Prospect Research and Management Policy

The Prospect Management Policy established the roles and expectations of University representatives who manage relationships with prospects and donors. A transparent prospect management system is essential to the success of the University's fundraising efforts and can only be accomplished with the full participation of all staff across the University. 

The Prospect Manager, also known as the Primary Gift Officer, is responsible for managing the University's overall relationship with the prospect. Below, we will review the role and responsibilities of the Primary Gift Officer and the expectations for managing assigned prospects. 

Primary Gift Officer Role

As a Prospect Manager, the Primary Gift Officer is the main point of contact and responsible for coordinating and managing the prospect's interactions with Development and other key stakeholders across the University. The role of the Primary Gift Officer is to:

  • Establish a comprehensive University fundraising strategy in coordination with all key University stakeholders that considers multiple interests and all forms of giving (annual, major, and planned giving).
  • Manage and oversee fundraising strategy by keeping aware of and/or coordinating the timing of contacts and solicitations by colleagues, volunteers, University faculty or other staff.
  • Assess the prospect's inclination, affinity and overall philanthropic fit for the University. 
  • Identify, coordinate and implement strategic engagement opportunities between the prospect and the University.
  • Ensure that overall giving by the prospect is appropriately stewarded. 
  • Ensure that all prospect information in the database (Salesforce) is both accurate and up to date. This includes biographical information, planned solicitations, contact reports and any relevant information that are key in managing a long-term relationship with a prospect. 

Key Expectations in Actively Managing Prospects

To actively manage a prospect, the Primary Gift Officer is expected to conduct their work under the following expectations. These expectations are taken into consideration during the Primary Gift Officer's annual review process and are used in part to gauge performance. 

  • Contact or coordinate contact with an assigned prospect within 30 days of assignment.
    • Outreach must be entered into Salesforce as a contact report and may include a visit or an attempt to make a visit/contact.
  • Document all interactions/attempted interactions with an assigned prospect in Salesforce.
  • Document all future planned asks for an assigned prospect in Salesforce. 
  • Documented contact with an assigned prospect at least every 6 months. 

Secondary Manager

A Secondary Manager is a development officer or University representative that is considered as a key stakeholder in the overall relationship with the prospect, but not directly responsible for the active management of the prospect. Secondary Managers may include other development officers, Deans, or other key University staff interfacing with the prospect. 

Secondary Manager Role

The Secondary Manager must clear all outreach, engagement and solicitations with the Primary Gift Officer to ensure proper coordination with existing strategy and solicitation plans. The role of the Secondary Manager is to:

  • Partner with the Primary Gift Officer to build or enhance a comprehensive University strategy.
  • Assist Primary Gift Officer in management and oversight of fundraising strategy by keeping aware of and/or coordinating the timing of contacts and solicitations by colleagues, volunteers, University faculty or other staff.
  • Assist in ensuring that all prospect information in Salesforce is both accurate and up to date. 

When Would a Secondary Manager be Assigned? 

  • Prospects that are working with Gift Planning on a legacy gift.
  • Prospects that have more than one area of philanthropic interest at the University that requires coordination between different gift officers staffing those areas (i.e Law graduate also interested in Athletics). 
  • When the key relationship is held with a Dean or faculty member and they will be facilitating the engagement.

 Secondary Manager Assignments

Development Officers, Deans or University representatives wishing to be added as Secondary Manager to an existing assigned prospect Account must first consult with the current Primary Gift Officer. Following Primary Gift Officer's approval, this person may add their name to the Account team in Salesforce.