Sample Memo for Staff

Purpose

The purpose of the National Resource Identification screening program is to identify new potential major gift ($25,000+) donors to the Institution and provide additional information on the financial capacity of donors and donor prospects who are already known to the institution.

The information, provided systematically by peers via silent peer screening sessions, will provide a starting point for determining an individual cultivation/solicitation strategy.

Procedure

• Following a "screening", all completed booklets will be promptly returned to the Director of Research for data input. The contents of the individual screening booklets is highly confidential information and will be handled accordingly.
   

• The data will be input in a separate database and the results will be compiled within two weeks of the screening session. Additional profile information (besides capacity ratings) will be archived in the Alumni Development database.
   

• The Director of Research will be responsible for the generation of three reports following data input:
  
  - A statistical report on the number of ratings and ranges which will be made available to session hosts and others, as appropriate.
  
  - A list of all prospects rated, with dollar capacity ratings and ranges (excluding the names of the raters and any comments) to be available, in hard copy for perusal by development staff in the research office.
  
  - A complete report (with names of raters and comments) to be maintained in confidential files by the Director of Research and Research staff for use in referring prospects to development staff for further qualification.
   

• Research will conduct preliminary research on all prospects who have an average (more 2+ ratings) rating of $25,0000+ from the screening program.
  
  These prospects will be referred within 3 weeks of the screening to development staff for qualification. The prospects that have been further qualified through personal visit by development staff will then be submitted to the Prospect Evaluation Group (PEG) Committee for assignment to specific program units of central development staff.

All analysis of raw "screening" data will be conducted solely, and confidentially by the Research department.