{"id":18793,"date":"2024-04-30T03:47:21","date_gmt":"2024-04-30T03:47:21","guid":{"rendered":"https:\/\/manuscriptevidence.org\/wpme\/?p=18793"},"modified":"2024-05-05T18:22:03","modified_gmt":"2024-05-05T18:22:03","slug":"rgme-fundraising-and-donor-relations-sop","status":"publish","type":"post","link":"https:\/\/manuscriptevidence.org\/wpme\/rgme-fundraising-and-donor-relations-sop\/","title":{"rendered":"RGME Fundraising and Donor Relations: SOP"},"content":{"rendered":"

RGME
\nFundraising and Donor Relations:
\nStatement of Operating Procedures (SOP)<\/h2>\n

Version 1.2<\/h2>\n

(Posted on 29 April 2024<\/em>)<\/p>\n

Contents<\/b><\/h2>\n

Purpose<\/h4>\n

Scope<\/h4>\n

Fundraising<\/h4>\n

Annual Appeal Letter<\/h4>\n

Facebook Birthday Fundraiser<\/h4>\n

MightyCause “Giving Tuesday” and Other Fundraisers<\/h4>\n

Eventbrite<\/h4>\n

Grants<\/h4>\n

Estate Gifts<\/h4>\n

Fundraising Expenses<\/h4>\n

Endowment<\/h4>\n

Constable Fund<\/h4>\n

Donor Relations<\/h4>\n

Thank-You Notes<\/h4>\n

Tax-Deductible Receipts<\/h4>\n

Privacy Policy<\/h4>\n

Donor Promise<\/h4>\n

Donor Tiers<\/h4>\n

Donor Contact Information<\/h4>\n

Purpose<\/b><\/h1>\n

This document sets out the processes and procedures by which the Research Group on Manuscript Evidence (RGME) performs fundraising and donor relations activities.<\/p>\n

Scope<\/b><\/h1>\n

This document applies to all fundraising and donor relations activities undertaken by the RGME or those acting on the behalf of the RGME, including but not limited to our Director, Trustees, Associates, Volunteers, Friends, Contractors, and Vendors.<\/p>\n

Fundraising<\/b><\/h1>\n

RGME Website<\/h2>\n

The official RGME website describes our fundraising goals, offers portals for online donations in funds, and provides a downloadable donation form for other methods such as by cash or check.\u00a0 (See Donations<\/a> and Donations and Contributions<\/a>.)<\/p>\n

The RGME also welcomes donations in kind, in non-cash contributions and pro-bono contributions.<\/p>\n

Annual Appeal Letter<\/b><\/h2>\n

Every year, the Director or designate shall form an ad hoc group of trustees or also others to draft an appeal letter.\u00a0 The Research Group will draft an appeal letter and the Director, in consultation, will approve the final draft.\u00a0 The Director or designate will form a list of donors and potential donors and mail or email a copy of the appeal letter to each donor address on file.\u00a0 The timing will aim for mid-November for annual appeals, whilst other occasions, purposes, or donors\u2019 habits could call for similar approaches, as required. (See the 2024 Anniversary Appeal<\/a> and 2024 Anniversary Endowment Appeal<\/a>.)<\/p>\n

The appeal letter contains information about what the Group does and what the Group is requesting money for.\u00a0 A supplement may provide details for donors wishing further information.<\/p>\n

The appeal letter and the donation form\/portal will provide donors the option to set up a regular\/recurring donation (e.g. annually, quarterly, or monthly), and for gifts or bequests of funds or other instruments.<\/p>\n

Facebook Birthday Fundraiser<\/b><\/h2>\n

The Director or designate will run annually a Facebook Birthday Fundraiser, as prompted by Facebook.<\/p>\n

MightyCause “Giving Tuesday” and other Fundraisers<\/h2>\n

The Director or designate will run a MightyCause fundraiser annually for Giving Tuesday Fundraisers, as prompted by MightyCause, or other fundraisers through MightyCause as occasions arise.<\/p>\n

