Alumni and College Relations Policies

The Office of Alumni and College Relations is responsible for fundraising efforts on behalf of Berea College. Below are policies for donors, gifts, employees, and students.

PHILANTHROPY is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To assure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the not-for-profit organizations and causes they are asked to support, we declare that all donors have these rights:

A Donor Bill of Rights

  1. To be informed of the organization’s mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.
  2. To be informed of the identity of those serving on the organization’s governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.
  3. To have access to the organization’s most recent financial statements.
  4. To be assured their gifts will be used for the purposes for which they were given.
  5. To receive appropriate acknowledgment and recognition.
  6. To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by law.
  7. To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.
  8. To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors.
  9. To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.
  10. To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

Developed by:

Association of Fundraising Professionals (AFP)
Association for Healthcare Philanthropy (AHP)
Council for Advancement and Support of Education (CASE)
Giving Institute: Leading Consultants to Non-Profits

Disclosure and Dissemination of Constituent Information

The Office of Alumni and College Relations is the custodian of current information about Berea College alumni and friends. Information about alumni and friends is collected and maintained to support our mission to increase student and alumni and friend affinity and to foster connectedness to Berea College. We treat what is known about our constituents confidentially. Any sharing of constituent information can only occur according to the provisions found within this policy.

We receive many requests for information about other alumni, and sometimes for friends, including but not limited to names, addresses, and other contact information. Requestors may include internal academic and administrative units as well as Berea-recognized organizations and activities (e.g., Berea College Alumni Association and its chapters and affinity groups) and other alumni.


The Office of Alumni and College Relations seeks to protect the privacy of its alumni and friends, and thus, endeavors to safeguard the use of information in its custody. To that end, the Office of Alumni and College Relations provides constituent information to requestors only under the conditions outlined in this policy.

Information Disclosed

Alumni Relations generally will disclose alumni information that is published in institution-sponsored publications, or posted on Berea College’s web sites, and approved by the Vice President for Alumni and College Relations. Such information is defined as the following:

  1. Name
  2. Home address and e-mail address (no telephone numbers)
  3. Dates of attendance; majors, degrees
  4. Such additional information as may be approved, in writing, by the Vice President for Alumni and College Relations.

Alumni may request that some or all of their constituent information not be released. Requests must be in writing and sent to the Office of Alumni Relations.

Information related to friends may be disclosed to direct mail companies. In such cases, only name and address are provided. Friends of Berea College may request that some or all of their constituent information not be released within legal boundaries.

Information may be disclosed to help us better serve alumni and friends. For instance, we may use information and disclose it to others, in order to:

  • Perform research
  • Confirm or correct what is known
  • Process data for the College
  • Audit our records
  • Help to comply with the law

By law, Berea College is not required to let constituents know of such disclosures.

Requestors and Purposes/Alumni

Alumni information will be disclosed only to valid requestors and only for specific intended uses associated with institutional purposes.

Valid requestors include

  1. Representatives of internal academic and administrative;
  2. Berea-recognized organizations and activities; and
  3. Berea College alumni.

Alumni Relations reserves the right to require documentation of recognition, as well as documentation of the requestor’s appointment or election to represent the organization.

Requesters will clearly stipulate intended use of the requested information. Alumni Relations will provide constituent information only for institutional purposes.

Information provided may be used only for the specific and approved use and may not be used for commercial or political purposes. Requestors may not forward the information provided.


Requests for Contact Information of Berea College Alumni

  1. Only e-mail addresses and/or home mailing addresses are released (telephone numbers are not released).
  2. If a request is made from an unauthorized requestor not listed in C(1) of this document, the alumnus whose information was requested will be notified and given the option to respond to the requestor directly or to authorize the Office of Alumni Relations to release personal contact information to the requestor.
  3. Information on an alumnus who is coded as confidential in Banner will not be released under any circumstances.
  4. Information about current students will not be released.

Requests for Address Lists

  1. A hard or electronic copy of the intended correspondence must be submitted to the Alumni Director for prior approval.
  2. Solicitations of any kind are not permitted without prior approval from the Office of Alumni Relations.
  3. Address labels are printed internally by the Alumni Association.
  4. Reproduction of the labels and/or list is not permitted.

Requests for E-mail Lists

  1. A hard or electronic copy of the intended correspondence must be submitted to the Alumni Director for prior approval.
  2. Solicitations of any kind are not permitted without prior approval from the Office of Alumni Relations.
  3. Mass e-mail lists with no parameters are not released.
  4. Requests for e-mail lists are only approved if the individual making the request can identify a specific interest group.

Philanthropy Protection Act of 1995

This information is provided to you in accordance with the requirements of the Philanthropy Protection Act of 1995.

