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University Advancement - Prospect Management Stages and Timeline

California State University, Fullerton

Prospect Stages

Identified

Includes constituents identified by research staff or development staff who demonstrate capacity to make a major gift to Cal State Fullerton. Biographical and business information will be confirmed. Constituents will be held at the Identified stage until assigned to a Prospect Manager for Discovery. (Maximum 30 days at this stage.)

Discovery

Constituent is assigned to a Prospect Manager who determines if the prospect has an interest in and connection to the University and/or a specific school, unit, or program. Discovery may take place via a face-to-face visit, substantial phone call, or correspondence that is recorded in Advance. Following the discovery process, assignment of the prospect may be retained by the development officer who made the discovery call, referred for assignment to an appropriate prospect manager, or released from assignment as specified in the contact report. (Maximum 60 days at this stage)

Qualification

Prospect's interest in Cal State Fullerton and/or a school, unit, or program has been determined. Prospect Manager identifies philanthropic interests and confirms the ability to make a significant gift to the University. The Prospect Manager conducts meetings with the prospect that result in increased knowledge of background information and early estimates of gift capacity. (Maximum of 60 days at this stage.)

Strategic Cultivation

Ongoing relationship-building and educating/updating the prospect about the University. Personal contacts are arranged to establish relationships with key University leaders and volunteers. Development officer works to match the prospect's interests with University fundraising priorities. (Maximum of 180 days at this stage.)

Solicitation Preparation

Development staff engages in discussions with the prospect regarding a specific gift/desired financial commitment. Present concept papers, naming opportunities, or letters of inquiry (LOI) that the prospect would contemplate and respond to within a brief period of time. (Maximum of 180 days at this stage.)

Solicitation/Ask Made

Prospect has been solicited for a major gift. The ask may be made orally or may have included a written proposal. In either case, the proposal must be documented in the prospect's Advance record. This stage includes both the ask, the negotiation period that follows, and the actual payment of the gift. (Maximum of 90 days at this stage.)

Stewardship (Post-Gift)

Constituent has made a gift or pledge to the University. Stewardship activities will continue until a new cultivation/solicitation plan is warranted or when pledge payments are completed at which time the donor will return to the Strategic Cultivation stage. Donors assigned to the Stewardship (post-gift) stage will be evaluated every six months.

Stewardship (Lifetime)

This stage is reserved for donors who have made their ultimate gift to Cal State Fullerton and who will not be solicited for any other major gift. While contact will continue for stewardship reasons, these constituents are not in active cultivation for future commitments. Contact reports documenting stewardship activities should be filed with no more than six months between reports. Donors assigned to the Stewardship (lifetime) stage will be evaluated annually.

Liaison

Entities assigned at this stage will not be personally giving a gift to Cal State Fullerton. Rather, they are a conduit to a corporation, foundation, government agency, community group, or other donor. Examples of constituents assigned at this stage would be a representative of a company, a financial or personal advisor to a donor/prospect, or government official. Constituents are assigned to this stage by virtue of their professional position. Entities assigned at this stage will not be counted toward the number of prospects assigned to a particular prospect manager.

Sponsorship

Entities assigned at this stage will be solicited for sponsorships within the guidelines established by the university. Sponsors provide support to Cal State Fullerton through the provision of dollars, products or services in return for access to non-competitive publicity and recognition with the University. Sponsorships may or may not be recognized as external support for the campus – this determination will be made as each agreement is reached. It is understood that sponsorships is an annual process. Examples of constituents assigned at this stage would be companies purchasing signage, providing resources for specific campus programs, or contracting for specific rights on campus. Entities assigned at this stage will not be counted toward the number of prospects assigned to a particular prospect manager.

Strategic Partner - Government Relations

Entities assigned at this stage will not be solicited for a philanthropic gift to Cal State Fullerton. Rather, they require assignment by virtue of their position as government officials. Examples of constituents assigned at this stage would be elected city, county, state and national representatives and members of their staff. Entities assigned at this stage will not be counted toward the number of prospects assigned to a particular prospect manager.

Strategic Partner - Community Member

Entities assigned at this stage will not be solicited for a philanthropic gift to Cal State Fullerton. Rather, they will be assigned to a manager by virtue of their position in a community group. Examples of constituents assigned at this stage would be Chamber of Commerce officers or active community leaders (i.e., grass tops). Entities assigned at this stage will not be counted toward the number of prospects assigned to a particular prospect manager.

Strategic Partner - Volunteer

Entities assigned at this stage will not be personally giving a major gift (as defined by current UA policy) to Cal State Fullerton. Rather these individuals give of their time and talent to further the mission of the University through specific programs. Examples of constituents assigned at this stage would be volunteers within the support group structure (Alumni Association, Music Associates, MCBE Executive Council, among others). Constituents are assigned to this stage by virtue of their volunteer position. Entities assigned at this stage will not be counted toward the number of prospects assigned to a particular prospect manager.