Prospect Clearance

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Policy Code: 
6002
Approval Authority: 
Vice Chancellor
Policy Type: 
Divisional Policy
Policy Owner: 
University Advancement
Responsible Office: 
University Advancement - 828.251.6525

I. Purpose

To establish a coordinated system of cultivating and soliciting donors so that multiple or overlapping solicitations do not occur.

II. Scope

Any UNC Asheville faculty or staff member, student, volunteer, member or representative of a UNC Asheville center, department, division or related institution.

III. Policy

All solicitations for private support will be approved in concept by the Vice Chancellor or most senior official in the reporting line. The Vice Chancellor or most senior official in the reporting line will then confer with the Vice Chancellor for University Advancement who will then evaluate the concept, review the prospective names to be solicited, and offer staff support as indicated.

The proposed project and names of identified prospects should be submitted in writing to the respective Vice Chancellor. If there is an Associate Vice Chancellor in the reporting line, the request may first be given to this person. In the Athletic Department, all requests will be presented to the Athletic Director.

Students, student groups or individuals representing student organizations will request preliminary clearance from the Vice Chancellor for Student Affairs, or designee.

Members of the Faculty, or Academic Departments, or staff in Academic Affairs will request preliminary clearance from the Provost, or designee.

Senior officials named above will then refer requests to the Vice Chancellor for University Advancement if the requests are within the priority funding areas of the University. Names of all identified prospects will be reviewed for conflicts with other ongoing initiatives, and a finalized list of authorized names will be shared with the originating office.

In certain cases, the Vice Chancellor for University Advancement will refer requests to members of University Advancement for assistance in the following areas:

A. Past relationship history of the prospect with the University.
B. On-line information and research materials to investigate the prospect.
C. Detailed professional prospect research to provide helpful information for purposes of solicitation.
D. Strategies for effective solicitation and stewardship after the solicitation.
E. Direct assistance in solicitation and stewardship.
F. Assistance in identifying additional or alternative prospects.

It is important to understand that the Division of University Advancement does not determine University priorities. A coordinated system of prospect clearance is essential for the growth of resources in our University. This system is designed to provide clear lines of responsibility and simplicity of clearance. For more information contact the Division of University Advancement, 828.251.6881.

A Note on Grants

The Office of Sponsored Scholarship and Programs serves as the central coordination point for all research and sponsored program grants and contacts. If there is any doubt or confusion about the appropriate office to assist with a request, the Office of Sponsored Scholarship and Programs and the Vice Chancellor for University Advancement together will provide clarification.