Transcript Slide 1

Student Organisations Fundraising
Fundamentals and Processes
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
Flowchart for External Student Fundraising
Additional Approval for
External Funding
Academic-related projects/programs
Student has a project, event,
program or activity in mind
Student submits proposals/appeals to
School Chair to seek approval for
external funding
If ≥ $100,000
Student obtains approval from
Dean’s Offices to ensure alignment
with strategic funding priorities and
avoid competing for College’s space
for private support.
Approved
Internal Funding
Student explores internal
funding possibilities
Approved
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
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
Approved
Proposal submitted for external
funding
Importance of
Coordinated Requests
DO’s Annual Giving
programmes raises funds for:
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School Advancement Funds (Administered by Chair of Schools)
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Students Activities Fund ( administered by SAO)
Across the University, DO raises funds for academic units:
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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.
Importance of
Coordinated Requests
• Avalanche of requests
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Students, faculty, staff, Development Office, President’s Office –
all approaching almost the same organisations and foundations
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Appeals and requests from other universities and organisations
• You are a small voice in the flood
• Prioritize your funding requests and strategize
Getting Donors– Some Tips
Prospect
Cultivate
Ask
Getting Donors
Where to find your Prospects (a good match):
• 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
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
Getting Donors
• Leverage on existing relationships eg.
 Approach alumni of your school/club to donate or open doors
o They can relate best to your cause
o They have a ready interest in your activities and club
o 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
Writing a Funding Proposal
1. Project overview
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What, where, when
2. Need Statement
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Not your need, but the macro needs of the field
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Why your student group exists and what you stand for to improve
society. What is your purpose to serve the greater good?
3. Proposed Solution
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What you intend to do to address the need, solve the problem
4. Objectives/ goals of the project/ event/ or benefits to the
community
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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)
9. Why the prospect should be interested in your project/ event
Overcome objections, defend the idea
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Show alignment with prospect’s objectives
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Your ability to carry out the project
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Your ability to meet project objectives
10. Funding level requested of the prospect
11. Cover Letter (summarizes all the above points, including funding
level requested). Thank them for considering your request.
Handling Donations:
Integrity & Accountability
Now that you’ve received the cheque
(payable to Nanyang Technological University),
What do you do?
Donation/ Sponsorship for Student Organization
GIRO
In-Kind Donation
Student submits
In-kind Donation Form
to DO for recording
purposes
Cheques
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
15 days later
Student informs donor to indicate the following in
Payment Advice:
1. A/c Name: Nanyang Technological University
2. 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)
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
DO to generate tax-deductible receipts and thank-you letters to donors, c.c. to SAO
SUs & Constituent Clubs:
JCRCs:
Submit receipts/invoices to NSS Finance for payment
Submit receipts/invoices to SAO for payment
Handling Donations:
Integrity & Accountability
On receiving a cash gift:
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Download and fill in the Gift Transmittal Form. Why?
Proper processing by Finance Office
Government Matching is 1 :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
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Download and fill in In-kind Donation Form
Send to DO for donor acknowledgement
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
Stewardship:
Continuing the Relationship
Thank You!
Thank You!
Thank You!
Thank You!
Stewardship:
Continuing the Relationship
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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?