The University of North Carolina at Charlotte actively seeks gifts and loans of real and personal property. Such benefactions enable this public University to supplement its State appropriations so that it may improve and increase its functions, enlarge its areas of service and become a more useful institution for a greater number of people. So that the University may solicit, evaluate, accept, acknowledge and carry out the donors' intentions respecting such gifts and loans in a manner which provides the greatest benefit to the University while enhancing the University's reputation and attractiveness as a recipient of such gifts, it is necessary that all members of the University community coordinate their efforts effectively. It is the policy of The University of North Carolina at Charlotte that solicitation, evaluation, acceptance, acknowledgement, and treatment of gifts and loans shall be conducted in accord with the standards and procedures set forth in the following sections of this policy statement.
1. Administrative responsibility for gift acceptance policy
Overall responsibility for assuring compliance with the requirements of this policy is assigned to the Vice Chancellor for Development and Public Service. That Vice Chancellor shall inform the Chancellor and appropriate Vice Chancellors in advance of proposed fund raising efforts.
2. Authority to solicit gifts
All administrative units and all members of the University community are encouraged to identify and to assist in soliciting gifts from prospective donors. However, before making such a solicitation on behalf of UNC Charlotte, the individual or the administrative unit must bring the proposed effort to the specific attention of the Vice Chancellor for Development and Public Service so that appropriate coordination may be assured. Conversely, that Vice Chancellor will inform departments, colleges, or other administrators when major solicitations are contemplated to benefit those units.
3. Ownership of gifts
State law requires that title to property donated to UNC Charlotte vests in the Board of Trustees of the Endowment Fund of The University of North Carolina at Charlotte unless special provision is made to confer the gift upon The University of North Carolina at Charlotte. In either event, ownership of this property is not held by a single department, college, or other administrative unit, but by the University or the Endowment Board.
4. Appraisals
Legal and ethical requirements designed to protect both the donor and the University prohibit the University, as an interested party, from appraising gifts. Such appraisals, if required by law or particular circumstances, are to be conducted by appraisers independent from the University. Generally, the cost of such an appraisal will be the donor's responsibility. If particular circumstances warrant, the Vice Chancellor for Business Affairs is authorized to approve payment of the cost of an outside appraisal.
5. Evaluation of costs associated with acceptance of certain gifts
Proposed gifts of property must be evaluated to determine whether the costs to the University associated with receiving the gift can prudently be accommodated using other University resources. For example, accepting real property may require payment of closing costs, payoff of debt secured by the property, and physical changes to the property necessary to assure safety or control environmental hazards. Likewise, the cost to retrofit space on campus and provide necessary utilities to make a proposed gift of equipment usable for University purposes may exceed the University's capacity to respond. Occasionally, in these cases, associated costs may mitigate against acceptance of the gift.
The authority and responsibility for prompt, careful evaluation of such costs is for the Vice Chancellor for Business Affairs, who shall, after conferring with the other Vice Chancellors as appropriate, make a recommendation to the Chancellor in the event he concludes that the gift should not be accepted.
6. Acceptance and administration of restricted gifts
Frequently, donors require that gift property be used by the University in particular ways. It is the responsibility of the University to comply with such requirements if the gift is accepted. The Vice Chancellor for Development and Public Service is responsible for assuring that arrangements are made to achieve compliance with such requirements in consultation with other Vice Chancellors as appropriate.
Where the restrictions imposed by a donor are reduced to writing and require agreement by a University official, as in the case of trust agreements, such agreements are to be signed on behalf of the University only by the Chancellor or an official designated in writing by him (see UNC Charlotte Policy Statement #35).
Assignment of Specific Administrative Responsibilities:
Vice Chancellor for Development and Public Service
1. Assume overall responsibility for proper implementation of this policy.
2. Coordinate and schedule major fund-raising efforts by the University's departments or Foundations and obtain approval from the Chancellor or Foundation Board for these efforts. Keep colleges, departments or other administrative units apprised of solicitation efforts for their benefit.
3. Receive reports from campus community identifying potential donors and provide support for solicitation; affect administrative coordination with all other units necessary for solicitation, evaluation, acceptance, acknowledgement and treatment of gifts in response to donor's wishes.
4. Develop specific terms of the gift/loan for presentation to the donor prior to acceptance of the gift.
5. After acceptance, promptly prepare for signature by the appropriate official acknowledgements of gifts' bequests and loans. Copies of acknowledgements will be furnished gift recipient/user department.
Vice Chancellor for Business Affairs
1. Inventory and account for donated property in the same manner as is required for purchased property.
2. Assure that State and General Administration guidelines are followed. Maintain appropriate inventory and auditable expenditure records. Maintain appropriate records and prepare reports as necessary to assure that donor's wishes are respected.
3. Manage corporate stocks, bonds, and negotiable instruments in accordance with the current guidelines of the Board of Trustees of the Endowment Fund.
4. Evaluate costs associated with proposed gifts promptly. The Vice Chancellor will be assisted by the appropriate function specialist in the evaluation of special/limited purpose gifts (computer equipment and software, library materials and artwork).
5. In special circumstances, authorize reimbursement of fees for independent appraisal of gift property. Make arrangements for receipt and addition to physical inventory of tangible gifts, and for insurance and security measures as appropriate.
Library
1. Determine the classification, housing and circulation policies of all gift items benefiting the University library.
2. Dispose of duplicate and unnecessary materials (as required).
3. Evaluate proposed gifts of library material.
4. Continue to accept, receive and exercise custody of artwork in accordance with the procedures established by the referenced documents.
Recipient Department
1. Provide a written description of the gift or loaned item to the Development Office.
Raymond A. Frankle's memorandum dated May 8, 1984; subject: University Owned Artwork.
James H. Werntz, Jr.'s, memorandum dated May 22, 1984; subject: University Owned Artwork.
(Initially approved July 25, 1977; revised August 24, 1987.)