Gift Acceptance Policy

Overview

The Society of American Archivist Foundation (SAAF), a non-profit organization organized under the laws of the State of Illinois and a 501(c)(3) organization under the Internal Revenue Code, promotes and supports the charitable and educational initiatives of its sole corporate member, the Society of American Archivists. This policy establishes a Gift Acceptance Committee and provides general guidance for accepting non-traditional gifts or donations made to SAAF to benefit any of its programs. 

SAAF Mission

SAAF is the nation’s leading source of nonprofit funding dedicated to the interests of archives and archivists. It raises money to provide resources to enhance the work and welfare of the archival community in all its diversity through research grants, scholarships, and recognition of excellence in the field.

General Guidance for Gift Acceptance

SAAF will solicit or accept unrestricted gifts and gifts for restricted programs and purposes, provided that such gifts and their donors are not inconsistent with the mission, values, and purposes of SAAF and the Society of American Archivists. SAAF reserves the right to refuse a gift, and it will not accept gifts that are too restrictive in purpose or that appear to require more cost than benefit.

SAAF accepts direct gifts of cash, in-kind goods, publicly traded securities, and gifts made by bequest or beneficiary designation. Certain types of non-traditional gifts, as defined in this policy, must be reviewed by the Gift Acceptance Committee prior to acceptance due to the special burdens or liabilities they may pose for SAAF.

When considering whether to accept gifts, SAAF will consider the following factors:

• Values—whether the acceptance of the gift compromises any of the core values of SAAF and its sole corporate member, the Society of American Archivists.
• Compatibility—whether there is compatibility between the intent of the donor and SAAF’s use of the gift.
• Public Relationships—whether acceptance of the gift may damage the reputation of SAAF or its sole corporate member, the Society of American Archivists.
• Primary Benefit—whether the primary benefit is to SAAF versus the donor.
• Consistency—whether acceptance of the gift is consistent with prior practice.
• Form of Gift—whether the gift is offered in a form that SAAF can use without incurring substantial expense or difficulty.
• Effect on Future Giving—whether the gift will encourage or discourage future gifts.

Other conditions of giving:

• Unrestricted gifts are preferred over restricted gifts.
• There is no minimum gift amount for donations by cash, credit card, or check.
• All checks shall be made payable to “Society of American Archivists Foundation”.
• All securities will be sold immediately upon receipt into SAAF’s account.
• Associated expenses of gifts made to SAAF are to be borne by the donor.

Gift Acceptance Committee

A Gift Acceptance Committee is established and shall be composed of the following members:

• President, Society of American Archivists Foundation
• Vice President, Society of American Archivists Foundation
• Chair, Development Committee, Society of American Archivists Foundation
• President, Society of American Archivists
• Vice President/President-Elect, Society of American Archivists
• Treasurer, Society of American Archivists
• Executive Director, Society of American Archivists & Ex Officio SAAF Board Member

The Gift Acceptance Committee shall be responsible for determining whether to solicit, accept, or reject all non-traditional gifts from external sources, defined as:

• publicly traded securities,
• U.S. bonds,
• cash, personal property, or in-kind contributions valued over $25,000,
• any other type of non-cash gifts,
• gifts of any type or size that are restricted or structured in such a way as to place administrative or legal burdens on the SAAF or the Society of American Archivists, and
• gifts from donors or sources (particularly corporate entities) that may not align with the core mission, values, and purposes of SAAF or the Society of American Archivists.

The SAAF Board President and the Executive Director of the Society of American Archivists are designated as the two members of the Gift Acceptance Committee authorized, jointly or separately, to represent the Gift Acceptance Committee and the SAAF Board when soliciting non-traditional donations or negotiating with donors of non-traditional gifts as defined by this policy.

The Gift Acceptance Committee is authorized to collaborate with the Executive Director and staff of the Society of American Archivists to develop procedures for the receipt and administration of gifts and donations to SAAF.

Approval

 SAA Foundation’s Board has approved this Gift Acceptance Policy of Directors. The Board will regularly review and must approve any changes to or deviations from this policy.