Endowment Stewardship & Development Annual Cycle

Annual Cycle

Task

Task Description

May 15 – June 10

1

Department undergraduate scholarship committee meets. The department’s stewardship coordinator should facilitate the meeting – effectively integrating the Endowment Management System and STAARS. The committee should have electronic access to both systems – use a LCD projector. Refer to spreadsheet example.

June 15

2

All student awards shall be posted.

June 30

3

All student awardees shall be notified by letter and in addition to the letter

you’re encouraged to notify the student via email. Include in the letter the Sample Thank Your Letter Outline and attach it to the email.

If the stewardship letter announces the awarding of undergraduate support, a

copy shall be forwarded to the Office of Undergraduate Studies.

If the stewardship letter announces the awarding of graduate support, a copy

shall be forwarded to the Office of Graduate Studies and Research.

4

Stewardship letters to donor or donor representative FOR ALL

ENDOWMENTS shall be completed and mailed and copies forwarded to the

College of Engineering Office of University Development.

If the stewardship letter is regarding an undergraduate support endowment a

copy shall be forwarded to the Office of Undergraduate Studies.

If the stewardship letter is regarding a graduate support endowment a copy

shall be forwarded to the Office of Graduate Studies and Research.

September 15

5

Verify status of undergraduate student thank you letters and follow up as is necessary.

September 30

6

All undergraduate student thank you letters shall be accounted for.

October 1

7

Review ALL endowment sources for unspent income and award unspent scholarship and fellowship income. If you are awarding an endowment for the first time in the cycle (i.e. graduate support), repeat tasks 3 and 4.

October 15

8

All student awards shall be posted.

Fellowship awards shall be posted.

November 30

9

All graduate student thank you letters shall be accounted for.

February 1

10

Review ALL endowment sources for unspent income and award unspent scholarship and fellowship income. If you are awarding an endowment for the first time in the cycle, repeat tasks 3 and 4.

February 15

11

All student awards shall be posted.

Cycle Repeats