5f: Campaign Counting Policy

  1. Statement of Purpose
    The Foundation acknowledges and appreciates the many private and public sector donors that participate in its fundraising campaigns. This policy provides guidelines for gift counting to ensure transparency and consistency in reporting progress of the campaign and recognizing donors. The Foundation Board sets the Foundation’s campaign counting policies to guide and protect the Foundation and its donors and to be consistent with national, professional standards.
  2. General Principles
    1. This policy is based on and adheres to the campaign counting and reporting standards set by the Council for Advancement and Support of Education (CASE).
    2. This policy will be consistently applied by the Foundation to provide transparency to donors and the public.
  3. Roles and Responsibilities
    1. These guidelines are approved by the Foundation Board and can be changed as CASE standards warrant such changes.
    2. Foundation staff will ensure that gift agreements include adequate documentation to comply with these policies.
    3. Campaign gifts will be accepted in accordance with the Foundation’s Gift Acceptance Policy, including approval by the Finance Committee as required.
  4. Campaign Counting Policies
    1. Outright Gifts and Pledges
      1. Cash. All outright cash gifts are counted at face value as of the date they are received by the Foundation.
      2. Quid Pro Quo Contributions. Quid Pro Quo contributions will be recognized for only the amount exceeding the value of the benefits the donor received from the Foundation for the gift. Examples include sponsors of events and the purchase of auction items.
      3. Securities. All securities are counted at fair market value. The value of a gift of securities is the mean (average) of the high and low of the stock(s) or bond(s) on the day they come under the control of the Foundation. The value of less actively traded securities, rarely traded securities or a security that does not trade on the gift date will be determined according to IRS Publication 561.
      4. Real Property. All real property is counted at the value of a qualified appraisal. The Foundation follows IRS procedures as found in IRS Publication 561, Determining the Value of Donated Property.
      5. Personal Property/Gift in Kind. All gifts in kind are counted at fair market value. Donations of services are not counted.
      6. Matching Funds. Gifts received in cash from organizations or corporations to match individual gifts of cash or securities are counted at face value and credited to the organization or corporation. The individual donor whose gift is matched will receive soft credit and recognition for the matching amount.
      7. Government Grants. Government grants and other payments from government entities are not counted toward campaign totals.
      8. New Regular Pledge. A pledge is counted on the date the pledge form is signed and dated by the donor or comparable written verification is received including dollar amounts and a payment schedule. Pledges are counted at face value. Unfulfilled phonathon pledges are not counted.
      9. Conditional Pledge. Conditional pledges made during a campaign are counted towards campaign goals at face value provided that there is a reasonable expectation that the conditions will be met during the campaign period, and there is appropriate documentation of the gift (preferably in the form of a gift agreement), including dollar amounts and a payment schedule.
      10. Pledge Payments. Pledge payments are not counted toward campaign totals, since the original pledge was counted. The only exception to this rule is conditional pledge payments, in cases where the original conditional pledge was not included in campaign totals. These payments will be counted toward campaign totals.
      11. Cancelled Pledges. All pledges are reviewed annually to determine whether they are still active. Any “written-off” (cancelled) pledges will be subtracted from campaign totals once it is determined they will not be realized.
    2. Irrevocable Deferred Gifts
      1. To be considered “irrevocable,” the amount must be irrevocable, and the organization must be an irrevocable beneficiary. To be counted toward campaign totals, irrevocable gifts must be documented with a copy of the gift instrument on file, or a signed gift agreement.
      2. Remainder Trust. Irrevocable remainder trusts are counted at face value.
      3. Gift Annuity. Irrevocable gift annuities are counted at face value.
      4. Lead Trust. Irrevocable lead trusts are counted at face value.
      5. Trust Held by Others. Irrevocable trusts held by others are counted at face value.
      6. Life Insurance Donor Age 65+. Life insurance gifts from donors aged 65 or more are counted at face value, if the Foundation owns the policy, and is the irrevocable beneficiary.
      7. Life Insurance Donor Below Age 65. Life insurance gifts from donors below age 65 are counted at the cash surrender value, if the Foundation owns the policy, and is the irrevocable beneficiary.
    3. Revocable Deferred Gifts
      1. To be counted toward campaign totals, revocable gifts must be documented with a copy of the gift instrument on file, or a signed declaration of intent.
      2. Donor Age 65+. Revocable deferred gifts from donors aged 65 or more are counted at face value.
      3. Donor Below Age 65. Revocable deferred gifts from donors below age 65 are counted at present value, using a standard actuarial discount to derive the present value.
      4. Revocable Trusts Held by Others. The income received from revocable trusts held by others is counted toward campaign totals. Neither the face nor the present values of the trust are counted.
      5. Life Insurance Policies Owned by Others. The income received from life insurance owned by others is counted toward campaign totals. Neither the face nor the present values of the life insurance are counted.