Berea College is located in Berea, Kentucky and was founded in 1855. The College is an independent liberal arts institution accredited by the Southern Association of Colleges and Universities and is organized as a Kentucky non-profit corporation. Responsibility for governing the College is vested in a self-perpetuating Board of Trustees comprised of not more than 37 persons drawn from diverse backgrounds and experiences from across the United States.

The College may consider accepting gifts of tangible personal property, including but not limited to works of art, manuscripts, literary works, boats, motor vehicles, and computer hardware only after a thorough review to include the Division Vice President. The College will adhere to IRS guidelines for gifts of tangible personal property. Donors are advised to seek their own professional legal, tax, and financial counsel, and adhere to IRS guidelines regarding gifts of tangible personal property.
Any gift of tangible personal property must meet the following criteria:

1. The gift should be readily marketable or should be needed by the College for purposes consistent with its tax exempt purpose;
2. The gift should not impose an ongoing financial burden on the College;
3. The gift should not impose any other burden on the College (e.g., a piece of equipment, books, etc. that obligates the College to create additional space, etc.).

In most cases, gifts-in-kind are received and accepted by the department for which the gift is intended only after approval by the Division Vice President and in consultation with the Office for Alumni and College Relations. The department should complete a Gift-in-Kind Form and send it to Advancement Services in the Office for Alumni and College Relations. The gift is recorded at the value provided by the donor, so long as the value does not exceed its fair market value. The College does not independently value any gift-in-kind. Gift-in-Kind valued $5,000 or more must be approved by the Administrative Committee.

The department should determine if the donor wishes the College to use or display the gift and should clarify if/how the College may dispose of the gift should it wish to do so. Prospective donors should be advised that the College reserves the right to sell or otherwise dispose of the gift if such action is financially advisable or necessary and if there is no formal agreement with the donor to the contrary.

Any gift that is to be sold or otherwise disposed should be referred to the Vice President for Alumni and College Relations. Any gift-in-kind about which there is a question of acceptability must be referred to the Gift Acceptance Committee. If the College intends to sell the gift immediately, the donor must be informed of IRS rules that may limit the amount of the charitable deduction to the donor’s cost basis. Gift credit for a gift-in-kind cannot be given until there is physical delivery and authorized acceptance of the gift-in-kind.

Solicitation of Funds

Berea conducts an extensive and continuous program of fund-raising. To maintain the coherence and effectiveness of these efforts, all fund-raising activities are centralized and coordinated in the Office of the Vice President for Alumni and College Relations. This is done to prevent an awkward situation in which two college representatives approach the same individual, foundation, or other donor and, in effect,
begin to compete for a gift.

The development effort seeks to take full advantage of the ideas and contacts of faculty members. Suggestions are welcome and active participation in useful ways encouraged. Faculty are strongly urged, however, not to approach potential donors or engage in other fund-raising activities without first conferring with appropriate persons in the College Relation’s Office.

Solicitation and Distribution of Literature

In the interest of maintaining a proper business and educational environment and preventing interference with work and inconvenience to others, employees may not distribute literature or printed materials of any kind, sell merchandise, solicit financial contributions, or solicit for any other cause during working time. Employees who are not on working time (e.g., those on lunch hour or breaks) may not solicit employees who are on working time for any cause or distribute literature of any kind to them. Furthermore, employees may not distribute literature or printed material of any kind in working areas at any time.

Non-employees are prohibited from distributing material or soliciting employees on College premises at any time.

The College does support and endorse periodic fund-raising efforts for the United Way, Berea College and Habitat for Humanity. Any such fund-raising must be specifically approved by the President of the College or designated member of the Administrative Committee.

Organizations wishing to solicit off-campus companies for material donations (e.g. prizes or materials for programs) must coordinate these activities with the Student Life Department. Currently, tickets for campus-wide events can be sold to faculty, staff, and community members. A Fundraising Form must be completed and submitted to the Student Life office at least two weeks prior to the planned start of solicitation. Organizations cannot solicit companies for monetary donations or corporate sponsorship. The exclusive right of a single sponsor to be the sole supporter of any student organization or organizational program is absolutely prohibited.

• Organizations may hold fundraisers throughout the year on a cash-only basis. Fundraising Application can be found on the Student Life Website.
• Upon completion of a fundraiser, the organization must submit a Fundraising report within ten (10) days of the event closing to the Student Life department. The report must include a deposit slip from the cashier’s window located in Lincoln Hall.
• Each organization is responsible for maintaining a detailed financial and program record.
• End of the year reports to must be submitted to the Campus Life department by May 15th. If reports are not submitted by the deadline then the organization will be listed on the inactive file.