Responsibilities for Prospect Managers, Team Members and Volunteers

Development staff must report all appropriate prospect information, contact, and activity in Advance.

Development staff should not initiate activity with a prospect to discuss a commitment of time or money until:

• current assignment is checked (if assigned, they must ask to be added to the team and receive clearance from the manager to solicit or engage);
• contact reports and notes are reviewed;
• activity/contact is recorded in Advance; and
• corporate or foundation contacts are cleared with the director of corporate and foundation relations.

Role of a Prospect Manager

• Screen other staff member requests for team assignment for your assigned prospects.
• File contact reports and notes in Advance as appropriate.
• Enter stage-change contact reports as appropriate.
• Prepare cultivation plans for major gifts and above and record in Advance through a contact report.
• Hold strategy meetings and/or consult with team members as appropriate.

Role of a Team Member

• Request clearance for assignment from the current manager before contact is initiated.
• File contact reports and notes in Advance as appropriate.
• Prepare and submit cultivation/solicitation requests to the manager.
• Offer helpful counsel and information to the prospect manager as appropriate.

Role of Volunteers

• Coordinate planned interactions with prospects with the assigned prospect manager prior to initiating contact.
• Provide information to prospect manager after the interaction so that a contact report may be filed in Advance.