Section III

Miscellaneous Fundraising

All gift information is to be treated as confidential. Only those required to have access to such information to fulfill their accounting, fundraising, etc. responsibilities will be authorized to access hard copy and/or computer files relative to donors/gifts. Any individual to be granted access to this information will be required to sign a letter of understanding/Confidentiality Agreement Form.

Account numbers

Requests for new Foundation account numbers for endowments and/or scholarships should be routed to the Business Office through University Advancement. The Director, Advancement Services, or Associate Director, will obtain appropriate account, fund code, and subcode numbers and notify appropriate parties.

Alumni/Development System (Raisers Edge) access/use

Gifts Records Stewardship Center (GRSC) staff and the Associate Director, Advancement Services, will have full access to Raisers Edge. Development officers and supporting staff will be authorized for view only and report generating access. Other University Advancement personnel may be authorized for view only and/or report generating utilization with the approval of the Vice President for University Advancement.

Information within Raisers Edge should be used only for the purpose of supporting the University's development/alumni efforts. All information is to be treated as SENSITIVE/CONFIDENTIAL. Requests for information from Raiser's Edge must be submitted on line via the "Workfile Request" form.

Development officers and University staff are expected to maintain the highest level of professionalism in dealing with records. For example, a donor to two or more programs should not be unduly pressured to change his/her giving pattern.

Raisers Edge contains information as to the preferred method(s) of contact. Care must be exercised to avoid violating an individual's preferences.

When reports, labels, etc. are requested, the Gifts Records Stewardship Center staff will automatically remove all constituents who have asked not to be contacted according to the individual request.

No donor's giving record is to be viewed, distributed, or discussed with any outside party; e.g. volunteers for a specific fundraising drive, or a curious friend or co-worker. When appropriate, a development officer can access a donor's giving record and make a recommendation to a volunteer as to a dollar amount for asking purposes.

Corrections, additions, and/or deletions to be made in Raisers Edge should be forwarded in writing from all areas of the campus to the Gifts Records Stewardship Center. E-mailed memorandums from Development Officers will be acceptable for corrections to Raisers Edge. Requests should be e-mailed to This e-mail address is being protected from spambots, you need JavaScript enabled to view it . Please include all relevant information necessary to identify the appropriate record and the changes to be made.

As a confirmation, and for audit trails, the staff in the GRSC will e-mail a reply to the requesting person confirming that the change will be made as soon as possible.

Alumni/Development (Raisers Edge): financial information

Except for personal inquiries by individual donors, or University development officers, requests for financial information relative to donors will be denied. Requests for exceptions must be referred to the Vice President for University Advancement.

Alumni/Development (Raisers Edge) System: restricting contacts

Contact flags reflect contact status for solicitation and contact status for general information, by mail or by phone and can be used to restrict specific contacts with the constituent. Restrictions on contacts are recorded in the system as information is received in the GRSC. Requests must be submitted in writing or email to the GRSC ( This e-mail address is being protected from spambots, you need JavaScript enabled to view it ) with a signature and/or the name of the person authorizing this restriction and the reason. For example, if a note comes in on a phonathon form saying "Take me off your list" or "Do not contact me," the GRSC staff will code the solicitation by phone field to "no". Follow up should be made by the director of the area responsible for taking the request for restriction. This is not the same as coding a constituent "inactive" or "restricting the record."

Raisers Edge: restricting records

Restricting a constituent's record would prohibit contacting the constituent for any reason by any means. Gifts/Records Center staff can restrict records to indicate that no further contacts should be made by the University to a person. When University personnel or an alumni/donor requests that a record be restricted, Gifts/Records Center staff will immediately restrict the record and complete a form to authorize continuing/discontinuing the restriction. The form must include the reason for the request, the requester's name, and the date and time the request was received. Any letter, etc. relative to the request, must be attached to the form and forwarded to the Associate Vice President for University Advancement via the Associate Director for Advancement Services for approval. GRSC staff will maintain a log of such requests indicating the date that the request was made and the date the process was completed. Completed forms, etc. will be filed in the individual's folder in the GRSC.

Alumni/Development Information: student requests for alumni/company information

Student requests for lists of alumni and/or companies for the purpose of seeking employment contacts, should be directed to the Career Services Office.

Alumni/Development Constituent: requests from outside parties for information

Legal counsel for the TBR has stated that alumni directory-type records are non-confidential public records. Therefore, requests for directory-type information will be released in compliance with the Tennessee Public Records Law. Public records should be open for inspection or copying by citizens of Tennessee in the office of record during business hours. The office of record for alumni and/or donor records at TTU is the GRSC therefore, verbal, personal, or written requests for data should be directed to the Center.

