The Clapp for Community
Campaign's
Donor Confidentiality Policy & Procedures
POLICY
The Clapp for Community Campaign is subject to
the Clapp Memorial Library Donor Confidentiality Policy, which states as
follows:
“This policy
acknowledges that both donors and potential donors are entitled to privacy
with regard to their responses to solicitations from Clapp Memorial Library
(CML). Accordingly, CML will treat as confidential any and all information
regarding donors, as well as individual pledges and/or contributions made to
CML, except in specific cases in which individuals or organizations agree to
have such information released or have provided CML with written guidelines
on release of their information.
“In furtherance of
this policy, the Board of Trustees, though its Development Committee and/or
other authorized bodies, will develop and execute procedures directed both
at maintaining confidentiality of such information within the Library
organization itself and at preventing its disclosure outside the
organization.
“CML will also
require that all CML-affiliated organizations which solicit funds for CML
abide by this policy, and that those organizations develop and execute
similar procedures, specific to their organizations and operations, directed
at providing both internal and external confidentiality.”
PROCEDURES
To implement this policy, the Clapp for
Community Campaign will employ the following procedures directed at
maintaining confidentiality of donor information:
1. Within the Organization: Inside the
campaign organization, access to information about individual pledges and
contributions will be restricted to those persons who need it in order to
perform their functions in the campaign. To accomplish this:
(a) The CML policy
and these procedures will be reviewed with each member of the organization,
and their resulting responsibilities will be discussed with the people who
have access to such information.
(b) The Clapp for
Community General Chairperson will designate a sufficient number of
individuals (collectors/counters) to receive and process gifts and pledges.
(c) A Clapp for
Community post office box and a locked “drop box” placed in the library will
be used to receive pledges and contributions from solicitors or donors.
Access to the boxes will be restricted to the designated
collectors/counters.
(d) Special
envelopes designated for pledges and donations will be provided to
solicitors and at the drop box. Donors will be encouraged to seal their
pledges and contributions in these envelopes before delivering them to
solicitors or the drop box.
(e) Potential donors
in the Library Family Division and all potential donors called on personally
will be requested to complete a pledge card and insert it in the envelope
even if they are entering a zero-amount pledge.
(f) Solicitors will
deliver all pledges they receive to the drop box in sealed pledge envelopes
(inserting the pledge and sealing the envelope if the donor fails to do
so).
(g) The
collectors/counters, working in teams of two, will make periodic pickups as
required from the post office box and the drop box, delivering pledges to
the Campaign Assistant and depositing donations in the appropriate CML bank
account.
(h) All campaign
records relating to individual donors will be maintained in locked filing
cabinets and password-protected electronic files.
(i) The Campaign
Assistant will release information about individual pledges and/or
contributions to members of the campaign organization only as specifically
authorized in writing by the General Chairperson.
2. Outside the Organization: Many of
the procedures outlined above will contribute to preventing the release of
this information outside the campaign organization. In addition:
(j) All pledge cards
and forms to accompany gifts will include a means for the donor to specify
anonymity.
(k) For tribute
gifts, the acknowledgement to the person honored (or his or her family, in
the case of a memorial gift) will include the name of the donor (unless he
or she has specified anonymity), but not the amount of the gift.
(l) The organization
will not sell or otherwise release for any purpose whatsoever the names of
its donors to any person or entity outside the organization other than the
CML Board of Trustees.
(m) The organization
will not release the name of a donor or the amount of a pledge or
contribution to any person or entity outside the organization, other than
the CML Board Treasurer and the CML Board of Trustees, without the prior
consent of that donor.
(i) Verbal
consent will be required for either of the following:
·
publication of the donor’s name as part of
a general recognition publication
·
cases in which permission may be sought to
reveal leadership pledges or gifts orally to other potential major donors in
order to help convince them to respond to the campaign at optimal levels
(ii) Written
consent will be required for any of the following:
·
press releases
·
solicitation letters or other materials
which include personal testimony
·
naming opportunities
·
special recognition displays
·
any case in which the pledge card or gift
card specifies anonymity.
March 7, 2008 Do you have a question? Please submit it to
Info@clappforcommunity.org |
Clapp
Memorial Library