Guide to Use

Development Policy and Administration Manual 
      Spring 1992 
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      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.