Persons requesting to inspect records must show identification and proof of Tennessee citizenship (i.e. driver's license, voter's registration card, etc.) and complete a Request Form to Inspect/Copy Public Records. [Individual donor(s) and/or alumni, upon proof of identity, may inspect their own record without having to complete a form.] The request must be for a specific record. If the record is unavailable (i.e. filed in archives, being used for official business, etc.) then the person requesting the record shall be advised when to return to inspect the record. All efforts will be made to provide the record(s) in a reasonable period of time.

Custody of the record is not to be relinquished. The person requesting to inspect the record must do so in the presence of the custodian of the record or an appropriate designee. If it is not convenient for the record to be shown to the person because of present work requirements, then the person requesting to inspect the record shall be advised when to return to inspect the record. Every effort will be made to make the record(s) available within a reasonable time period.

Upon request, the GRSC may provide, at the requester's expense, copies of public records. When a request for copies is received, the custodian should not relinquish the records. The custodian should: (1) Have the requesting party complete the Request Form to Inspect/Copy Public Records and check Tennessee identification. (2) Determine number of copies to be made and enter description and number of copies to be made on the Form. The price per page is $1.00. (3) Advise the requesting party that payment for copies is to be made at the Cashier's window, Business Office, Derryberry Hall. The payment should be credited to the custodian's account. Upon presentation of an official University receipt to the custodian, the requested copies will then be made. (4) All efforts will be made to make the copies within a reasonable time period. (5) After the copies are paid for, made, and picked up, the Form should be filed with the requested record in the GRSC.

Telephone requests for biographical data from Raisers Edge, or requests by non-citizens of Tennessee, cannot be honored. However, upon request, the GRSC will forward a limited number of an individual's inquiries to the person(s) in question.

No records (lists, labels, etc.) will be created or compiled for outside parties, and no financial data from donor records will be released by the GRSC.

Interest--earnings/distribution

All moneys that are designated for foundations, whether operating or endowment accounts, are pooled together for investment purposes. Funds are invested through the state of Tennessee's local government investment pool, an independent money manager, and selected government backed securities. Earnings consist of interest from the local government investment pool and the government backed securities. Interest, dividends, realized gains, and realized losses from investments made by the independent money manager are also included. All earnings are pooled and distributed by the Business Office.

Unique account numbers for both an endowment account and an operations management account (spending account) are established when an endowment is created. The accounts are maintained within the Foundation's total endowment investment pool and immediately begin go grow/decline based on the performance of the total endowment. However, no funds are made available for expenditure until the minimum $10,000 endowment is fully funded for one full year as of September 30th.

Thereafter, realized gains/losses are credited to each unique account on a quarterly basis in proportion to its pro rata share of the total pool. these realized gains/losses are credited to both the endowment and operations management accounts approximately in the same ratio as the value of each.

A percentage determined by the Foundation's Board of Directors (currently five percent) of the endowment balance as of September 30th of each year, is deposited into the operations management account. The five percent (or then current) disbursement is made regardless of the performance of the endowment.

President's box passes for home football games

The Alumni Director or Assistant Director will obtain and distribute football tickets, Box Passes, and parking passes for the President's Box; and coordinate refreshments with the President's office.

Privacy Policy

University Advancement is dedicated to protecting the privacy of all constituent records. The following policies apply to any electronic or hard copy information or information systems within University Advancement.

Biographical information and financial records stored in any computer database, any word processor equipment, or in any hard copy files will be treated as sensitive and confidential information.

T.C.A. section 10-7-504 states that directory information, i.e. "name, age, address, dates of attendance, may be "released to any person, agency, or the public." See also Human Resources P/P 29, Copying and Inspecting Public Records. Tennessee Tech has defined specific offices (office of record) to release directory information if appropriate. The office of record/repository for alumni and/or donor information at Tennessee Tech is Advancement Services. All requests for information from non-University employees should be directed to the Gifts Records Stewardship Center/Advancement Services.

All Advancement Services' acquired/maintained information is to be treated as confidential by all University employees. Only those required to have access to such information to fulfill their accounting, fund-raising, etc. responsibilities will be authorized to access hard copy and/or computer files. Each employee must sign the letter of understanding (Confidentiality Agreement Form) before access is granted.

Hard Copy Files

Individual files on donor funded scholarships, companies/corporations, foundations, donors and alumni are maintained under the direction of the Associate Director, Advancement Services. The files may be checked out by University Advancement personnel for two-week periods. Files will not be accessed or checked out to personnel outside of University advancement.

Electronic Systems/Files

Direct access to electronic systems housed within Advancement Services, e.g., Raiser's Edge or Donor SESS, is available only to University employees who have received authorization from the Vice President of University Advancement and have been given a unique password. (Currently only University Advancement and related personnel are granted access to Raiser's Edge.) Individual passwords to any of the systems are not to be shared with anyone.

