DONOR FUNDED CONSTRUCTION PROJECT POLICY - Purpose & Scope, Definitions and Approval Steps

Sep 1, 2026

Donor Funded Construction Project Policy sets out required procedures for managing construction projects containing gift-funded components to ensure proper oversight, adequate funding, and aligned expectations for donors. The policy limits scope to capital projects with a gift component and requires written University President approval for any exceptions. It defines gifts and Project Sponsor responsibilities, mandates CSU and Cal Poly approvals, and describes pre-solicitation requirements, including a donor funded concept request and feasibility analyses covering program alignment, business case, financial risks, site alternatives, and fundraising feasibility.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages5

Reading Time2 min

AccessFree to download

PURPOSE & SCOPE

DEFINITIONS

POLICY STATEMENT

Prior to Soliciting Gifts

Funding Sources and Determinations

campus administrative Policy chapter 300: ADMINISTRATION AND FINANCE Building Planning, Design and Construction DONOR FUNDED CONSTRUCTION PROJECT POLICY PURPOSE & SCOPE This Policy outlines the required steps to ensure that construction projects with gift-funded components (Donor Funded Projects) are properly managed, adequately funded, appropriately guide the expectations of donors, and ultimately reduce financial risk to the Project Sponsor and Cal Poly. Any exceptions to this Policy must be approved in writing by the University President. Donor Funded Projects are developed in support of Cal Poly’s institutional priorities. They are conceived to support the mission of Cal Poly by providing a physical campus environment that fosters excellence, creativity, and a sense of community. Donor Funded Projects include major capital and minor capital projects as defined in the Cal Poly “Construction Project Approval Policy” (CPAP). Donor Funded Projects may be funded through a combination of State and federal funds, unrestricted campus funds, external debt financing, and donor funds. Cal Poly’s approval and commencement of capital projects depend on the availability of such funding sources and the impact such funding sources may have on Cal Poly’s financial condition. Funding sources provided through gifts to Cal Poly are an essential component of supporting needed capital investment and all academic and administrative leadership are encouraged to seek opportunities for gift support of such projects where appropriate. The purpose of this Policy is to provide guidance for construction projects funded in whole or in part by gifts. Capital projects that do not include a Gift funded component are not within the scope of this Policy. DEFINITIONS For the purposes of this Policy: Gifts refer to liquid assets including but not limited to cash, real estate, and securities. This excludes in-kind gifts, bequest intentions, and other revocable arrangements. Project Sponsor refers to the Associate Vice President, Dean, University Librarian, or Athletic Director who will be sponsoring a capital project that is funded in whole or in part by Gifts. POLICY STATEMENT All capital projects must obtain the appropriate approvals pursuant to California State University (CSU) and Cal Poly policy. To ensure that prospective donors are presented with feasible project opportunities, the Senior Vice President for Administration & Finance (VPAF), Provost and Executive Vice President of Academic Affairs (Provost), Vice President of University Development (VPUD) and appropriate Vice President must issue approval in accordance with this Policy prior to initiating donor solicitations. A. Prior to Soliciting Gifts Prior to soliciting gifts for a Donor Funded Project, the Project Sponsor must submit a Project Concept Request Form as described in the CPAP. Per CPAP, Facilities Planning and Capital Projects will perform a Preliminary Feasibility Analysis. The Project Sponsor will review this analysis and reassess the concept prior to resubmission for final review by the VPAF, Provost, VPUD and appropriate Vice President to assess the fundraising and business feasibility of the proposed project (Donor Funded Concept Analysis). The Donor Funded Concept Analysis includes, but is not limited to, the following elements: Program Analysis Does the concept align with programmatic and institutional priorities? Does the concept enhance or elevate the teaching and/or research mission of the University? Business Case Analysis Is pursuit of the concept the highest and best use of institutional resources and donor goodwill? Assessment of Financial Feasibility (cash flow, construction market analysis, etc.) Can a reasonable cash flow strategy be constructed given proposed traditional and donor funding? Is the Anticipated Total Project Cost (as provided in Project Concept Request Form) within construction estimate range determined during the Preliminary Feasibility Analysis? What are

FAQs

What kinds of construction projects are covered by this policy?

The policy applies to capital and minor/major capital construction projects that include a gift-funded component. Capital projects without any gift-funded component are outside the policy scope.

Who is responsible for sponsoring a donor funded project under this policy?

The Project Sponsor is the Associate Vice President, Dean, University Librarian, or Athletic Director sponsoring a capital project funded in whole or in part by gifts.

What steps must occur before soliciting gifts for a donor funded project?

Before soliciting gifts, the Project Sponsor must submit a Project Concept Request Form. Facilities Planning and Capital Projects perform a Preliminary Feasibility Analysis, after which the sponsor reviews and reassesses the concept for final review and approval under the policy and CPAP process.

Sep 1, 2026

Upload by Ethan Miller