DONATIONS MANAGEMENT TRAINING DISTRICT OF COLUMBIA PUBLIC SCHOOLS

DONATIONS MANAGEMENT TRAINING DISTRICT OF COLUMBIA PUBLIC SCHOOLS (DCPS) Prepared by Guy Marcel, Donations Manager 1

OPGS: CORE FUNCTIONS 1. Grant and Resource Development Support 2. Capacity Building 3. Collaboration and Partnership Building 4. Donations Solicitation Oversight and Management

Why are you required to take complete training? As the DCPS Business Manager, your role is to: 1. Ensure your school adheres to donation policies 2. Share this information with your front office and any other school staff who receive/process donations for your school. Note—If there are others on your staff who process donations and/or would benefit from this training, you will be able to submit their names. The goal is to ensure the right people know the laws & the simple steps they require. 3

Training Objectives DCPS Business Managers will Understand why donation reporting is required for all DC agencies Know the key policies & procedures required with donations Have all of the information needed to manage donations for their school Have better understanding of solicitation 4

DONATIONS POLICIES 1. Schools may not solicit, accept, or use donated funds, services or property without prior approval by OPGS 2. Donations must be used for an authorized purpose of the school 3. Financial donations must be deposited in the Private Donation Funds 8450 (ACFO approves Budget Authority-Funds carry over) 4. Donations contracts or grants 5. No quid pro quo can exist 6. Donations bona fide contributions 7. Donation of cash is prohibited 5

Benefits of the process It protects us- the Mayor, the schools, principals and all DCPS staff from potential conflicts of interest Avoids public scandals and mismanagement of donations Augments the school’s resources--both in-kind and financial, which support programs and services Eases donor concerns--provides accountability and transparency to the donors Financial donations rollover from one Fiscal Year to another Allows schools to highlight their work and their engagement with the community 6

Impact of Approved FY 2017 Donations: FY 2018 Quarterly Breakdown OPGS 7

DONATION STATISTICS FROM FY15 TO FY18 OPGS 8

TOP FIVE RECIPIENTS FY 2017 25,000,000.00 21,596,234.00 Total Receipt 20,000,000.00 15,000,000.00 10,000,000.00 5,000,000.00 0.00 DCPS 1,034,400.00 695,000.00 585,000.00 465,000.00 OSSE OAG DGS MPD Agency/Office DCPS continues to be the largest recipient among DC Agencies that receive donations approved by OPGS ( 21, 535,138.61), representing approximately 78% of all the donations received FY 2017. OSSE is still in the top 5. OAG, DGS, and MPD entered the top five in 2017. OPGS 9

HIGHLIGHT DONATION FY 2017 DC Public Education Fund supported a select set of school's high-impact programs. These programs primarily fall under three reform areas: Excellent Teachers and Leaders, Engaged Students and Families, and Innovative Classrooms and Schools. Estimated value of donations for FY2017: 10,157,492.00 . OPGS 10

HIGHLIGHT DONATIONS FY 2017 The DC Police Foundation sponsored a variety of activities designed to reduce recidivism, promote positive and responsible decision making and enhance social skills through team building and community service projects in an effort to reduce youth violence. Estimated Value of donations for FY 2017: 309,000.00 OPGS 11

DONATION APPROVAL PROCESS: Only three steps: Step 1: Online Application: Agency prepares and submits an Application to Approve Donation (AAD) on Quickbase Step 2: Legal Review MOLC reviews your application for the legal sufficiency OPGS Step 3: Donation Agreement Agency fill out and sign the donation agreement form. Then have it signed by the donor and OPGS 12

DONATION APPROVAL PROCESS: Step-by-Step (over 500 value) Process takes up to 7 business days to get approval and process donation. Text in red documents/tools to which you’ll need access in order to process donations; links are at end of the presentation. Step Action Part 1: OPGS determines if DCPS can legally accept donation 1 School & donor confirm School has donor read and approve the Mayor’s there is no conflict of Memorandum Note- If Donor has a conflict of interest, the school should interest include that information in the next step 2 DCPS seeks OPGS approval 3 OPGS ensures legal sufficiency School submits donation request via QuickBase application. Note-there is a separate 15 min training video on youtube on how to submit an application on Quickbaseopgs.dc.gov/youtube OPGS works with MOLC to review your QuickBase submission to ensure legal sufficiency etc. 13

