2007 Reaffirmation Teams :: 3.2.12 - 2007 Reaffirmation Teams

2007 Reaffirmation Teams

3.2.12 - 2007 Reaffirmation Teams

The institution's chief executive officer controls the institution's fund-raising activities exclusive of institution-related foundations that are independent and separately incorporated.

Compliance Judgment

Compliance

Narrative

The president of the University of Texas at Dallas (UT Dallas) has ultimate control over UT Dallas’ fundraising activities. As the chief executive officer, the president is actively involved in the direction and oversight, either directly or through designated representatives, of UT Dallas’ development program. As discussed in the response to Principle 203 [1], the president’s responsibility for and control over the university and its budget is codified in Series 20201 of The University of Texas System (UT System) Board of Regents’ Rules and Regulations, which assigns to the president “general authority and responsibility for the administration” of the institution [2]. Section 4.11 of Series 20201 states that the president is to “assume active leadership in developing private fund support of the institution in accordance with policies and procedures established in Regents’ Rules and Regulations.” The president’s job description [3] further documents his responsibility for “administering policies,” “supervising expenditures,” and “developing private fund support” in accordance with Series 20201. These duties clearly cover the oversight of fundraising activities.

While the UT Dallas president has ultimate control of all fundraising activities, he delegates the coordination of such activities to the vice president for development (VPD). As documented in the VPD’s job description [4], the VPD reports directly to the president and serves as a member of the president’s cabinet. She advises the president weekly, or more often as necessary, on fundraising strategies, plans, and progress. The VPD is charged with coordinating various activities, including development events, communications, gift processing, and compliance.

Both the president and the VPD work closely with the university Development Board for the purpose of obtaining private philanthropic support for the university. Series 60301 authorizes the president to establish a development board and to appoint its members [5]. Series 60301 also establishes the procedures for special campaigns and requires the Development Office to submit an annual report to the president and the vice chancellor for external relations [6].

Series 60101 details the role of the president, the vice chancellor of external relations, and the Board of Regents with regards to the acceptance and administration of gifts. The UT Dallas Administrative Policies and Procedures Manual [7] and the UT Dallas Gift Acceptance Procedures [8] define the guiding policies regarding soliciting, accepting, and processing of gifts and grants from private philanthropic sources [9]. The president is authorized to accept gifts up to but not exceeding $1 million. The Board of Regents must approve gifts greater than that amount as well as any gifts of outdoor art, no matter what the value [10]. The process for negotiating endowments is described in detail in the Endowment Flow Chart [11], and endowment activities meet the UT System Endowment Compliance Standards [12]. All charitable contributions also meet all Internal Revenue Services requirements [13], and UT Dallas publishes and complies with strict regulations regarding check and cash handling [14] [15].

The president has set forth six strategic initiatives and eight administrative imperatives in his Strategic Plan, all of which require additional funding for implementation [16]. A draft implementation plan has been developed, and specific target amounts have been associated with the initiatives and imperatives. The Development Office structures its fund raising efforts to be in alignment with these initiatives and sets its fund raising goals in accordance with the president’s stated financial requirements [17].

Pursuant to the president’s directives, the VPD is building the operational infrastructure and professional fund raising team to support the aggressive fund raising goals. As of June 2007, the team includes five full time front line fund raisers, three directors of development service areas, a director of alumni relations, seven administrative and database support personnel, and two executive personnel [18]. The operations of the Development Office are assessed and monitored using UT Dallas’ web-based assessment tool, AT6 [19] [20] [21].

Supporting Documents

Footnote Document
[1]Principle 2.3 - Chief Executive Officer (u203)
Link to UT Dallas 2007-ccr Compliance Certification Report
[2]Series 20201: Presidents
PDF Document, 6 Pages, 23.83 KB (rule1036)
[3]Job description: President - David Daniel (dedaniel)
PDF Document, 2 Pages, 24.75 KB (job1288)
[4]Job description: vice president of development - Marjorie French (mmy051000)
PDF Document, 1 Page, 6.91 KB (job1074)
[5]Series 60301 Development Board of an Institution
PDF Document, 4 Pages, 24.18 KB (rule1049)
[6]CAE Development Office Report re: UT Dallas FY2006 Higher Education Survey - dated 20061026
PDF Document, 16 Pages, 2.13 MB (report1335)
[7]Gifts and Grants from Private Philanthropic Sources A4-100.0
PDF Document, 2 Pages, 89.42 KB (procedure1012)
[8]UT Dallas Gift Acceptance Procedures - dated 20060601
PDF Document, 33 Pages, 157.32 KB (procedure1042)
[9]Instructions for Approval of Gift Negotiation Request - dated 20060615
PDF Document, 2 Pages, 39.35 KB (instruction1028)
[10]Memorandum from Dr. David Daniel to Dr. David Prior, Agenda item for the UT System Board of Regents regarding artwork for the Center for BrainHealth - 27 June 2007
PDF Document, 3 Pages, 105.57 KB (memo1063)
[11]UT Dallas Office of Development Endowment Services - flow chart of New Endowment Approval Process
PDF Document, 1 Page, 56.11 KB (chart1115)
[12]UT System Endowment Compliance Plan System-Wide Standards and Guidelines, Policy #UTS117
PDF Document, 7 Pages, 77.67 KB (policy1145)
[13]IRS Charitable Contributions: Substantiation and Disclosure Requirements
PDF Document, 16 Pages, 190.84 KB (publication1002)
[14]Office of Finance Check & Cash Handling Procedures by School
PDF Document, 8 Pages, 34.07 KB (statement1018)
[15]Business Policy Memorandum-26 UT Dallas Cash Handling Procedures
PDF Document, 2 Pages, 9.30 KB (policy1038)
[16]UT Dallas Strategic Plan
PDF Document, 25 Pages, 137.29 KB (plan1033)
[17]Implementation of the UT Dallas Strategic Plan White Paper
PDF Document, 30 Pages, 145.55 KB (report1217)
[18]Organization chart of UT Dallas Office of Development
PDF Document, 1 Page, 21.09 KB (chart1114)
[19]Development Office - Alumni Relations
PDF Document, 3 Pages, 15.07 KB (areport1127)
[20]Development Office - Endowment Compliance
PDF Document, 4 Pages, 17.29 KB (areport1128)
[21]Development Office - FY06
PDF Document, 6 Pages, 22.21 KB (areport1161)
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