Raiser’s Edge (alumni/development system) access/use

Gifts Records Stewardship Center (GRSC) staff, the computer analyst, and research associate will have full access to Raiser’s Edge.

Routinely, development officers and supporting staff will be authorized for view only and report generating access. However, they may be authorized for data entry/change access with the approval of the Associate Director for Advancement Services.

All requests for access to Raiser’s Edge should be submitted on an Administrative User Authorization form via Advancement Services to the Vice President for University Advancement. This form also states that information within the Raisers Edge system is confidential and should be used for University use only.

Information within Raiser’s Edge should be used only for the purpose of supporting the University's development/alumni efforts. All information is to be treated as SENSITIVE/CONFIDENTIAL. Requests for information from should be submitted on line via the "Workfile Request" form.

All University staff are expected to maintain the highest level of professionalism in dealing with all constituent records.

No detailed donor's giving record is to be viewed, distributed, or discussed with any outside party; e.g. volunteers for a specific fundraising drive, or a curious friend or co-worker.

Corrections, additions, and/or deletions to be made in Raiser’s Edge should be forwarded via memo or email from all areas of the campus to the Gifts Records Stewardship Center.

Raiser’s Edge: financial information

Except for personal inquiries by individual donors, or University development officers, requests for financial information relative to donors will be denied. Requests for exceptions must be referred to the Vice President for University Advancement.

Raiser’s Edge: student requests for alumni/company information

Student requests for lists of alumni and/or companies for the purpose of seeking employment contacts should be directed to the Career Services Office. Requests from fraternities, sororities, or other student organizations, should be referred to the Dean of Student Life for approval.

Raiser’s Edge: requests from outside parties for information

Legal counsel for the TBR has stated that alumni directory-type records are non-confidential public records. Therefore, requests for directory-type information will be released in compliance with the Tennessee Public Records Law. Public records should be open for inspection or copying by citizens of Tennessee in the office of record during business hours. The office of record for alumni and/or donor records at TTU is Advancement Services.

Therefore; verbal, personal, or written requests for data should be directed to Advancement Services. See also Human Resources P/P 29.

Persons requesting to inspect records must show identification and proof of Tennessee citizenship (i.e. driver's license, voter's registration card, etc.) and complete a Request Form to Inspect/Copy Public Records. [Individual donor(s) and/or alumni, upon proof of identity, may inspect their own record without having to complete a form.] The request must be for a specific record. If the record is unavailable (i.e. filed in archives, being used for official business, etc.) then the person requesting the record shall be advised when to return to inspect the record. All efforts will be made to provide the record(s) in a reasonable period of time.

Custody of the record is not to be relinquished. The person requesting to inspect the record must do so in the presence of the custodian of the record or an appropriate designee. If it is not convenient for the record to be shown to the person because of present work requirements, then the person requesting to inspect the record shall be advised when to return to inspect the record. Every effort will be made to make the record(s) available within a reasonable time period.

Upon request, Advancement Services may provide, at the requester's expense, copies of public records. When a request for copies is received, the custodian should not relinquish the records. The custodian should: (1) Have the requesting party complete the Request Form to Inspect/Copy Public Records and inspect the individual’s Tennessee identification. (2) Determine number of copies to be made and enter description and number of copies to be made on the Form. The price per page is $1.00. (3) Advise the requesting party that payment for copies is to be made at the Cashier's window, Business Office, Derryberry Hall. The payment should be credited to the custodian's account. Upon presentation of an official University receipt to the custodian, the requested copies will then be made. (4) All efforts will be made to make the copies within a reasonable time period. (5) After the copies are paid for, made, and picked up, the Form should be filed with the requested record in the GRSC.

Telephone requests for biographical data from Raiser’s Edge, or requests by non-citizens of Tennessee, cannot be honored. However, upon request, the GRSC will forward a limited number of an individual's inquiries to the person(s) in question.

No records (lists, labels, etc.) will be created or compiled for outside parties, and no financial data from donor records will be released. Use of information, housed in University Advancement, for solicitation, or marketing purposes is limited to Tennessee Tech University/Foundation for the purposes of advancing its goals and overall mission. Any information provided may not be reproduced, distributed, sold or stored, either electronically or otherwise by the user for any purpose other than that which is being officially approved. A written agreement must be completed before information is forwarded to any vendor. See Human Resources P/P 29 relative directory type information and compliance with the Tennessee Public Records Law.