DONATION APPROVAL PROCESS: Step-by-Step Step 4 5 6 Action Part 2: DCPS submits donation form to OPGS for formal processing OPGS gives DCPS approval to OPGS will email the school, giving approval to process the donation accept the donation. School complete & sign the Donation Agreement form and have it signed by the donor School sends form and photocopy of the check to [email protected] Once the agreement is signed by OPGS, school can then accept and use the donation Part 3: OPGS sends thank you letter to donors and publishes quarterly reports OPGS publishes quarterly At the end of each Quarter, OPGS will send reports & sends thank you to donors thank you letters. donor School & donor complete Donation Agreement Form 14

Donation Agreement Form - Step 5 on previous slides - Schools use this form after OPGS has ensured there is legal sufficiency - The school and donor will need to sign and email it to [email protected] 15

Unsolicited Donations under 500.00 How does this process work? There is a “Drop-Off Form” all schools should keep in their front office. * Copies of this form are available at http://opgs.dc.gov/node/321362 Process: Donations under 500 1. Complete the Drop Off Form—donor and school representative must sign form. 2. Send Form (and when applicable, copy of the check) to the donations manager at [email protected]. 16

Donation form for less than 500 value Tips: 1. Keep copies of this form in your front office 2. Create a folder in your front office where staff can keep signed forms 3. Identify 1 point of contact at school who will submit signed forms to [email protected] 17

FINANCIAL DONATIONS All financial donations must be deposited in the 8450 Private Donations Fund. All checks must be made out to the DC Treasury. In order to process the check, an executed Donation Agreement or a signed drop off donation is required. No Donation Agreement No Spending. 18

PROCESSING OF CHECKS Send photocopy of check and Donation Agreement to Donations Manager at [email protected] Once the agreement is signed by OPGS, school can process the check. Contact [email protected] Forward check to: District of Columbia Public Schools Office of the Chief Financial Officer Attention: Accounting Dept. – 11th Floor 1200 1st Street, NE Washington, DC 20002 19

FOREIGN DONATIONS Foreign donations are donations coming from a foreign source or donation covering international travel expenses. Agency must get the Mayor’s Chief of Staff approval (contact Erika Satterlee at [email protected]) before going through OPGS’ approval process. OPGS 20

FACILITY DONATIONS Any donated item that needs to be plugged in (excluding computers) or nailed down needs to undergo an additional approval process. Examples include washers/dryers, fences, greenhouses, lighting, and more. DCPS and DGS must approve a conceptual plan twice; once early on for feasibility, and again after all the construction details have been finalized. The Facilities Team manages the approval process. You can contact Sally Parker [email protected] 21

Solicitation Direct solicitation occurs when a DCPS employee makes a direct ask to a specific donor (i.e. an individual or corporation). o For example, a school may send a letter to a specific restaurant seeking a donation of pizzas for a back-to-school event. Indirect solicitation occurs when a DCPS employee asks multiple potential donors for donation support. o For example, a school may send a letter to multiple restaurants seeking a donation of pizzas for a back-to-school event and thus because it went to multiple potential donors. 22

Online Solicitation The Mayor’s Fund to Advance DC is an OPGSapproved online donation platform, which means all donations made through this portal are automatically approved by OPGS. DonorsChoose is a pre-approved online donation platform for DCPS employees, which means all donations made through this portal are automatically approved by OPGS. 23

Best Practices If applicable, train the front office staff to know the key policies and procedures for accepting donations Financial donations can take more times to process; when appropriate, encourage in-kind donations Drop off donations under 500 do not need an online application—have copies of the “drop off donation form” available in the main office 24

Key Contacts for the Donations Process Name Guy Marcel Ayris Scales Gregory Evans Leslie West Rold Louis Najla Husseini Donna McKenzie Sally Parker Title Agency Phone Number Donations Manager OPGS 727-7977 Director OPGS 727-8901 Assistant Director MOLC Accountant OCFO 442-5296 Coordinator, Volunteers and Donations DCPS 671-3029 Division School Partnership DCPS 731-4715 Revenue Collections Manager OFT 727-0805 Environmental Specialist OCOO674-2217 727 8038 Please visit OPGS’ website at www.opgs.dc.gov or email [email protected] for more details. 25