Gift Paperwork

1. Gift Receipt Form: Completed by donor or whoever receives the gift in CM office.   (See form #1. Also on shared drive: Shared\ill\manual\gifts\donor.inf -original to Donor upon receipt, if donor is present.  If donor is not present, place in CM   file only. -1copy in CM file 

2. Gift Information Form: Completed by CM office.    (See form#6. Also on shared drive: Shared\ill\manual\gifts\eval.doc) - For all gifts, regardless of value - original signed by CM librarian; sent to Director with gift evaluation, receipt form, inventory, draft of letter, and all other relevant correspondence and notes. AfterDirector reviews, keep original and send copies as follows:

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  •  a. Copy for "Donor" to the Donor

  •  b. Copy for "Office of Institutional Advancement" to Vice President of Institutional Advancement

  •  c. Copy for "Inventory" to CM librarian's file for quarterly inventory mailing. (It is sent to Albert Smith).

3.  Letter Thanking Donor: Completed by CM office.  (First time use Form#7a).  Use "Thank you again letters (Form#7b) for all gifts after the first received from the same donor.  Put the title of the work in the letter if only one title is donated.

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  • No letter from Director if value of gift is under $25.  Exception to this rule may be made by the Director.  For all gifts under $25, the only correspondence from UMBC to the donor will come from Institutional Advancement.

  • Original to Donor - Copy to Office of Institutional Advancement (Vice President's office)

  • Copy to CM files: the president and provost do not actually get a copy even though they are copied on letter.

Shared\ill\manual\cm\gifts\paperproc6/12/06 revised LS