Policy 4.2 Gift Acceptance Policy

The official version of this policy is housed with the University Secretariat.  In the event of a discrepancy, the official version will prevail. Click here for a printable version of this policy. 

Approving Authority:  Board of Governors
Responsible Office: Vice-President (External)
Responsible Officer: Vice-President (External)
Original Approval Date:  February 25, 1999    
Date of Most Recent Review: January 21, 2026
Previous Reviews: April 7, 2016
 

1. PREAMBLE

The University of Guelph is committed to serving society and enhancing the quality of life through scholarship. Philanthropic Gifts play a crucial role in advancing the University’s mission by providing resources to enhance student learning, encourage innovative research, and support campus infrastructure. Gifts from individuals, corporations, and foundations help sustain and expand the University’s ability to serve its students, faculty, staff, and broader society.

2. PURPOSE

This Gift Acceptance Policy establishes the principles and guidelines that govern the receipt of Gifts to the University. It ensures all Gifts align with the institution’s academic mission, values, and ethical standards while safeguarding the autonomy, integrity and academic freedom of the University community, while also ensuring financial sustainability, and compliance with applicable legislation and other University policies. It also safeguards the University’s commitments to equity, diversity, inclusion, anti-racism, and to decolonization and reconciliation by supporting Indigenous initiatives and respecting Indigenous sovereignty. By documenting clear parameters for accepting Gifts and conditions for issuing official charitable donation receipts. Furthermore, the Policy helps articulate expectations to maintain transparency, uphold Donor trust, and safeguard the University’s reputation.

The University of Guelph values its philanthropic relationships and is committed to working with Donors to achieve meaningful impact. This Policy provides a framework for evaluating and managing Gifts in a manner that respects both Donor intent and the long-term interests of the University community.

3. JURISDICTION/SCOPE

3.1. This Policy is established to govern the acceptance of all types of Gifts made in support of existing or new initiatives or priorities of the University.

3.2. Gifts of Marketable Securities are further governed by Policy 4.1 - Policy Pertaining to the Acceptance of Gifts of Marketable Securities

3.3. Gifts of Real Estate are further governed by the Real Estate Donation Policy.

4. DEFINITIONS

4.1. “Conflict of Interest” means a situation in which a Donor is involved in multiple interests, financial or otherwise, and serving one interest could involve working against the University. By definition, a "conflict of interest" occurs if, within a particular decision-making context, an individual is subject to two coexisting interests that are in direct conflict with each other ("competing interests"). Such a matter is of importance because under such circumstances the decision-making process can be disrupted or compromised in a manner that affects the integrity or the reliability of the outcomes and goes against the University’s policies.

4.2. “Donor” means an individual or entity making a Gift to the University.

4.3. "Endowed Gift" means a Gift that is intended to be held in perpetuity, with the capital preserved and only the income or a portion of the income generated from the capital used to support the designated purpose. The Gift is governed by the terms set out at the time of the Gift, subject to applicable University policies and relevant laws.

4.4. "Expendable Gift" means a Gift that is intended to be fully spent and not preserved as capital and is used within a defined timeframe in accordance with the Donor’s intent and applicable University policies. Once an expendable gift is spent, the associated fund no longer exits, unless a Donor replenishes the gift.

4.5. "Gift" means a voluntary and irrevocable transfer of money or property intended to assist the University in fulfilling its mission; made without expectation of return, consideration, or benefit to the Donor or anyone not at arm’s length to the donor. The donor cannot direct their gift to a non-qualified donee. A Gift may be in the form of cash, cheque, credit card payment, Marketable Securities, Real Estate, bequests, a gift-in-kind or another analogous form. A Gift may or may not be eligible for a charitable donation receipt.

4.6. “Marketable Securities” has the meaning provided in Policy 4.1 - Policy Pertaining to the Acceptance of Gifts of Marketable Securities

4.7. “Real Estate” has the meaning provided in the Real Estate Donation Policy.

4.8. "Charitable Donation Receipt" means an official donation receipt for income tax purposes issued by the University in accordance with applicable laws and regulations, that meets the conditions specified in this Policy and guidance established by the Canada Revenue Agency (CRA).

