UD7600: University Development – Donor and Alumni Engagement

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Schedule Number


Primary Title

Donor and Alumni Engagement 

Office of Primary Responsibility

UBCV: Development and Alumni Engagement; Alumni Relations and Development, Asia 

UBCO: Development and Alumni Engagement; Office of the Provost; VP Academic (Academic Integrity Hub)


Records supporting the strategic management of constituents, alumni engagement, fundraising efforts Includes donation administration, stewardship, fundraising activities, and alumni engagements. See secondaries for more details. 

  • For donor related events see CE2000: Ceremonies, Events and Conferences
  • For donor and alumni publications and podcasts see AD1000: Administration – Communications and Marketing 

Vital: Yes

PIB: Yes


BoG Policy FM6: Fundraising and Acceptance of Donations 

BoG Policy 115: Gifts 

BoG Policy UP11: Deaccessioning Policy   

Date Approved: 20220729

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition


Policies and Procedures  

EV+5Y, FR    

EV=Date superseded or obsolete   

FR=UA will fully retain records from this series  



EV+5Y, D  

EV=Date superseded or obsolete   


Alumni Engagement 

Records relating to the programs aim to engage alumni in non-financial ways. Alumni could participate as volunteers, mentor, guest speakers, and contributor’s experience. 

FY+15Y, SR 

SR=UA will retain summary and strategy information 


Constituents Management 

Records relating to the activities that aim to cultivate relationships and/or solicit gifts or engagement with the constituents. Constituents are individuals and corporate donors and prospects, who may or may not be UBC alumni. Records include prospect research, unassigned prospects profiles, constituents’ profiles, substantial correspondences, and documentations regarding the donations/gifts (e.g. proposal, case for support, gift agreements), donor-specific stewardship materials (e.g. Stewardship report, donor recognition), meetings documentations.


EV=At end of active relationship with constituent plus five years move to Inactive Donor Files 


Donation Administration 

Records supporting the financial processing of donations and pledges. Records include Donation Remittance packages, PG and New Designation Requests, documents relating to the following up on outstanding pledges, relevant reports etc. 

FY+7Y, D 


Endowment Management  

Records related to the management of Endowment funds, including the legal documentation of Endowment funds, reports on financial status of the Endowment funds. The actual funds make up part of the UBC Endowment Fund that is held by Investment Management Trust Inc. 

FY+15Y, SR 

SR=UA will retain summary and strategy information 



Records relating to the fundraising projects that are developed in partnership with Schools/Departments/Units. Records includes profiles of partnering units, case for supports, proposals, project management documentations, etc. 

Also includes Fundraising resources that should be culled when no longer current.

EV+15Y, SR 

EV=At project end 

SR=UA will selectively retain fundraising records 


Gifts and Estates 

Includes Gifts in Kind, Estate Gifts.

FY+15Y, SR 


Stewardship Program 

Records relating to the stewardship activities targeting collective groups of donors, including annual stewardship strategies, data and drafts of monthly donor acknowledgements, Endowment Summary Report (ESR), and mass stewardship projects (e.g. stewardship videos, care-calls…etc.).   

FY+15Y, SR 

SR=UA will selectively retain records from this series such as Summary Reports 


Inactive Donor Files 

CY+15Y, D 



EV+15Y, D 



FY+15Y, SR 

SR=UA will selectively retain records from this series

Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year