Oakland University Roadmap to Maximizing Donor Anonymity

I’d like to give you millions! Please don’t tell anyone. The Unknown Donor

Definition Anonymity: Anonymity: “A condition in which an individual's true identity is unknown.” “A condition in which an individual's true identity is unknown.” Yep, its as easy as that! Yep, its as easy as that! Or is it? Or is it?

Overview What does the donor really want? What does the donor really want? Potential employees that may know about the anonymous donor/gift Potential employees that may know about the anonymous donor/gift No such thing as complete and guaranteed anonymity No such thing as complete and guaranteed anonymity Communications guidelines Communications guidelines Reporting of anonymous gifts and donors Reporting of anonymous gifts and donors Donor Relations / Stewardship Donor Relations / Stewardship Further Reading Further Reading

What does the donor “really” want? Does the donor want to be completely anonymous? Does the donor want to be completely anonymous? Does the donor just want a specific gift to be anonymous? Does the donor just want a specific gift to be anonymous? Remember, sometimes the word “anonymous” means different things to different people, so make sure you and the donor are “on the same page”. Remember, sometimes the word “anonymous” means different things to different people, so make sure you and the donor are “on the same page”.

If the donor wants to be completely anonymous: No recognition, no stories in publications No recognition, no stories in publications No listing in donor honor roll or wall of honor other than “Anonymous”. No listing in donor honor roll or wall of honor other than “Anonymous”. No gift receipt unless the donor requests. Do not save gift receipt. – verify address with donor. (the IRS requires a gift receipt in order for the donor to claim a charitable deduction) No gift receipt unless the donor requests. Do not save gift receipt. – verify address with donor. (the IRS requires a gift receipt in order for the donor to claim a charitable deduction) No thank-you letter unless the donor requests. Do not save thank-you letter. – verify address with donor. (development officer responsible) No thank-you letter unless the donor requests. Do not save thank-you letter. – verify address with donor. (development officer responsible) No Banner record with identifying personal information No Banner record with identifying personal information No soft credit in fundraising system linked to donor’s record (if they have a “non”-anonymous record also or linked to the anonymous donor’s Donor Advised Fund. No soft credit in fundraising system linked to donor’s record (if they have a “non”-anonymous record also or linked to the anonymous donor’s Donor Advised Fund.

If the donor wants just the gift to be anonymous: No recognition, no stories in publications for the gift in question No recognition, no stories in publications for the gift in question Listing in the donor honor roll or wall of honor. Listing in the donor honor roll or wall of honor. Gift receipt Gift receipt Thank-you letter (development officer responsible) Thank-you letter (development officer responsible) Banner record with identifying personal information Banner record with identifying personal information Soft credit in fundraising system linked to potential Donor Advised Fund Soft credit in fundraising system linked to potential Donor Advised Fund

Potential employees who may know about the anonymous gift President President Vice President for University Relations Vice President for University Relations Development Officers Development Officers Director, Development Information Services Director, Development Information Services Gift Accounting Manager – for processing of gift Gift Accounting Manager – for processing of gift General Counsel – for approval of endowment / gift agreements General Counsel – for approval of endowment / gift agreements

No such thing as complete anonymity Oakland will: Oakland will: use its best efforts to maintain anonymity use its best efforts to maintain anonymity NOT guarantee anonymity NOT guarantee anonymity For example, anonymity may not extend to: For example, anonymity may not extend to: Audits Audits Government subpoenas for information Government subpoenas for information The Board of Trustees “need to know” clause as mentioned in Board of Trustee Policy “Confidentiality of Donor and Prospect Records”. The Board of Trustees “need to know” clause as mentioned in Board of Trustee Policy “Confidentiality of Donor and Prospect Records”. That is why this document is called “OU Roadmap to Maximizing Donor Anonymity” That is why this document is called “OU Roadmap to Maximizing Donor Anonymity” Most states provide that when the donor’s reasonable expectation of privacy outweighs the public’s right to know, the court will not necessarily require disclosure Most states provide that when the donor’s reasonable expectation of privacy outweighs the public’s right to know, the court will not necessarily require disclosure

Communications guidelines Review carefully, all written, oral, and electronic communications with the donor to ensure they do not compromise the donor and/or gift anonymity Review carefully, all written, oral, and electronic communications with the donor to ensure they do not compromise the donor and/or gift anonymity Do not promise or guarantee anonymity. Do not promise or guarantee anonymity. Development Officers should provide all documentation on anonymous donors and anonymous gifts to the Gift Accounting Manager upon finalization of the gift. Development Officers should provide all documentation on anonymous donors and anonymous gifts to the Gift Accounting Manager upon finalization of the gift. Development officers should take care not to record details of anonymous gifts in the Banner prospect module. Development officers should take care not to record details of anonymous gifts in the Banner prospect module.

Reporting of anonymous gifts and donors Anonymous gifts will be counted in all fundraising reports Anonymous gifts will be counted in all fundraising reports Any fundraising report that would normally show the donor name will show “Anonymous” for those donors who wish to be completely anonymous Any fundraising report that would normally show the donor name will show “Anonymous” for those donors who wish to be completely anonymous

Donor Relations / Stewardship Ask the donor how they would like Oakland to handle such stewardship issues as: Ask the donor how they would like Oakland to handle such stewardship issues as: Annual Endowment Reports Annual Endowment Reports Thank-you letters Thank-you letters Etc. Etc.

Further Reading (internet links) From DIS – Stewardship Web page: From DIS – Stewardship Web page: Board of Trustees Gift Policy: Confidentiality of Donor and Prospect Records Board of Trustees Gift Policy: Confidentiality of Donor and Prospect Records Banner Advancement Procedure Manual: “Anonymous Donors” Banner Advancement Procedure Manual: “Anonymous Donors” CASE Currents Article: “Protecting Donor Anonymity” CASE Currents Article: “Protecting Donor Anonymity” Wall Street Journal Article: “Why Donating Millions Is Hard To Keep Secret” Wall Street Journal Article: “Why Donating Millions Is Hard To Keep Secret”

DIS Web pages –

I will not talk about anonymous donors.

Additional Questions – please contact: Rob Saunders, Director of Development Information Services Rob Saunders, Director of Development Information Services Theresa Allen – Gift Accounting Manager Theresa Allen – Gift Accounting Manager