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The Gifts Proposal Advisory Committee (GPAC) oversees the institutional review, approval, and processing of certain categories of new restricted gifts at HKS. GPAC is advisory to the Dean, Academic Dean, and Executive Dean, and is comprised of senior representatives of the HKS Financial Services (OFS), Alumni Relations and Resource Development (ARRD), Research Administration (RAO), Academic Dean, and Dean’s Offices. It seeks to ensure that new initiatives advance the School’s mission with a clear understanding of the associated costs and benefits.
GPAC will also engage the standing HKS Faculty Committee on Projects and Proposals (FCOPP) for a subset of new gift proposals requiring additional review and discussion. The GPAC focus on coordinated advance review of selected new gift proposals mirrors in many ways the standard policies and procedures already in place for the review and approval of new sponsored program proposals (grants and contracts) at HKS and at Harvard University.
Associate Dean for Research, Co-Chair [Alper]
Senior Associate Dean; Chief Financial and Administrative Officer, Co-Chair [Metcalf]
Assistant Dean for Alumni Relations and Resource Development, ARRD [Jackowitz]
Academic Dean for Teaching and Curriculum [Cooper]
Chief of Staff and Senior Advisor, Office of the Dean [Wald]
Executive Director, ARRD [Dustin]
Sr. Associate Director of Donor Relations (committee staff) [Meehan]
Chair, Faculty Committee on Projects and Proposals (FCOPP), ex officio [Stavins]
All restricted gifts and permanent endowments, regardless of size, must be processed and approved through OFS and ARRD before new accounts can be established. However, restricted gift and endowment proposals presenting one or more of the following characteristics must receive formal review, in advance, by GPAC:
Gift proposals typically expected to be considered “routine” by ARRD and/or GPAC and therefore generally not subject to additional GPAC review would include (but are not limited to):
Faculty members and senior program staff should submit a GPAC Transmittal package to the GPAC secretary or her designee, via the relevant Research Center, Program or administrative department, prior to engaging in detailed donor solicitation discussions. The package must include a completed and signed transmittal form (GPAC Transmittal Form), detailed proposal and internal budget, and information regarding any relevant donor history and correspondence. The transmittal form requires an approval signature by the relevant Research Center faculty director or executive director (or department head / administrative dean) and will be copied to the relevant Area Chair .
All materials for GPAC review should be sent via email to the attention of Toni Meehan (ARRD) at firstname.lastname@example.org and copied to email@example.com. GPAC staff will acknowledge receipt, will confirm with the originating faculty member/research center/department that the transmittal package is complete, and may ask for additional information or supporting materials before circulation to and formal consideration by GPAC.
GPAC will review the transmittal package for alignment with the committee’s standards and criteria. The relevant Area Chair (if applicable) will be consulted at the discretion of the GPAC co-chairs and/or FCOPP chair. If GPAC has no concerns regarding the budget or payment schedule, the proposed activities or commitments, the donor, or the connection to HKS or Center priorities, it will recommend approval of the solicitation and notify the originating faculty member/Center/department/Area Chair. ARRD will then work with the faculty member or other staff on a solicitation and gift negotiation strategy as needed, including drafting required formal gift terms for signature by the Dean, the University’s Recording Secretary, and the donor.
The majority of GPAC business will be conducted via email. The committee will respond to the originating faculty member/Center/department with an indication of next steps within 3 business days following confirmation by a GPAC staff member that the review package is complete.
GPAC will engage the Dean, Academic Dean, and Executive Dean as appropriate, by providing details of new gift proposals, raising any questions or concerns the committee might have, and making specific recommendations in response to a gift proposal under review. Feedback from the Dean or his designee will be relayed to the originating Center/Program by the GPAC co-chairs. Following additional discussion as needed, the proposal and/or the draft gift terms will be revised accordingly, in consultation with the relevant Center or Program, prior to discussion with the donor.
GPAC will maintain data on the flow of specific categories of restricted gifts – numbers of proposals, solicitations, and gifts received – and will produce periodic reports for the School’s leadership and others.
The majority of gift or endowment proposals in this tier will receive expedited approval from the FCOPP chair. Following concurrence by the Dean or his designee, such proposals would then proceed into the standard gifts solicitation and processing pipeline. In the judgment of the FCOPP chair, a small number of proposals may be held over for full FCOPP committee consideration at the earliest possible scheduled meeting date. FCOPP reviews – both expedited and full committee – will follow the standards and procedures currently in place for that committee [FCOPP Scope, Standards, and Procedures (pdf)].