The Foundation for Reading Area Community College: Policy on Confidentiality of Donor Records and Donor Anonymity
The Foundation for Reading Area Community College recognizes that the efficient operation of the Foundation requires the maintenance and management of extensive donor and prospect records. These records often contain sensitive information that has been shared with or developed by the Foundation staff on a confidential basis.
Additionally, donors and prospects may be motivated to contribute a gift on the basis of the Foundation's ability to assure temporary or permanent anonymity. The purpose of this policy is to codify the position of the Foundation on anonymity and donor/prospect records. "Records" is construed to mean all files, including electronic data, containing information on donors or prospective donors to the Foundation.
I. Confidentiality Of Records:
The Executive Director shall be responsible for maintaining the confidentiality of donor and prospect records. He or she may, in their discretion, make all or part of any record available to staff members or Foundation volunteers to assist them in executing their responsibility.
The Foundation's auditors are authorized to review donor and prospect records as required for the purposes for which they are engaged.
The Board of Directors may, by a majority vote, appoint a committee to review the donor/prospect records and report back to the Board. Any such committee shall respect the Foundation's significant interest in protecting the sensitive nature of those records.
II. Publication Of Donor Names:
Unless otherwise requested by the donor, the names of all individual donors will be listed in the college's annual report and/ or in other appropriate vehicles. The Foundation will not publish the amount of any donor's gift without the permission of the donor. Donors making gifts to the Foundation by bequest or when the information is already in the public domain are deemed to have granted such permission.
Donors should be aware that the Foundation may, from time to time, publish the current market value of its endowments, from which a reader may be able to determine the approximate size of a donor's gift.
III. Honor/ Memorial Gifts:
The names and addresses of donors of memorial or honorary gifts may be released to the honoree, next of kin, or appropriate member of the immediate family, unless otherwise specified by the donor. Gift amounts are not to be released without the express consent of the donor.
IV. Anonymous Gifts:
The Executive Director is authorized to accept anonymous gifts to the Foundation. In the event the Executive Director is uncertain about the desirability of accepting an anonymous gift, he/she shall consult with the Executive Committee.
The Executive Director shall disclose to the Executive Committee, upon a request by a majority of the Executive Committee, the name of any anonymous donors.