Appropriate action, to be determined by the Vice President of University Advancement in consultation with the President of the University, including but not limited to actions that may lead to termination of employment, will be taken against persons, institutions, or agencies that violate these policies. Any individual, institution, or agency deemed to have violated these policies, or deemed to have jeopardized the confidentiality or privacy of any individual or organization affiliated with Tennessee Tech University/Foundation by the inappropriate use of information provided in accordance with these policies will not be permitted access to information available through Advancement Services in the future.

This policy is designed to protect the privacy of Tennessee Tech University’s alumni and other constituents and to maintain the standards of confidentiality associated with hard copy, electronic records and information systems.

Publications

Publications should be reviewed by the University's Public Affairs Office and include the appropriate TBR identifiers. See also Publications Policies and Procedures.

Special holding account

When funds are deposited into the University's "Special Holding" account, separate files, based on the purpose for the gift, will be maintained until the amount is reached for transfer to named, or appropriate account(s). The office benefiting from these gifts should request a transfer when appropriate (when a letter of agreement is completed, or decision is made that funds will not be sufficient for a new account and funds should be transferred to an existing account.) The Business Office must be asked to move the funds and GRSC staff will modify donor records by reassigning the fund code number to the new account.

When gifts are received in memory--with no immediate family directives--they will be placed within a special holding fund code. GRSC staff will notify the appropriate development officer at origination of these gifts and periodically thereafter. Development officers should contact the appropriate departments to ascertain the future disposition of these funds. A letter of agreement should be completed when appropriate and funds moved from this holding account to a named account. If no disposition is ascertained within one year, these gifts will be moved into an unrestricted account within the Tennessee Technological University Foundation in compliance with donor's wishes; e.g. if donor(s) stated gift was for scholarships, it will be moved into a scholarship account, for faculty development, into a development account.

Tax exempt status

The Tennessee Technological University (TTU) Foundation is a tax-exempt corporation under Subsection 501(c)(3) of the Internal Revenue Service Code. Tennessee Technological University was established under the State University and Community College System of Tennessee under Chapter 838 of the Tennessee Public Acts of 1972. Contributions to the University are tax deductible as provided under Section 170 of the Internal Revenue Code. ] All gifts to the above entities are approved deductions according to the schedules established under income tax regulations.

Year End Gifts to Tennessee Tech University/Foundation

The Tennessee Technological University (TTU) Foundation is a tax-exempt corporation under Subsection 501(c)(3) of the Internal Revenue Service Code. Tennessee Technological University was established under the State University and Community College System of Tennessee under Chapter 838 of the Tennessee Public Acts of 1972. Contributions to the University are tax deductible as provided under Section 170 of the Internal Revenue Code. All gifts to the above entities are approved deductions according to the schedules established under income tax regulations.

Gifts made to Tennessee Tech University/Foundation qualify for tax deductions. In order to claim the deduction for a specific calendar year, the gift must be given by December 31st of that year.

A great number of gifts are made to charitable institutions in December. The University/Foundation shows "process date" only on gifts receipts; and since the offices close for an extended period in December, the receipt's process date may be many days different from the actual gift date. During the first 10 working days after the holidays, postmark dates will be reviewed and the receipt dated December 31st if postmarked on or before December 31st.

Donors should be advised that the date of the actual gift may be the date that they put a check, or other completed funds transfer document, into the United States mail. While you should consult with your tax preparer to determine the tax consequences of your donation, the date you delivered or mailed your donation is generally recognized as the gift date. For items sent via third parties, like FedEx and UPS, the gift date is the date the donee organization signs for the package, not the date it was sent (a donor can recall items "mailed" this way until you have signed for it - thus the item is still in their control). Check rules apply despite the fact taxpayers could hypothetically stop payment on the check and negate the actual gift. {Caution: postdated checks are not deductible when hand delivered or mailed. A postdated check is a promise to pay in the future and, thus, not deductible at time of delivery.}

Gifts by credit card are deductible in the year when the charges are made on the card owner's account (transaction must be posted by the credit card company). This is true even if the credit-card bill is not paid by the donor until the next year.

For stock gifts, things get a bit more complicated. The date for a stock gift for tax purposes is the date the donor actually relinquishes control of the stock. If the donor mails a signed certificate and stock power form to TTU, the gift date is the later of the two postmarks for the certificate and stock power. If DTCed (electronically transferred), it's the date of DTC and not the date the donor told their broker to transfer the gift. {Possible stock electronic transfer issue: Stocks are frequently transferred by electronic delivery. For instance, stocks are usually held in "street accounts" with financial services firms. While a taxpayer may irrevocably instruct his or her broker to transfer the stock to a charity, the gift is not complete until the stock is delivered to the charity's account. This means that the gift date for tax purposes may be days and possibly even weeks after the taxpayer's instructions to transfer. This poses a potential problem for last minute charitable contributions}