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Other In-Kind Donations Procedure - 61.05.06

College Policy Number/Title:

All in-kind donations to Howard Community College (HCC) must be directed through the Howard Community College Educational Foundation, Inc. (HCCEF) in consultation with the executive director of the foundation.  In-kind donations include but are not limited to equipment, objects, products, or services that will enhance the operations of the college or its mission and goals.  Prior to the acceptance of an in-kind donation, the following should be considered:  any potential liability; any appearance of a conflict of interest; the cost of altering, operating, or maintaining a gift; the clarity of title; and the usefulness and condition of the gift.  In-kind donations may be subject to approval by the appropriate dean or designee and area vice president/president based on need. Not all donations may be accepted.

Donor Responsibilities

It is the donor’s responsibility to obtain and submit a valuation along with associated documentation or condition reports to the HCCEF. Gift in-kind forms are available from the development office to serve this purpose. For in-kind donations with an estimated value under $5,000, the donor's estimate is acceptable.  For in-kind donations with an estimated value of $5,000 and over, an independent written appraisal providing valuation information must be provided to the executive director of the HCCEF.  Any cost incurred for valuations is covered by the donor.

When an approved in-kind donation is an object, the object must be accompanied by gift in-kind form, and when applicable an appropriate written confirmation of title transfer.  The title should be obtained free and clear without restrictions as to use, accession or future disposition, or encumbered by conditions set by the donor.

College Responsibilities

The college reserves the right to obtain its own appraisal of a donation.  The cost of an appraisal obtained by the college is the responsibility of the college.

A copy of the gift in-kind form and a formal acknowledgment letter will be sent to the donor from the HCCEF and will operate as an official receipt for the donor’s purposes.  These documents will set forth an adequate description of the in-kind donation, and, if applicable, its condition.

For an in-kind donation valued at $5,000 and over, letters of gratitude to the donor will be sent to the donor by the college president and by the board chair, with a copy to the HCCEF office.

When an in-kind donation is received that is an object from a donor who has received a tax deduction, the object will be retained by the college for the period specified by current rulings of the Internal Revenue Service before deaccessioning is considered. In-kind donations of objects will be insured in accordance with appraised or estimated value.  Ongoing maintenance and care of the in-kind donation that is an object, if appropriate, will occur.

Effective Date:   12/11/15

President's Office Use:  PRES

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