17.2.15 - Third-Party Non-Profit Organization Fundraising and Gift Policy

Institutional Advancement and Alumni Affairs: Gifts

Last Updated: 05/15/2019

Original policy date: 07/01/2017

Applies to: Faculty, Staff, Residents & Clinical Postdoctoral Fellows, Postdoctoral Fellows

I. Rationale
The purposes of this policy are to ensure that 1) Baylor College of Medicine (BCM) resources (e.g., gifts, endowments, other funds, assets) are directed in support of the College’s mission, vision, and values; and 2) employee fundraising activities on behalf of or gifts directed to third-party non-profit organizations are processed through the Office of Institutional Advancement and Alumni Affairs (OIAA), which will monitor and certify that philanthropic activities and donations are consistent with the College’s mission.
II. Stakeholders Affected by this Policy
Compliance with this policy is mandatory for BCM Employees.
III. Definitions
(a)   OIAA is defined as the Office of Institutional Advancement and Alumni Affairs.
(b)   Employees refer to all full-time and part-time faculty, staff, residents, and clinical postdoctoral fellows receiving compensation from the College.
(c)   Fundraising means the solicitation of money and/or other items by BCM, by a BCM foundation, or to benefit BCM or a BCM foundation.
IV. Policy
A.    The College is a 501(c)(3) non-profit organization that integrates the performance of community service into its mission. Consistent with College Fundraising Policies (17.1.03), OIAA has primary responsibility for raising and stewarding philanthropic gifts and grants from private, non-governmental sources to support the institution’s mission, corresponding initiatives and priorities. Accordingly, OIAA prioritizes Fundraising activities that advance the College’s mission and related program initiatives. The College is also affiliated with numerous non-profit organizations, and periodically OIAA collaborates with affiliates on worthy fundraising efforts mutually beneficial to affiliates and BCM alike.
B.    Although BCM receives numerous annual requests for monetary donations, table purchases, sponsorships, in-kind services, and volunteer fundraising participation from other third-party non-profit organizations unaffiliated with the College, in recognition of the limited number of charitable resources available to support BCM programs, the College declines to make gifts or otherwise engage in fundraising activities on behalf of charitable organizations. Additionally, BCM resources (e.g., gifts, endowments, other funds, assets) will not be used for memorial gifts to other charities. 
C.    Funds raised by Employees under the auspices of BCM, i.e., solicitation of cash or in-kind gifts from individuals in the BCM community (e.g., faculty, alumni) that are raised with the involvement of OIAA and valued at or above $250, cannot be directed to charitable organizations unaffiliated with BCM, except as provided in Section IV.E (below).
D.    Employees interested in raising funds for BCM-affiliated non-profit organizations and programs must first contact OIAA (at connect@bcm.edu or 713-798-4717) to assess mission alignment, discuss fundraising strategies, and identify potential philanthropic contacts. Projects that will solicit cash or in-kind gifts worth $250 or more must be processed through and approved in writing by OIAA.  
E.    Any exceptions to this policy must be approved in writing by the Senior Vice President of OIAA (or their Designee) and the Philanthropy Committee.
F.    Table purchases at any function sponsored by a third-party non-profit organization require the advance written approval of the Chief Communications Officer. Failure to solicit approval prior to table purchase may result in denial of reimbursement.  
G.    While Employees can support unaffiliated third-party non-profit organizations with their personal resources, including gifts and voluntary service, BCM will not reimburse Employees for any monetary donation, table purchase or sponsorship, or match gift provided to another organization on behalf of an Employee unless the reimbursement is approved in advance of purchase by both the SVP of OIAA (or Designee) and the Chief Communications Officer (or Designee).
H.    On a case-by-case basis, the OIAA and Office of Communications and Community Outreach may permit departments or Employees to publicize events and requests for volunteer service sponsored by unaffiliated third-party non-profit organizations. Before disseminating any information supplied from an unaffiliated third-party non-profit organization or otherwise publicizing an event or volunteer opportunity to the BCM community at large (e.g., email, brochure, URL), the department/Employee must present the documentation to the Office of Communications for pre-approval. For more information on the pre-approval process or to obtain pre-approval, please call the Office of Communications at 713-798-4710.  
I.      Consistent with the Progressive Discipline Policy and Procedure (02.5.18), Employees who violate this policy and/or facilitate their department’s violation of this policy may be subject to appropriate corrective and/or disciplinary action, which may impact the Employee’s annual performance appraisal or evaluation.
V. Responsibilities
A.    OIAA is responsible for supervising Employee compliance with this Policy, and for serving as a resource for Employees interested in raising funds for BCM-affiliated non-profit organizations.
B.    Upon notice of an alleged violation of this policy OIAA will review the matter, and if verified, will contact the appropriate senior departmental administrator (e.g., Employee’s direct supervisor) to discuss the alleged violation and recommend appropriate sanction(s).
C.    The Office of Communications may serve as a resource for Employees interested in raising funds for non-profit organizations unaffiliated with BCM.
VI. Procedures for Implementation and Review
OIAA will review this Policy every five years but may update the content whenever necessary to comply with changes to the BCM mission, vision, or values, or pursuant to changes in OIAA or BCM operations.
VII. Stakeholder Compliance
VIII. Tools
IX. Related Policies
X. Applicable Laws, Regulations & Standards