Solicitation and Acceptance of Gifts Policy : 4:01:04:00

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Responsible Officer: Assistant Vice President for College Advancement 

 

Responsible Executive: Executive Vice President for Business and Finance  

I. PURPOSE

The purpose of this policy is to establish responsibilities and procedures regarding the solicitation and acceptance of gifts to Motlow State Community College (Motlow State), as governed by the Tennessee Board of Regents (TBR) T.C.A. § 49-8-203. The TBR considers the solicitation and acceptance of gifts to be appropriate administrative responsibilities of the President of Motlow State, and delegates to the President the authority to solicit and accept gifts in accordance with the provisions of this policy and TBR Policy 4.01.04.00.   

II. GUIDELINES 

  1. General Statement 
    1. Motlow State recognizes the vital importance of gifts to institutional development.   
    2. Gifts of real and personal property from individuals and organizations often benefit Motlow State by making possible the accomplishment of objectives for which support from other sources is limited or unavailable. 
    3. Gifts also often represent a means by which the donor may contribute to an aspect of postsecondary education that is of particular interest to the donor. 
    4. Responsibility for coordinating all development programs and solicitations of private support from individuals, foundations, businesses, corporations and organizations rests with the President.  Solicitations made by anyone for the benefit of Motlow State or any agency thereof require approval through established channels.  The Motlow College Foundation is the recognized receiving agent for private support to Motlow State.  
    5. Within the authority granted by the President, the AVP for College Advancement (AVPCA), will serve as the executive officer responsible for the planning and coordination of all programs and activities designed to secure private sector support of Motlow State. The AVPCA will carry out this responsibility in cooperation with other individuals through the Motlow College Foundation Office.

B. Procedures  

  1. The following guidelines are intended to coordinate fundraising programs and the activities of various groups and individuals working in the name of Motlow State for the benefit of the institution or any of its components: 
      1. Gift Solicitation 
        1. Faculty, staff, alumni, students, parents and friends are encouraged to assist in the development of support for Motlow State from the private sector, but their efforts must conform to institutional policy and be coordinated with the efforts of the Motlow College Foundation.  Coordination will ensure continuity of development efforts and prevent duplication of requests.  Any individual or group wishing to undertake a fundraising program or solicitation of contributions in the name of Motlow State or any of its components, from any private source, shall adhere to the following approved procedures. 
  2. Executive Vice-Presidential Approval 
      1. All requests for private-sector support must be approved by the appropriate Executive Vice President and the President as appropriate. 
      2. A form for this purpose is available in the Motlow College Foundation Office.  All requests will be coordinated through the AVPCA and, if warranted, submitted to the President for approval. 
  3. Proposal Submission 
      1. All proposals for support from the private sector shall be submitted in writing on a Request for Private Gift Support Form (Attachment 1) and will follow the procedures outlined above. 
  4. Facility Construction/Expansion Alterations 
      1. Requests involving the planning, construction or expansion of a building or other physical facility at Motlow State in which sources of external funding may be involved will, after approval by the appropriate Executive Vice President, be forwarded to the AVPCA and the Executive Vice President for Business and (who serves as the facilities coordinator for the college.)  If the project is approved, it will then be presented to the AVPCA for study of the feasibility of private funding.  Projects approved by the President will be submitted in the annual Capital Budget to the TBR for approval.  All projects must follow this routing regardless of source of funding. 
  5. Naming of Building and Facilities 
      1. The naming of buildings and facilities at Motlow State is intended to honor individuals whose lives and work exemplify or have exemplified values which are important to the college.   
      2. Historically, buildings have been named for individuals who not only exemplified these values but who also were connected with a major gift or service to Motlow State.   
      3. Authority for naming College buildings, facilities, grounds, and organizational units is vested in the TBR as set forth in TBR Policy 4:02:05:01 (See Attachment 2). 
        1. All naming recommendations for buildings must be submitted to the Building Naming Committee appointed by the President.  The Committee must comply with the guidelines contained in TBR Policy 4:02:05:01. 
        2. Names of buildings and facilities shall be appropriately displayed in keeping with the above TBR policy. 
        3. The naming of identifiable subunits or components of buildings and facilities is delegated to the institution President subject to the above TBR policy.

