Provides a standardized and consistent approach to crowdfunding that protects our good relationships with the many alumni, friends, corporations, foundations, and others who benefit Adelphi through philanthropy.
The following policy applies to all crowdfunding campaigns or projects undertaken by any individual associated with Adelphi University (e.g. staff, faculty, students or administration).
Reason for Policy
These policies and procedures are intended to provide a standardized and consistent approach to crowdfunding that protects our good relationships with the many alumni, friends, corporations, foundations, and others who benefit Adelphi through their philanthropy.
It also insures that the receipt of gifts advances the University’s mission and is done in accordance with applicable local, state, and federal statutes. The guidelines are designed with sufficient flexibility to accommodate complex or unpredictable gift situations and donor expectations within the constraint of consistency with the University’s mission and policies.
Who Is Governed by this Policy
Generally, crowdfunding is the practice of funding a project, termed PAWS FOR YOUR CAUSE at the University, by soliciting relatively small donations of money from a large number of people, typically facilitated through a web-based giving site. Involvement of the individual project leader, determines the success of each PAWS FOR YOUR CAUSE campaign. Some best practices include:
- Make your own gift
- Promote the project through your organization via email, print, and online advertising
- Share on social media networks
- Provide updates on your project’s page about the progress and outcomes of your success
- Monitor and respond to comments from your project backers.
- Projects that claim to be on behalf of Adelphi University or an Affiliated Entity, or that are undertaken on the Adelphi Crowdfunding Platform or that use Adelphi University Resources, including Adelphi University branding, must coordinated through the Office of the Vice President of University Advancement and designate a project leader responsible for seeking written approvals from the Office of the Vice President of University Advancement.
- Each project must have an associated project plan. The project plan must include a project description, funding level sought, budget identifying the use of funds, a set of deliverables, the timelines, and responsibilities. The project plan must specify the location of the account from which collected donations will be spent on the project, and the manner and schedule by which, if necessary, Adelphi University will be reimbursed for use of any Adelphi University resources. The project plan should include contingency plans if funding goals are not met. The project plan shall also include the name of the crowdfunding manager with whom the project leader is working. The crowdfunding manager will be a member of the Office of the Vice President of University Advancement and shall assess whether the project is consistent with the University’s crowdfunding and advancement strategies.
- Initial approval, as described below, shall not be provided without a project plan. The crowdfunding manager with responsibility for initial approval will review and respond to project plan proposals that are inadequate or incomplete.
- Applications are reviewed by the Office of the Vice President of University Advancement for completeness and adherence to the guidelines before being presented to the crowdfunding committee for final approval. The crowdfunding leadership committee consists of Student Life, Provost Office, and Finance Office staff.
- All projects that claim to be on behalf of Adelphi University or an Affiliated Entity, or that are undertaken on the Adelphi Crowdfunding Platform or that use Adelphi University Resources, must provide clear information to potential donors as to whether the donors will receive a receipt for tax deduction purposes. Such information relating to potential tax deductibility of gifts will be made in consultation with the crowdfunding manager. Gifts made to Adelphi University must comply with both IRS regulations and Adelphi University policies.
III. Covered Parties
This policy applies to Adelphi University faculty, staff, administrators and other individuals who associate themselves with Adelphi University, including alumni and parents.
- Outside groups, club, or organizations formally affiliated with Adelphi University who claim to represent and/or be raising funds for Adelphi University or an Adelphi University group or organization through use of a crowdfunding project, such as alumni organizations.
- Graduate and undergraduate students who are using crowdfunding in connection with projects which involve research or scholarly or creative works. Any research project must follow Adelphi University policies.
- The policy applies to all such parties whether they utilize the Adelphi Crowdfunding Platform, PAWS FOR YOUR CAUSE. Affiliated parties are not allowed to use an alternate crowdfunding vendor, site, portal, or service provider when raising funds for an University crowdfunding project.
The policy also does not apply to individuals who merely state their affiliation with Adelphi University as a fact (e.g. I am a student at Adelphi University”) but do not use University resources and do not claim to represent or be raising funds for Adelphi University or an Adelphi University affiliated entity
Applications are reviewed on an ongoing basis. Once an application is received a member of the Office of the Vice President of University Advancement will be in touch.
This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.
This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.
Three Phases of the Project
- Quiet Phase (project pre-launch): This phase should begin approximately 4-6 weeks before the project’s launch date. This time should be spent getting the project ready (writing content, creating videos, compiling the email list, developing strategies, etc.). The project’s group may have several meetings with the assigned crowdfunding manager to help develop and the project plan.
- Active Phase (project launch): This phase will last 30-45 days and constitutes the live project. These weeks are crucial! During the project, team members are expected to send out at least six (6) email “asks” to their personal contact lists, make four (4) or more updates to their project page, push out asks via social media, and otherwise make themselves available to answer questions about and raise awareness around their project.
- Fulfillment Phase (post-project): After the project, groups are responsible for sending out thank-you emails and final updates, as well as any promised stewardship to the donors. Remember—making your donors feel special now means that they will want to come back and support your next project.
- Last Reviewed Date: December 30, 2017
- Last Revised Date: December 30, 2017
- Policy Origination Date: Unknown
Who Approved This Policy
Brady Crook, Vice President, University Advancement