Manual of Policies and Procedures

I/4.2 Advancement Committee charter

Contact Officer

Director, Governance and Legal Services

Approval Date

17/12/2018

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/12/2020

4.2.1 Purpose
4.2.2 Accountability
4.2.3 Responsibilities
4.2.4 Membership
4.2.5 Meeting frequency
4.2.6 Reporting
4.2.7 Procedures
4.2.8 Secretariat
Modification History

4.2.1 Purpose

The Advancement Committee provides strategic advice to assist the University to oversee and administer philanthropic funds donated to QUT.

The Committee ensures that the acceptance and use of any gift, bequest or pledge (“gift”) is appropriate, considers donor recognition policy and procedures, supports the objectives of existing endowment funds and advisory groups associated with philanthropy programs, and oversees the University’s stewardship of endowments.

The focus of the Committee will be on endowments and gifts of $150,000 and above.

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4.2.2 Accountability

The Advancement Committee is a management committee accountable to the Vice-Chancellor and President.

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4.2.3 Responsibilities

The Advancement Committee undertakes the following functions and responsibilities:

Oversight of the philanthropic framework

  • oversees University philanthropy practices and policies, ensuring compliance with the wishes of donors
  • reports annually, or as required, to the Vice-Chancellor and President on the management of philanthropic endowments at the University.

Gift acceptance

  • provides advice to the Vice-Chancellor and President on an appropriate gift acceptance and review framework that aligns with the University’s objectives, including for donations of art above the threshold limit set out in I/4.2.1, or as referred by the Executive Director, QUT Precincts
  • provides advice to the Vice-Chancellor and President on donor recognition opportunities, including naming options for facilities, programs and scholarships
  • upon referral from the Vice-President (Business Development) or from the Executive Director, Advancement, reviews any proposed gift where there may be conflict with the University’s objectives and/or social responsibilities, taking into account all available information and the best interest of the University, and makes a recommendation whether to accept or decline the gift in question
  • reviews any concern raised about a gift that has already been accepted by the University and decides whether it is appropriate to retain the existing gift, return the gift to the donor (where possible at law) or take any other action in relation to the gift.

Gift management

  • considers any matters referred by the Vice-Chancellor and President relating to gifts and endowments and provide advice to the Vice-Chancellor as required
  • recommends to the Vice-Chancellor and President all proposals for the establishment of any new endowments above $150,000 or the establishment of international foundations
  • provides advice on any changes or amendments for purposes of gift statements, and any matters relating to bequest and donor management.

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4.2.4 Membership

  • Provost ex officio as Chair
  • One Deputy Vice-Chancellor or Vice-President nominated by the Vice-Chancellor and President
  • Two external members with relevant expertise in fundraising and/or philanthropy nominated by the Vice-Chancellor and President
  • An executive dean of a faculty nominated by the Vice-Chancellor and President, with representation on a rotational basis alternating between faculties.

The Vice-President (Business Development) and the Executive Director, Advancement, attend with rights of audience and debate.

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4.2.5 Meeting frequency

The Advancement Committee meets at least two times a year or as required.

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4.2.6 Reporting

The Advancement Committee will provide a written report on the outcomes of each meeting to the Vice-Chancellor and President.

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4.2.7 Procedures

The Advancement Committee operates in accordance with Council Procedure 1 – Committees.

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4.2.8 Secretariat

A nominee of the Vice-President (Administration) and University Registrar is secretary.

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Modification History

Date

Sections

Source

Details

07.01.19 I/4.2.4 Vice-Chancellor and President Revised membership
17.12.18 All Vice-Chancellor and President

New Advancement Committee established

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