ADMINISTRATIVE RULE NO: D011

RELATED TO POLICY SERIES NO: 5050

TITLE: CONTRIBUTIONS TO LBCC

Receiving Donations

All donations of equipment, property, services, cash, etc., to Linn-Benton Community College shall be received and receipted through the LBCC Foundation Office. The Foundation will be responsible for sending a thank you letter and, when appropriate, a tax receipt to the donor. This does not preclude the department benefitting from the donation from sending an additional thank you, and they are encouraged to do that for large gifts.

Procedure to follow when receiving gifts or donations:

1. When a staff member, department, or program representative is approached by someone intending to make a donation, the Foundation shall be promptly notified.

2. The Foundation, in consultation with the affected department, will decide whether or not to accept the donation. Departments have the right to refuse gifts of equipment if they do not enhance the program.

3. If the item is accepted for permanent use, the Foundation will ensure that ownership of the item transfers to the college.

4. If the item is scheduled for resale, ownership shall reside with the Foundation. (Note: The sale of items valued over $5,000 that may be resold within two years must be reported to the government and could affect the donation amount. Donors of these items will be informed by the Foundation of pertinent IRS regulations regarding appraisals of value.)

5. The Foundation is responsible for maintaining all titles, licenses, and other documents of ownership for all donations not transferred to college ownership, i.e. reference item 3. Departments shall promptly forward all such materials to the Foundation Office.

6. For items that require repair or reconditioning prior to resale, the department requesting acceptance of the donation by the Foundation shall make the necessary arrangements for such work. Departments that become engaged in repair or reconditioning work for such items will be reimbursed for their costs from the net proceeds of the sale.

7. Generally, 85 percent of the net sale proceeds from donated items that are resold shall be deposited in a Foundation account for the benefit of the department that is the intended beneficiary of the donation. Fifteen percent of the net sale proceeds shall be retained by the general Foundation Endowment.

8. The President of the college, in consultation with the President of the Foundation, shall have the authority to direct the distribution of sale proceeds from donations of significant value, or from donations that do not direct the proceeds to a specific beneficiary.

Coordination of Donations

College and Foundation personnel are encouraged to actively solicit donations that will benefit the students, programs and services of Linn-Benton Community College. Coordination among solicitations is essential to ensure that donations are utilized according to the donors wishes and to avoid inappropriate duplication of efforts. The Foundation will maintain records and communicate information provided by solicitors.

Procedures for Off-campus Fund-raising by Student Groups, Clubs, Departments, or Other Organizations Affiliated with LBCC

1. Prior to any solicitation, student groups, or clubs will notify the Student Life and Leadership Office of their intention to raise money, or secure merchandise donations, from off-campus sources. Student Life and Leadership Office will instruct student groups and clubs that all cash donations must be in the form of a check and that checks should be made out to the LBCC Foundation.

Departments or instructional programs that seek to raise money from off-campus sources, will notify the appropriate director prior to soliciting contributions. The director will inform the Foundation if a departmental solicitation is going to occur. Check-handling rules for student groups or clubs are the same as those that apply to departments and programs.

2. Collected monies including the donor documentation should be delivered immediately to the LBCC Foundation Office. The Foundation Office will prepare a thank you and/or receipt and mail it to the donor. Monies will be deposited in the appropriate Foundation account.

3. An itemized listing of all donated items including a description of the item, donor, value, and date of receipt must be reported to the Foundation. The Foundation staff will advise the department or student group on thank you procedures.

4. Student Life and Leadership, or the appropriate director, shall notify the LBCC Foundation Office if any proposed solicitation is likely to produce a contribution from any single source in cash of $100 or more or merchandise valued at $500 or more. This notification will occur before the contribution is solicited.

5. Off-campus solicitations will be governed by the following rules:

a. Contributions will only be sought for projects, programs, or activities that benefit student learning or organized student activities. No contributions will be solicited for the private gain of any person.

b. Solicitors will clearly indicate to potential contributors the purpose of the contribution.

c. LBCC explicitly reserves the right to refuse permission to any student group or club, or department or program, from using its name, reputation, or resources to solicit funds.

Student groups or clubs that fail to comply with a college directive regarding off campus fund-raising activities shall be subject to disbarment.

d. Money or merchandise collected from off-campus sources will be used for the purpose represented to donors.

e. No charitable contributions will be solicited or accepted which are in conflict with the LBCC Foundation bylaws as a non-profit organization.

6. Any student group, club, department, or other organization affiliated with Linn-Benton Community College that feels this administrative rule creates adverse impact may appeal a specific project to the college president.

Date of Adoption: 6/18/85; Dates of Revision: 5/20/86, 3/4/97, and 2/18/03