University Life works collaboratively with Development & Alumni Relations (DAR) to strategically address funding priorities or engagement opportunities. The information here is intended for University Life staff members.
Keywords or Phrases
Development & Alumni Relations. Development is responsible for fundraising and Alumni Relations is responsible for alumni cultivation & engagement.
Asking for money
Process of building & nurturing relationships for long-term donor support
Way in which we ask for money (mail, email, etc.)
Ben Franklin Society, Penn’s annual giving society ($2,500+)
Donor who gave “last year but unfortunately not this year”
Donor who gave “some year but unfortunately not this year”
Letter of Intent – letter declaring intentions of the writer, typically required for grant submissions
Legally binding contract defining amount & parameters of a gift
An individual likely to support your cause. Your potential next best friend
Project or initiative that requires funding support to achieve goals
Compelling narrative outlining funding priority need & impact
Donors who consistently support a cause, often over an extended period of time (3+ years @ Penn)
Calendar year end (December) & fiscal year end (June). Biggest gift revenue generating times.
Donor & alumni database via Salesforce with all possible details (affiliation, giving & engagement history, etc.). It replaced “Atlas” in July 2023.
Penn alumni up to 10 years post-grad (2014-2023)
Development & Alumni Relations. Development is responsible for fundraising and Alumni Relations is responsible for alumni cultivation & engagement.
Asking for money
Process of building & nurturing relationships for long-term donor support
Way in which we ask for money (mail, email, etc.)
Ben Franklin Society, Penn’s annual giving society ($2,500+)
Donor who gave “last year but unfortunately not this year”
Donor who gave “some year but unfortunately not this year”
Letter of Intent – letter declaring intentions of the writer, typically required for grant submissions
Legally binding contract defining amount & parameters of a gift
An individual likely to support your cause. Your potential next best friend
Project or initiative that requires funding support to achieve goals
Compelling narrative outlining funding priority need & impact
Donors who consistently support a cause, often over an extended period of time (3+ years @ Penn)
Calendar year end (December) & fiscal year end (June). Biggest gift revenue generating times.
Donor & alumni database via Salesforce with all possible details (affiliation, giving & engagement history, etc.). It replaced “Atlas” in July 2023.
Penn alumni up to 10 years post-grad (2014-2023)
Potential Giving Scenarios
August 2023
1
Donor/Alumnus Reaches Out to University Life Director
This process is only intended for donor/alumni inquiry related to making gifts or alumni engagement outside of your regular initiatives.
- Upon initial outreach from donor/alumni, respond and tag in Director of Strategic Partnerships (DSP).
- AVPs are notified, if necessary.
- DSP, director, donor/alumni meet (DSP will loop in DAR here if alumni has existing prospect manager or giving history with DAR.)
- Data is recorded in Compass, the donor and alumni database.
If proceeding:
- DSP engages Alumni Relations or Development.
If not proceeding:
- DSP responds (CCs director) to thank donor/alumni for interest.
- Pivot donor/alumni attention elsewhere, if necessary.
2
University Life Reaches Out to Donor/Alumni
This process is only intended for engagements in which a Director has a specific DAR-related request for a donor/alumni.
- Notifies DSP that outreach to a donor/alumni is happening;
- Reaches out to donor/alumnus.
- AVPs are notified, if necessary.
Considerations include:
- Like Penn, Development is also decentralized, with teams in both Central DAR or most Schools and Centers.
- Reviewing the list of alumni you intend to solicit allows us to coordinate with prospect managers who might already be working with a sub-set of your alumni.
- We give prospect managers the opportunity to hold off on an alumni if it makes sense strategically.
- DSP, director, donor/alumni meet (DSP will loop in DAR here if alumni has existing prospect manager.)
- Data is recorded in Compass, the donor and alumni database.
If proceeding:
- DSP engages Alumni Relations or Development.
If not proceeding:
- DSP responds (CCs director) to thank donor/alumni for interest.
- Pivot donor/alumni attention elsewhere, if necessary.
3
University Life Seeks Funding for Strategic Priority
Director approaches AVP with funding priority (approval granted).
Director engages Director of Strategic Partnerships with funding priority.
Director should provide DSP an estimated range for the project and general impact details (eg. $XX would support # of students).
Questions to consider:
- What is it you want to raise money for and does it align with divisional priorities or departmental goals?
- How much would it cost to implement your idea?
- Is there an opportunity for partial funding or does the initiative need the full amount to move forward?
- Engages Development and/or Alumni Relations.
If feasible:
DAR finds donor prospects
If not feasible:
- Strategic Planning & Communications amplifies / creates a strategy to address need.
If a substantial gift is made to your department, Central is responsible for coordinating the following with DAR & Director:
If a substantial gift is made to your department, Central is responsible for coordinating the following with DAR & Director:
- Thanking donor for contribution.
- Notifying AVPs, DAR staff, and relevant campus partners.
- Announcement or promotion of gift externally.
- Coordination of logistics with Finance teams and online giving, if needed.
Potential Giving Scenarios
Additional Resources
Review the resources curated for University Life staff members. These include policy, processes, and templates:
- The Student Funding Process [pdf file]
- Alumni Class Gift Proposals Template [doc file]
- University Life Funding & Budget Tracker [xsl file]
- University Life LOI Template [doc file]
- University Life Milestone Anniversary Strategic Planning Template [doc file]
- University of Pennsylvania Student Group Fundraising Policy [doc file]