4.9. “University” means the University of Guelph.

4.10. “University Gift Acceptance Committee” means a committee that shall be comprised of members of the University Executive Team (UET), as it is established by the President.

4.11. “Arm's Length”: An arm's length transaction is generally a transaction that reflects ordinary commercial dealings between parties acting in their separate interests. "Related persons" are not considered to deal with each other at arm's length (non-arm's length). Related persons include individuals connected by blood relationship, marriage, common-law partnership or adoption (legal or in fact). A corporation and another person or two corporations may also be related persons. As defined by the Canada Revenue Agency, each case will depend upon its own facts.

4.12. “Non-qualified donee”, in Canada, this refers to any organization or individual that does not qualify under the Income Tax Act to issue official donation receipts or receive funds from registered charities. This typically includes:

• Non-Canadian charities

• Grassroots organizations

• Private groups without registered charitable status in Canada.

5. POLICY

5.1. Principles for Gift Acceptance

The University recognizes the need to receive Gifts to help support its teaching and faculty, research programs, student support, and capital and operating Needs. It values its public and private-sector partnerships, its relationship with Donors and supporters, and welcomes Gifts that support its academic mission as a vital source of additional funding.

5.1.1. At the heart of the University’s mission is its commitment to academic freedom. Therefore, the University will not accept any Gift that compromises academic freedom, the University’s integrity, autonomy, or reputation, or that is inconsistent with its values as articulated in its mission and strategic documents

5.1.2. The University will not accept any Gift that, in its determination, contravenes applicable human rights legislation, including the Ontario Human Rights Code, or is inconsistent with its commitments to equity, diversity, inclusion, anti-racism, and Indigenization. This includes Gifts that involve discrimination on prohibited grounds or that reinforce systemic barriers to full and equitable participation within the University community, as articulated in the University’s Human Rights Policy and related procedures.

5.1.3. The University will not accept gifts that violate or may violate federal, provincial, or municipal laws, or where the legal or moral authority of the Donor to convey the Gift is in question.

5.1.4. The University will not accept any Gift that requires the University to give special consideration to a Donor, whether directly or through a third party. All Gifts must be made without any express or implied expectation of return, benefit, or special consideration, including but not limited to: decisions related to employment, contracts for goods or services, academic appointments, student admissions, curriculum development, scholarship or award allocation, or access to intellectual property.

5.1.5. The University will not accept gifts that it determines are too difficult or too expensive to administer in relation to their value.

5.1.6. The University will not accept gifts that it determines would create potential Conflicts of Interest.

5.1.7. The University will not accept gifts that could injure the reputation of the University or its community or would generate such controversy as to defeat the purpose of the University.

5.2. Ethical Standards for University Representatives

The professional standards set out by the Association of Fundraising Professionals (AFP) and in the Imagine Canada Code of Ethics serves as the ethical standard guiding University representatives in their interactions with Donors and in the solicitation or acceptance of Gifts on behalf of the University.

5.3. Implementation of Authority to Accept Gifts

The following procedures have been developed in order to implement the above-noted principles and to provide opportunity for careful and systematic reflection prior to the acceptance of Gifts by the University.

5.3.1. The President is delegated authority from the Board of Governors to make decisions concerning acceptance of gifts in accordance with this Policy and is accountable to the Board for implementation of this responsibility.

5.3.2. In determining the acceptability of a proposed gift, the President may seek input from the Provost and Vice-President (Academic), Vice-President (External), Vice-President (Finance and Operations), General Counsel, other members of the University Leadership Team and/or Members of the University of Guelph Board of Governors or Senate.

5.3.3. Where the President determines that a proposed Gift presents a material risk, whether due to its value, conditions, novelty, or other relevant factors, the President shall refer the matter to the University Gift Acceptance Committee for review prior to acceptance. The University Gift Acceptance Committee shall be comprised of the University Executive Team (UET) or their delegated representatives, and may be supported by subject matter experts, as needed

5.3.4. The President may delegate responsibility for decisions under this Policy for Gifts of less than $2,000,000 to one or more University employees. Such delegations are only valid and effective where they are reflected in the Signing Authority Register.