Anniversary or other Appeals<\/b><\/h2>\n

For some occasions or purposes, such as RGME Anniversaries or Anniversary Years, specific needs, or Designated Funds (Endowment, Constable Fund, or others as they are created), the Director or designate will run fundraisers in their aid.\u00a0 The letter will be prepared by the Director or designate in consultation with donors, relevant RGME committees, or others.\u00a0 The timing would co-ordinate with the specific need or fund.<\/p>\n

Eventbrite<\/b><\/h2>\n

Online events will include a fundraising link using the Eventbrite donation feature.<\/p>\n

Grants<\/b><\/h2>\n

On an ad hoc basis, no less than one per calendar year, the Director or designate will determine which grants the RGME ought to apply for, and will prepare and submit grant applications, or direct others to do so, in collaboration and\/or consultation.<\/p>\n

Estate Gifts<\/b><\/h2>\n

For donors of X<\/strong> tier and above, the Director or designate will have a conversation no less than annually about whether the donor wishes to include a charitable gift to the RGME in their will (unless the donor has expressed a desire not to have this conversation).<\/p>\n

For donors who have indicated their intention to leave a charitable gift, the Director or designate will touch base with them every five years to gather info to update our records about what is planned for the charitable gift.<\/p>\n

Fundraising Expenses<\/b><\/h2>\n

Customarily the RGME spends no more than $850 per year on fundraising.<\/p>\n

The RGME will not hire fundraisers.\u00a0 The work of fundraising will proceed by volunteers.<\/p>\n

Endowment<\/b><\/h2>\n

The Endowment Fund at present is kept in a savings account. As it grows, the RGME will revise its management appropriately.<\/p>\n

Constable Fund<\/b><\/h2>\n

The Constable Fund is gathered in a bank account awaiting a sufficient amount for specific purposes respecting the interests and wishes expressed for the RGME by its honoree, Giles Constable<\/a> (1929\u20132021), Honorary Trustee, regarding its management, maintenance, research projects, and activities.\u00a0 Depending upon the available amount, the purposes are to be identified in consultation with the donors and others among his students, colleagues, and friends in the RGME.<\/p>\n

Donor Relations<\/b><\/h1>\n

Besides those forms set out in other parts of this document, Donor Relations for the RGME will take several \u2018tailored\u2019 forms of approach and times or routines for them.<\/p>\n

Thank-You Notes<\/b><\/h2>\n

Templates for thank-you notes will be prepared as guides or prompts for their issue.<\/p>\n

Donations of greater than $2,000 are considered unusual gifts and warrant prompt thank you notes.\u00a0 The Director or designate will mail thank you notes to the donor\u2019s address no later than 10 calendar days after the receipt of each unusual gift.<\/p>\n

All other donations of $250 or greater warrant a thank-you note, which the Director or designate will post no later than the end of the calendar year after the donation has been received.<\/p>\n

Donations less than $250 warrant thank-you e-mails, which the Director or designate will send no later than the end of the calendar year after the donation has been received.<\/p>\n

Tax-Deductible Receipts<\/b><\/h2>\n

In keeping with our Recognition as a Section 501(c)(3) nonprofit organization, the Director or designate will issue donors annual tax-deductible receipts for funds or non-cash charitable donations, in adherence with all applicable laws and regulations.<\/p>\n

Privacy Policy<\/b><\/h2>\n

The RGME will maintain and adhere to a privacy policy, written in plain language, which demonstrates the utmost respect for our donors\u2019 personal information. It is published on the RGME website (RGME Privacy Policy Statement<\/a>).<\/p>\n

Donor Promise<\/b><\/h2>\n

The RGME will maintain a \u201cDonor Promise\u201d document, the purpose of which is to communicate to donors clearly and succinctly how we intend be a good steward of the donations they have entrusted us with.\u00a0 It will include information about how donors might request changes.<\/p>\n

Donor Tiers<\/b><\/h2>\n

The RGME will segment its donors appropriately, with the following objectives:<\/p>\n