1. Policies

2. Purpose
This brief training presentation is intended to highlight several
important Development and Alumni Relations policies
primarily related to data security and the proper handling of
gifts.
This presentation is not a substitute for reading these policies,
which can be found on the DAR intranet: www.support.vcu.edu

3. Acronyms To Know
DAR – Development and Alumni Relations
GRM – Gifts and Records Management (Gift Processing and
Stewardship Operations)

4. Security
Reports from the intranet can only be shared with people who
have a current, signed confidentiality agreement with DAR.
- If in doubt, a copy of the signed agreement will be
attached to each person’s Millennium record.
Names, addresses, and phone numbers are all considered to
be confidential information. Sharing it is not allowed.
Sharing passwords is prohibited and must never
occur.

5. Security (continued)
All papers containing sensitive information (i.e. address,
phone number, contact reports, donation information, etc…)
must be shredded.
Reports must never be forwarded to a non-vcu.edu or
personal email account. Other email platforms don’t have an
appropriate level of security and are not secure enough for
this data.

6. Security (continued)
When working with an approved vendor, Secure File Transfer
Protocol (SFTP) or other secure methods of transferring files
must be used to send data. Never send confidential data via
unencrypted email.
If in doubt, please call or email the Manager of Web
Application Development.

7. Storage and Security
The VCU Google account must be used for cloud storage.
Other non-VCU cloud storage providers must not be used.
Reports may be saved onto the desktop of a VCU desktop
computer, or VCU laptop that is encrypted with Credent. They
must not be saved onto a personal computer.
Reports must never be saved onto a USB drive.

8. Off-Campus Access
Millennium and the Report Center can be accessed from off-
campus by first logging in through VCU’s VPN at
webvpn.vcu.edu.
To access reports from a smartphone, the phone must be
encrypted. Most smartphones can be encrypted by setting a
password. Check your user manual to be sure.

9. Third Party Vendors
Any vendor can be used to send direct mail to constituents. In
order to ensure that DAR systems can successfully interact
with vendor systems, the vendor must first be approved by
Advancement Services.
Advancement Services must be notified ahead of time for
each mailing or use of a vendor to ensure that adequate
resources are available to support the project. Development
staff must also coordinate the schedule of solicitations with
the Office of Annual Giving.

10. Address Verification Services
Advancement Services does regular address verifications and
lost address lookups on alumni and donors.
With the large volume of address updates processed by
Advancement Services each month, a new list must always be
requested for a each mailing. Old lists should not be used.
Approval from Advancement Services is needed if you conduct
or subscribe to any of these services independently.

11. Access
Only those who have a job function specifically relating to
development or fundraising may have access to DAR systems.
When a person leaves their position or no longer needs
access, a termination request form on the DAR Help Desk
website must be filled out by their supervisor promptly so
access can be removed.

12. Gift Processing
Gifts and Records Management (GRM) handles all processing
for gifts benefitting VCU.
Contributions must be delivered to the GRM office for
depositing within 24 hours of receipt.
GRM is located at 809 W. Broad Street.

13. Sending Gifts for Processing
Gifts must be hand delivered or dropped off at authorized
drop off points for courier service. Gifts must not be sent
through campus mail.
Gifts sent to GRM for recording must be accompanied by a
Gift Transmittal Form. Gifts received in units with a response
piece as a result of direct mailings should be forwarded
unopened to the GRM office, and do not require a Gift
Transmittal Form.

14. Matching Gifts
A matching gift is made by a business in response to a
voluntary contribution of employees or other eligible
participants, such as board members.
Matching Gift Forms must be sent to GRM. They manage the
university’s matching gift program and are authorized by
corporations’ matching gift programs to verify an applicant’s
giving.

15. Gifts-In-Kind (GIK)
Gifts-In-Kind require the approval of the VP of DAR and/or the
President of the foundation. Consult the Gifts-In-Kind Policy prior
to accepting a GIK.
Tangible items (gifts-in-kind) can be reported by attaching all
pertinent documents (packaging slips, appraisals, etc...) to the
Gift-In-Kind Contribution Transmittal form and sending it to GRM
for processing.
Gifts of service can only be entered as a non-tax deductible
transaction because neither the IRS nor CASE Standards
recognize services as a tax deductible gift.

16. Solicitation Responses
Solicitation responses can be mailed directly to GRM using:
Virginia Commonwealth University
[Your unit name]
Gifts & Records Management
P.O. Box 843042
Richmond, VA 23284-3042
Solicitation codes can be obtained from Advancement
Services, and must be printed on each response piece.

17. Pledges
A pledge is a donor’s commitment to make a gift to VCU.
When the payment schedule of a pledge exceeds one year,
documentation is required to add the pledge to Millennium.
This document must state the amount of the pledge, how the
donor wants the gift to be used, over what period of time the
pledge will span, and a schedule of payments. The pledge
must be signed by the donor.
A gift from a Donor Advised Fund (DAF) or a private
foundation cannot satisfy a personal pledge. By IRS policy,
neither is allowed to make payments on personal pledges.

18. Endowment Accounts
Endowment gifts are significant gifts which are invested and
produce income that is distributed for purposes such as
scholarships and professorships.
A formal endowment agreement is needed to establish an
endowment account. A template for the agreement can be
found on the intranet or by contacting the Donor Relations
office.

19. Event Activities
Those who are organizing special events should coordinate
with GRM before invitations or solicitations are sent out. GRM
stays informed of IRS policies and safe harbor limits, and can
help determine what amount is tax deductible.
GRM needs deductible and non- tax deductible information in
order to properly process and receipt event transactions,
following IRS guidelines.

20. Credit Cards
Payment Card Information (PCI) compliance requirements
help provide a secure environment for credit card processing.
University and DAR policy requires that we adhere to PCI
compliance.
Credit card information must not be sent to GRM. If a gift is
received in a unit which contains credit card information; first,
use your unit's internal online form to process the credit
card. Then, redact the credit card information before sending
to GRM for processing to Millennium database.

21. Credit Cards (continued)
A document with a visible credit card number must never be
copied or saved.
To redact a credit card number, mark out the number with a
black marker or white out tape, so nothing is visible on either
side of the page.
When in doubt about the safe handling of credit card
transactions, please call the Director of GRM.

22. Questions?
Visit our intranet:
www.support.vcu.edu and click “For development staff”
Here you can:
• Submit a request for assistance
• Submit a request for services
• View the online Report Center
• View complete documentation
• and more

23. Take the Training Quiz
Now it’s time to take the training quiz.
You will find it under “Assignments” in the Blackboard course.
Following the quiz: Be sure to print, sign, and submit the
confidentiality agreement.
http://staff.oda.vcu.edu/HelpDesk/Forms/Agreement