5.3.5. The President is responsible for ensuring that all resource implications arising from acceptance of Gifts are appropriately incorporated in University planning activities including, but not limited to, the University’s annual budget and multi-year financial projections, human resource planning and capital renewal planning.

5.3.6. The President must report to the Board of Governors at least annually on all Gifts received over $1,000,000, and on all Gifts of $1,000,000 or more declined or returned by the University. The report will include reference to any unique or precedent-setting aspects of gift transactions over the reporting period.

5.4. Process to Accept, Decline, Return, or Amend Gifts

5.4.1. Where the Associate Vice-President (Advancement), their designate, or any other delegate believes that a proposed Gift presents a material risk, whether due to its value, conditions, novelty, or other relevant factors, they shall ensure that the Vice-President (External) is informed. The Vice-President (External) is responsible for advising the President on whether the matter should be referred to the University Gift Acceptance Committee for review.

5.4.2. Where there is a duty to consult, Government Relations and the Office of Indigenous Initiatives will support and facilitate community led Consultations with First Nations, Inuit, and Métis, and other equity deserving groups, to gather their perspective on the potential impact of the gift.

5.4.3. The University will record and acknowledge all Gifts received, and at its discretion, can issue official charitable donation receipts in compliance with the policies and guidelines of the Canada Revenue Agency, and in accordance with procedures established by the University.

5.4.4. The University does not provide legal, accounting, tax, or financial advice to Donors in relation to Gifts. Donors are strongly encouraged to consult independent legal, tax, and financial advisors to ensure they receive full and accurate advice regarding the implications of their proposed Gift, including any tax or estate planning consequences. The University cannot recommend or endorse any third-party advisors. Where deemed necessary, the University may require the Donor to provide written acknowledgement that independent professional advice has been obtained or expressly waived, and that the University is released from any liability in connection with the making of the Gift.

5.4.5. Some Donors may request to remain anonymous. With respect to anonymous Gifts, the University will restrict information about the Donor to only those staff members who are required to know the identity of the Donor and intent of their donation. The University adheres to all applicable legislation and CRA guidance regarding reporting requirements and issuing official charitable donation receipts.

5.4.6. The University may levy fees on Gifts to support the costs of the University-wide advancement program. The levy on Expendable Gifts will be set at a rate established by the President, on the advice of the Vice-President (External) and the Vice-President (Finance & Operations). The levy on Endowed Gifts will be applied as a portion of the annual administration fee charged to the endowment, with the rate established by the President on the advice of the Vice-President (External) and the Vice-President (Finance & Operations). The President, on the advice of the Vice-President (External) and the Vice-President (Finance & Operations), also has the authority to establish levies for other types of Gifts, as appropriate.

5.4.7. Gifts may be endowed at the request of the Donor where the creation of an endowment is compatible with the intended purpose of the Gift and aligns with the University’s minimum funding requirements. Endowed Gifts are structured to preserve the Donor’s capital contribution in perpetuity, with only the investment income used to support the designated purpose. Expenditure of any portion of the capital contribution is permitted only with the express consent of the Donor.

5.4.8. The University reserves the right, at its sole discretion, to decline or return any Gift that is inconsistent with its mission, values or gift acceptance principles, or that is otherwise determined to be contrary to the best interests of the University. Any return of a Gift shall be made in accordance with applicable Canada Revenue Agency (CRA) guidance.

6. RELEVANT LEGISLATION

6.1. Ontario Human Rights Code

7. RELATED POLICIES, PROCEDURES & DOCUMENTS

7.1. The acceptance of all gifts must comply with applicable legislation and with all relevant University policies and guidelines including but not limited to the most recent and active Indigenous Initiatives Strategy, Anti-Racism Action Plan, Naming of University Physical Assets Policy, the Naming of University Academic Entities and Awards Policy, the Real Estate Donations Policy, Endowment Fund Management Policy, the Endowment Investment Policy, the Acceptance of Gifts of Marketable Securities Policy, University Risk Management Policy, Full Cost of Research Policy, and the Donor Recognition Naming Guidelines