Page last reviewed on 12/3/2024. Pages are reviewed annually.
Impact reporting for current use or term scholarship and fellowship funds should reflect the impact of the entire fund, not an individual gift amount. (If an individual gift requires specific financial reporting, that is technically a grant.)
Donors who give to current use/term funds are generally only stewarded in those fiscal years their gift is used. After that, outreach depends on the needs of the relationship.
| ACTIVITY | OWNER | TIMING & DETAILS |
| Gift Receipt | Gift Services |
All donors to the University receive a receipt verifying the tax-deductibility of their gift. Gift receipts include:
Notable exceptions: if a gift is made from a Donor Advised Fund (DAF), the gift receipt is issued to the DAF as the legal donor, not the donor who may have directed the gift. In addition, receipts for planned or estate gifts are sent by the Planned Giving team rather than Gift Services. |
| Gift Acknowledgments | CAS Advancement Services & Administering Unit |
Issued when the pledge is made and/or gifts and payments are received. Acknowledgments are sent weekly on behalf of the Dean of the College of Arts & Sciences. Departments and centers should also send their own acknowledgments on a regular basis (at least quarterly; preferably monthly.) |
| Quarterly Stewardship Email | CAS Advancement Services |
Each quarter, donors to the College of Arts & Sciences receive an electronic newsletter with stories from the College and opportunities to engage further through events. This audience includes donors from the last 18 months as well as members of the Henry Suzzallo Society. |
| Department Newsletters | Administering Unit | Sent by most departments at least annually (and up to quarterly) with assistance from the Digital Production Team. This is a perfect vehicle for communicating broad-based stewardship and stories of impact to a wide audience of donors, alumni and friends, as well as for alerting constituents to upcoming events and opportunities to engage. |
| Annual Stewardship Communication | Administering Unit |
Departments and centers should send annual communications to announce student awardees and provide an overview of the fund usage. These communications can also include messages from the student awardee if available/appropriate (using the Beneficiary Portal tool can help streamline this process.) If a student fund won't be used/awarded in a year, someone from the department/center should work with their unit's Gift Officer to communicate with the donors and stewardees regarding why it won't be used and when it will be awarded again. |
| Annual Report to Contributors | University Advancement | Published each year in November, the annual Report to Contributors contains a snapshot of the impact philanthropy has on the University of Washington and those we serve. |
| Annual Tax Receipts | University Advancement | Each January/February the University reminds donors that they can easily download an annual tax receipt by logging in to My UW Giving. |
| Special Acknowledgments | Annual Philanthropy & CAS Advancement Services |
Special recognition for first-time donors, holiday messages and fiscal-year-end thank yous are often sent to donors by the central Annual Philanthropy team. CAS Advancement Services sends special acknowledgments to Arts & Sciences donors in the summer after making their first gift to the College, or if a donor is a recurring/sustaining donor through a mechanism such as a payroll pledge, Combined Fund Drive, Benevity, etc. |