if appropriate)7. Parties carrying out the project (if appropriate)

– If specialists/ experts are involved, include relevant qualifications

8. Event promotions (if appropriate)9. Sponsor benefits (if appropriate)10.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, meet project

objectives 11.Funding level and what is requested of the prospect

Handling Donations: Integrity & Accountability

Handling Donations: Integrity & Accountability

On receiving a cash gift:• Download and fill in the Gift Transmittal Form. Why?

- Proper processing by Finance Office

- Get Govt 1:1 matching $

- 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

Microsoft Office Excel 97-2003 Worksheet

Microsoft Office Excel 97-2003 Worksheet

Handling Donations: Integrity & Accountability

What you miss, if donation handling procedure is not followed:

• NTU unable to get 1:1 matching grant from government – “free money”

• Donor does not get double tax deduction

• Donor does not get recognised (listed) in NTU Annual Report or Honour Roll of Donors

Stewardship: Continuing the Relationship

Thank You!Thank You!

Thank You!Thank You!

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

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

Questions?