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Student Organizations: Fundraising Fundamentals and Processes. presented by. Marina Tan Harper , Director, Development Office. 20 September 2007. Contents. Procedure to handle donations Stewardship Getting a new donor. Procedure to Handle Donations. Procedure to Handle Donations.

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Student Organizations:

Fundraising Fundamentals and Processes

presented by

Marina Tan Harper, Director, Development Office

20 September 2007


  • Procedure to handle donations

  • Stewardship

  • Getting a new donor

Procedure to handle donations1
Procedure to Handle Donations

What you will find at the link:

  • Process flow for students’ fundraising

  • In-kind donation form

  • Donation Transmittal Form

    • 3 versions:

      • SU and Constituent Clubs; Societies; JCRCs

    • NO NEED to fill in Cost Centre and GL Account Number

      • SAO will take care of it

>> Procedures for Students’ Fundraising

Procedure to handle donations2
Procedure to Handle Donations

What you miss, if donation handling procedure not followed:

  • NTU not able to obtain 1:1 matching grant from government – “free money”

  • Donor does not get double tax deduction

  • Donor does not get recognised (listed) in NTU Annual Report or Honour Roll of Donors

Stewardship continuing the relationship
Stewardship – Continuing the Relationship

Thank You!

Thank You!

Thank You!

Thank You!

Stewardship continuing the relationship1
Stewardship – Continuing the Relationship

  • Saying thanks and showing gratitude/ interest

    • Letter/ handwritten note to thank donor, telephone call, face to face

    • Send greeting cards/ congratulatory notes when appropriate

  • Engage donors/ prospects

    • Update donors/ prospects on progress

      • Newsletters, articles, news clippings of your club’s activities

      • Photos/ videos/ write-ups of event/ project

      • Notes/ cards from beneficiaries

    • Involve donors

      • Invite them to your event to see the buzz/ to volunteer on field trips

      • Ask for their opinion, invite feedback

Stewardship continuing the relationship2
Stewardship – Continuing the Relationship

  • Accountability

    • Let donors know donations have been used appropriately, outcomes achieved

      • News clippings, photos/ videos/ testimonials etc

    • Inform donors if funds need to be put to different uses from initially agreed/ project has changed in material way

  • Think and act long-term

    • Club’s leaders come and go, but the club remains

    • Don’t lose the donor when leadership changes hands

Getting a new donor



Getting a New Donor


Getting a new donor1
Getting a New Donor

  • Don’t mail the entire phonebook – select your target, e.g.

    • Companies in the same line of business as your activity/ customer profile matches your event’s participants

    • Companies/ orgs with history of supporting your kind of event/ cause

    • Companies whose sponsorship policy matches what you are looking for/ the benefits you can offer

Getting a new donor2
Getting a New Donor

  • Leverage on existing relationships e.g.

    • Swop donor/ sponsor lists with other student organisations

    • Approach alumni to open doors

      • Alumni can relate best to your cause/ already have interest in your activities and club

      • Have access to new resources/ different circle of contacts

Getting a new donor3
Getting a New Donor

  • Already cultivated – your alumni

    • Keep a contact list of past members

    • Maintain relationships

Getting a new donor writing a funding proposal
Getting a New Donor – Writing a Funding Proposal

  • Cover letter/ letter of inquiry

  • Project overview

    • What, where, when

  • Need Statement

    • Not your need, but the macro needs of the field

  • Proposed Solution

    • What you intend to do to address the need

  • Objectives/ goals of the project/ event/ or benefits to the community

    • State measurable outcomes (not proj activities), e.g.

      • Rural devt – schools/ roads built; sports event – projected attendance

Getting a new donor writing a funding proposal1
Getting a New Donor – Writing a Funding Proposal

  • History of the project (if appropriate)

  • Parties carrying out the project (if appropriate)

    • If specialists/ experts are involved, include relevant qualifications

  • Event promotions (if appropriate)

  • Sponsor benefits (if appropriate)

  • Why the prospect should be interested in your project/ event

    • Overcome objections, defend the idea

      • Show alignment with prospect’s objectives

      • Your ability to carry out the project, meet project objectives

  • Funding level and what is requested of the prospect

Importance of co ordinated requests
Importance of Co-ordinated Requests

  • Students, faculty, staff, Development Office, President’s Office – all approaching almost the same organisations and foundations

  • Appeals for gifts of >$10,000 per donor

    • Inform Jacky Khoo ([email protected]) from DO of the project/ event, amount of donation asked for