Policy & Procedure update as of November 10, 2021

The following draft documents are now available for review and comment and are posted on the Policies & Procedures Drafts Site.  The documents will be posted on the drafts site for a period of 30 days.  Please discuss the documents with the appropriate people in your department and send any applicable feedback to controllers.office@yale.edu.

Policy 2200 Gifts to the University

Related Documents:

• Policy 2200 Gifts to the University – Revised
• Procedure 2200 PR.01 Gift Receipt and Processing – Revised
• Procedure 2200 PR.02 Gift Stewardship – New

The Controller’s Office, specifically Gift Administration, identified the need for several updates to this policy and its related procedures.  The two primary drivers of these updates are to align the documents with current standards and practices and to ensure the documents are clear and accurate in the lead-up to the public phase of the upcoming capital campaign.  While the updates were led by the Controller’s Office, there was extensive consultation with the relevant stakeholders in Development and other areas as well.

To facilitate ease of use, the decision was made to separate the single existing procedure (2200 PR.01) into its constituent pieces: receipt and processing (updated 2200 PR.01); and stewardship (newly created 2200 PR.02).

At a high level, the goal was to review the documents to make any changes needed to reflect current state and practice, as well as to enhance and clarify the language and presentation to facilitate community use.  Structurally, the policy was reorganized to present the lifecycle of Gifts in a chronological fashion.  Like the policy, each of the new procedures was restructured to be chronological.  Again, these revisions are intended to make the documents more user-friendly.

Substantively, none of the revisions are intended to create new policy.  While there are a few small tweaks to process, overall community impact resulting from the updates is anticipated to be relatively minimal.  Ultimately, the design of the updates was to include the pertinent information for distributed offices when handling Gifts.  For example, the strongly encouraged preference when receiving Gifts is for departments to contact and work with Development (or their distributed representatives) to ensure proper recording, handling, etc.  On the other hand, departments do have specific responsibilities for continual stewardship of Gifts in their areas, detailed in Procedure 2200 PR.02.

Once again, these updates are not designed to create substantive new policy; rather, they are designed to clarify expectations and practice and enhance usability.

Reminder: 

Always check the Policies & Procedures website for the latest revisions of all documents. This will ensure you that are utilizing the most up-to-date version.

If you have any questions, please contact Policy & Compliance Services at controllers.office@yale.edu.