           

C. Established Programs for Solicitation of Support From the Private Sector  

  1. The Development Program is conducted under the direction of the AVPCA.  The Development Program includes coordination, administration, and maintenance of records of the following: 
    1. College, Organization and Annual Fundraising Programs 
      1. Fundraising programs for restricted support of Motlow State programs and special events; 
      2. Fundraising campaigns and appeals for unrestricted support of Motlow State, including direct-mail and telephone solicitations; 
      3. The internal campus campaign, an annual solicitation of college employees for support of the Motlow College Foundation; and 
      4. The Planned Giving Program. 
  2. Endowed and Expendable Restricted Funds in the Motlow College Foundation 
    1. An endowed fund is one which is invested, and only the income is used for fulfillment of the fund’s purpose. 
    2. An expendable restricted fund is one which may be expended as needed for the fulfillment of the fund’s purpose.  It is intended that subsequent contributions will replenish the fund and provide for its continued functioning. 
  3. Procedures for establishing endowed or expendable restricted funds are as follows: 
    1. Inquiries by a prospective donor should be referred to the College Advancement.  The staff will coordinate all subsequent activities with the donor and other college departments as appropriate. 
    2. Each fund will have specific guidelines detailing its purpose.  Guidelines must be approved by the Foundation Office. 
  4. Scholarship Funds 
    1. Guidelines for scholarship funds will include, but not be limited to, financial need (as determined by Motlow State’s Financial Aid Department), merit, geographic area, major discipline, and enrollment status, and may also include the requirement of an application form. 
    2. Guidelines for the selection of scholarship recipients will be in accordance with Motlow State for equal opportunity policies.  As per Motlow State Policy 8:01:00:00, no individual considered for scholarships will be discriminated against “on the basis of race, color, religion, creed, ethnic or national origin, sex, sexual orientation, gender identity/expression, disability, age (as applicable), status as a covered veteran, genetic information, and any other category protected by federal or state civil rights law/regulations and by Tennessee Board of Regents policies. 
    3. Guidelines should be flexible to alleviate potential difficulties which would make it impossible to administer the fund. 
    4. Administering units are encouraged to acknowledge gifts of donors and to report to the donor on recipients and/or use of the fund. 
  5. Other funds in addition to scholarships and awards may be used for ongoing support of a department, organization, or program; support of a particular project; or any other educational purpose which is in accordance with Motlow State and TBR policy and procedure.   
  6. Athletic Fundraising Programs 
    1. All athletic fundraising and marketing will be coordinated through the Motlow College Foundation and the AVPCA.  Coordination with the Director of Athletics and Athletic Coaches of all athletic events and promotional and marketing activities which relate to or affect private support of Motlow State.   
    2. Coordination of solicitations by athletic groups for private support. 
  7. Corporate/Business Solicitation 
    1. A program of corporate visitations and corporate staff visits to the campus designed to promote better working relations between the corporate community and Motlow State.  
    2. An annual solicitation of selected corporations and businesses for unrestricted or special-purpose support. 
    3. Maintenance of a record of all corporate solicitations to prevent duplicate efforts and internal competition.  All requests for corporate support must be registered in and authorized by the Foundation Office. 
  8. Types of Gifts 
    1. Cash gifts; 
    2. Gifts of Public Stocks or Bonds; 
    3. Gifts of Closely Held Stock; 
    4. Personal Property Gifts; 
    5. Real Estate Gifts; 
    6. Gifts of Life Insurance; 
    7. Gift Annuities; 
    8. Bequests in Wills; 
    9. Charitable Remainder Unitrust; 
    10. Charitable Remainder Annuity Trust; 
    11. Charitable Lead Trusts; and 
    12. Grantor Lead Trusts 

 

Corresponding Policy

Sources

CORRESPONDING POLICY 

TBR Policy 4:01:04:00

History

February 20, 2007; approved by the Leadership Council on October 28, 2016; effective date: October 28, 2016 (Renamed Institutional Oversight Committee in 2020) 

Revised: October 18, 2024; May 31, 2026 

Institutional Oversight Committee Approved: June 24, 2026 

President’s Cabinet Approved: July 14, 2026 

Effective Date: October 28, 2016; July 14, 2026