Guide to Use Development Policy and Administration Manual Spring 1992 ************************************************************* GUIDE TO USE History of the Manual In 1982, a Gifts and Endowments Manual was created (superseding an earlier Manual dating back to 1967) to bring together a variety of materials for easy reference for those raising private funds for the University and administering those funds once they are received. It included Regental and Presidential policies, delegations of authority, and some basic procedures, many of which stemmed from legal interpretations of the University's obligations under various tax and trust laws. Updates to this Manual were issued in 1983 and 1986. In the spring of 1987, the Gifts and Endowments Office contem- plated a major revision of the Manual. A questionnaire was sent to its users to determine whether there were additional topics that should be covered in the Manual, and to ask whether there was a better way for the material in the Manual to be organized, as well as to gather information about the Manual's distribution and its users' preferences for physical format. User-Mandated Changes (1) One thread ran throughout the responses, namely, the diver- gence between those who wanted the Manual to be a source of detailed instructions and those who looked on it as a source of general policies that were to be interpreted for application at each campus. Complaints that the Manual was too vague or incom- plete were balanced by complaints that the Manual was too long or contained too much material. The new Development Policy and Administration Manual is not intended to be a training manual, nor is it intended to address the many unique problems that are encountered from time to time. It cannot provide information or procedures that vary from campus to campus (e.g., campus procedures for gift processing or for preparing Regents' Items). Rather, it is intended to answer the questions that are asked most frequently about fund-raising and gift administration in the University of California, both as matters of legal interpretation and of University policy. It seeks to address those questions that are commonly asked rather than those that are unique to a single situation. (2) The questionnaire revealed that very few users were dis- satisfied with the Manual's organization, and very few sug- gestions were made about how it might be organized differently. On the other hand, there was an overwhelming demand for an index and for adding dividers for ease in locating the Manual's chap- ters. This suggests that there may GUIDE TO USE have been a problem with access to the old Manual's information, a problem the present Manual attempts to redress. (3) Many Manual users suggested that it would be helpful to have summaries or paraphrases of letters of delegation and of policy statements, rather than incorporating the original documents in the Manual. Accordingly, summaries have been provided for the majority of such statements, although in select cases the origin- al documents have been retained. These summaries are intended to provide easier access to information about the contents of the original documents but in no way supersede the documents them- selves; for this reason, the original documents, as official statements, are included in a supplement. Organizational Changes In addition to the changes described above, several other revi- sions have been made. First of all, although the Development Policy and Administration Manual has largely taken over the organizational scheme of the old Manual, some modifications have been made. As presently laid out, the Manual might be thought of as loosely following "the story of a gift". Chapter I covers considerations that arise early in the process of securing a gift. Chapter II provides Regental policies governing entities other than The Regents primarily involved in raising funds on behalf of the University. Chapter III covers major gift administration policies, i.e., what can and cannot be done with gift funds once they are received. Chapter IV provides information about procedures for the administration of gifts, and Chapter V provides instructions for the various kinds of reports that must be made regarding gifts. Finally, Chapter VI covers a special category of gifts: the ones whose story never ends, i.e., endowments. Users who are familiar with the old Manual may therefore wish to take some time to acquaint themselves with the new locations for many sections. For example, the material on naming of University properties, programs, and facilities, which formerly comprised its own chapter, has now been placed within the chapter on major Gift Administration Policies. Similarly, the concluding chapter of the old Manual was that on the Reporting of Gifts, which now is found in the penultimate chapter. A listing of contents by chapter and heading may be found on pages iii and iv. A detailed table of contents for each chapter is located at its beginning. Also at the beginning of each chapter an "Overview" may be found that explains briefly why the chapter is organized as it is. Those readers who are new to their jobs or who are unfamiliar with the Development Policy and Administration Manual may find it useful to refer both to the Overview and to the individual section.