What Is Advancement?
A good beginning is to clarify what is meant by advancement. Our response to this basic question can be found at the Cal Poly Giving page for the College of Architecture & Environmental Design. With this as a base the following identifies frequently asked questions and provides links to helpful resources or a brief answer. If you have additional questions, please feel free to contact our staff.
Linda Kristenson, Assistant Dean for Advancement
email: lkristen@calpoly.edu
office: 805.756.5138
cell: 805-440-5694
Wanda Modisette, ASC, Advancement Coordinator
email: wmodiset@calpoly.edu
office: 805.756.5138
cell: 805-674-4028
FAQ & Resources
Gifts Agreements
| When should a gift agreement be drafted? |
Typically gift agreements are drafted when there are special circumstances surrounding the gift such as a room naming. The gift should also be a minimum of $25,000. Gifts agreements are just another step in the donor cultivation process and will provide us with background information on the donor.
Gift Agreement (.doc)
Please note that the advancement office should be involved in the drafting process of any gift agreement. |
Pledges
| When should a pledge agreement be drafted? |
If a donor will be making multiple payments over a period of years a pledge agreement should be signed. On smaller amounts this can also be done on the Cash/Securities Form. However, it must be very clear what the terms of payment are and how the payment will be made (payroll deduction, credit card, check, transfer of securities, etc.) An example of this would be: $5000 in annual installments of $1000 beginning 4/2/07 and ending 4/2/10. |
| Pledge Agreement |
Pledge Form (.pdf) |
New Corporation
Accounts
| What if someone gives a gift for a specific purpose that I do not have a Corporation account set up for? |
The Corporation will require that you set up an account for that purpose before they deposit the funds. Therefore, you can go through the below account set up process, or you can go back to the donor and ask that they write another check with another purpose related to an existing account.
PLEASE NOTE: Gifts need to be submitted to the Advancement Office attached to the Gift Acceptance Form within 2 days of receipt...even if the account is being set up. The gift will remain in a holding account until the account set up is complete. |
| How do I set up a Corporation Account and what are the different kinds of accounts available? |
Account Definitions (.pdf) |
| Corporation New Account Form |
New Accounts Form (.doc) |
| Signature Authorization Form |
Cal Poly Foundation Forms web page |
| How do I check the balance of my account? |
The advancement offices does not have specific balance information for department accounts. You can call Corporation staff at 805-756-6116 for this department specific information. |
Solicitations
| Department Solicitation/Marketing Process |
Solicitation Process (.pdf) |
| Department Solicitation Coordination Form |
Solicitation Coordination Form (.pdf) |
| Email Solicitation Process |
Same as the Department Solicitation Process but Advancement Services will send the email for you and you will need to also email a "word document" copy of the text to John Rau. |
Output Requests
| What is an Output Request? |
University Advancement has set up the Output Request process to supply information about Cal Poly’s alumni, parents, and friends including biographical, gift, and prospect information. Users are required to have authorized login credentials for the Cal Poly Advancement Network. They include faculty and/or staff within the various colleges, units, and departments.
If you do not have access credentials you will need to contact the advancement office for their assistance, 805-756-5138. |
| Output Request Policy and Procedure |
Output Request Policy & Procedure (.doc) |
| Output Request Process |
Output Request Process (.doc) |
| Output Request Form |
Output Request Form web page |
Raffles & Auctions
| Raffle Application |
Cal Poly Corporation Forms, Documents, & Resources web page (Raffle Application is found under Administration) |
| Raffle State Guidelines and State Accounting |
Cal Poly Corporation Forms, Documents, & Resources web page (Raffle Application Process and State Document - Final Raffle Report are found under Administration) |
| Auctions |
It is very important to contact your Advancement Office at 6-5138 if you plan to hold an auction. Many items that would appear to be gifts are not recognized as gifts by the IRS such as services (vacations, certificates for dinner at a restaurant, spa appointments and similar). Also, gifts of art contributed by the artist are only credited with the value of supplies to make the art, jewelry and similar. |
| IRS Publications on Gift Values |
Internal Revenue Service web site
IRS Value of Donated Property (.pdf) |
Additional Advancement Training
| What is Advance Web Access? |
It is web based software available to all faculty and staff used to look up donor profiles and check their giving histories. The following link will take you thorough the steps required to obtain access and training.
Advance Web Access web page |
Updates to Donor Profiles
| How do I update one of our alum’s or donor’s contact information in the advancement database? |
Email the updated information to Wanda Modisette.
(Please be sure to include the complete alum’s/donor’s name.) |
Master Calendar
| Master Calendar – Please keep us updated on your events. |
CAED Master Calendar web page |
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