Eshelman School of Pharmacy: Donor/Current or Previous Scholar Contact Policy

The objective of this Policy is to ensure that the Eshelman School of Pharmacy maintains appropriate privacy boundaries while facilitating beneficial interactions between donors and their scholars.

Unit Policy

Title

Eshelman School of Pharmacy: Policy on Donor/Current or Previous Scholar Contact

Introduction

Purpose

This policy's objective is to ensure we maintain appropriate privacy boundaries while facilitating beneficial interactions between donors and their scholars.

Scope

This policy is intended to support ESOP donors and scholarship recipients.  The Eshelman School or Pharmacy Scholarship Program Manager and Foundation Team should utilize this policy to promote appropriate interactions between donors and scholarship recipients. 

Policy

We ideally want to encourage positive Donor-Scholar interaction, but with approval from both parties. At no point should contact information from either party be shared with the other without express permission granted to do so.

The rules of engagement will vary, depending on who initiates the request for contact:

General Guidelines

1. Contact information from either party should never be given out without consent from the other party
2. Consent once does not imply consent always! We must obtain consent for each contact request, even if the same person is requesting to reach out to the same party.
3. Records of the contact request and approvals/refusals are appreciated to loop everyone in on what is/has taken place. Copying the scholarship mailbox at PharmDScholarships@unc.edu is a good way to do this. There is also a student communication Teams folder for the External Affairs team, which holds some of the students' scholarship-related communication that has taken place via email.
4. It is important to involve and inform the appropriate officers/colleagues to ensure everyone involved has been informed

Recipient to Donor Contact

1. The Scholarship Program Manager needs to confirm that the recipient received the mentioned scholarship
   1. Confirm that the recipient received the scholarship
   2. Confirm the scholarship name
   3. Confirm the scholarship year
   4. Reach out to the Development Officer
2. The Development Officer needs to review the donor information in Davie
   1. Look up prospect manager
   2. Contact the prospect manager and inform them of the recipient's request
   3. Review notes on general rules of contact for the donor
3. Engage the Development Officer to initiate contact and loop in the Scholarship Program Manager by copying the pharmacyscholarship@unc.edu email to continue with making the connection
4. The donor determines the way forward
   1. Approved contact by donor
      1. Proceed with connecting the recipient to the donor and share only approved information with the recipient.
      2. Document approval in Teams and Davie as necessary
   2. Refusal
      1. Follow the donor's instructions and do not connect the student with the donor. Inform the Development Officer and/or Prospect Manager to notate the account accordingly

Donor to Recipient Contact

1. Review the donor information in Davie
   1. Contact the prospect manager and/or development officer
2. Refer the case to the Scholarship Program Manager
   1. Confirm the scholarship received
   2. Initiate contact with the student to seek approval for donor contact. The student determines the way forward
      1. Approved contact by the student.
         1. Proceed to connect the donor with the student and provide only approved information.
         2. Document approval in Teams and Davie as is necessary
      2. Refusal
         1. Follow the student's instructions and do not make contact as requested
         2. Inform the donor's Development Officer and/or Prospect Manager to inform the donor

* Important to always inform the donor and the recipient to feel free to loop us back in if they feel uncomfortable with the interaction in any way.

Related Requirements

University Policies, Standards, and Procedures

• Gift Acceptance Policy
• Gifts Affecting the Curriculum Policy

Contact Information

Primary Contact

Name: Ty Cole, Chief Development Officer and President of the Foundation

Telephone: 919-966-1929

Email: wtycole@unc.edu

Other Contacts

Name: Emilyn Kamya, Scholarship Program  Manager

Email: ekamya@unc.edu