Gift In-Kind Acceptance

Administrative Procedure 2.504

Gifts in-kind are tangible gifts other than cash, marketable securities or real property, offered to Elgin Community College through the ECC Foundation for use by the college in delivery of its mission. Per policy by the Elgin Community College Board of Trustees and Administrative Procedure 2-501, all gifts, including gift in-kind offers, must be handled through the Elgin Community College Foundation office. 

Gifts in-kind will not be accepted with restrictions imposed by the donor regarding the sale, maintenance, administration, or displays of such items. Physical possession of a gift in-kind is not to be taken by representatives of the college until a fully executed Deed of Gift form has been executed by the appropriate representatives of the college and the executive director of the ECC Foundation. 

If inquiries regarding gifts in-kind are received, follow the directions below to ensure the proper acquisition and stewardship of all gifts. All questions regarding this process can be directed to the ECC Foundation office at 847-214-7377. 

Gift Offers Received by ECC Departments or Divisions 

• When offers are received, and before they are declined or accepted, the ECC faculty or staff (hereby known as the prime contact) contacts the Foundation office at ext. 7377. 
• In some cases, the prime contact knows the gift offers are not usable and wishes to decline the offer. Pending agreement of the Division’s dean/director to decline the gift, the Foundation office will assist by contacting the donor and declining the gift. 
• If the gifts are deemed appropriate, the Foundation Office will send a Deed of Gift form to the prime contact. Using this form, approval from the Division dean/director and the area vice president must be received. If the gift will require maintenance, approval must also be received from the cabinet member of the area who will be responsible for the gift’s maintenance (e.g. IT). Deed of Gift forms must be filled out in duplicate and both copies returned to the Elgin Community College Foundation office. 
• If an independent gift appraisal is required (see Deed of Gift form for requirements), it is the responsibility of the donor, not Elgin Community College or the ECC Foundation, to have the gift appraised. The Foundation staff will inform the donor of this requirement. 
• The Foundation staff will help the prime contact to prepare any additional paperwork that may be required before the gift is accepted. 
• The Foundation staff will send a thank you letter and a copy of the completed Deed of Gift form to the donor. 
• The Foundation staff will also notify appropriate departments for inventory, insurance, and maintenance reasons. 
• The Prime Contact is responsible for coordinating the delivery/pick-up of the gift once the Deed of Gift form is fully executed. 

Gift Offers Received by the Elgin Community College Foundation Office 

• Foundation staff contacts divisions or departments that may be able to use the equipment, services, or appreciated property. The academic faculty member or program coordinator becomes the prime contact. 
• If the division or department does not want the offered gift, and the dean/director of the division has agreed that the gift is not viable, the Foundation staff will contact the donor and decline. 
• If divisions or departments want the offered gift, the Foundation Office will send a Deed of Gift form to the prime contact. Approval to accept the gift must be received from the dean/director of the Division and the area vice president. If the gift requires maintenance, approval must be received from the cabinet member of the area that will be responsible for the maintenance of the gift (e.g. IT). The Deed of Gift form must be filled out in duplicate and both copies returned to the Elgin Community College Foundation office. 
• If an independent gift appraisal is required (see Deed of Gift form for requirements), it is the responsibility of the donor, not Elgin Community College or the ECC Foundation, to have the gift appraised. The Foundation staff will be responsible of informing the donor of this requirement. 
• The Foundation staff will help the prime contact to prepare any additional paperwork that may be required before the gift is accepted. 
• The Foundation staff will send a thank you letter with CC to the department head and a copy of the completed Deed of Gift form to the donor. 
• The Foundation staff will also notify appropriate departments for inventory, insurance, and maintenance reasons. 
• The prime contact is responsible for coordinating the delivery/pick-up of the gift. 

The College president reserves the right to decline any gift in-kind that may not be of practical use to the College, or may pose a health risk to employees and students. 

Items of property, real or personal, exceeding $5,000 in value shall be reported at the fair market value placed on them by an independent qualified appraiser. Gifts valued at $5,000 or less may be reported at the value declared by the donor or a qualified expert.

This policy was last reviewed on 08/08/2024.