The University of California at Santa Cruz processes between 600 and 1,000 gifts a week in December and early January. One staff member works New Year's Eve to process online credit card donations.
Back in 2005, ISM called 20 randomly selected private-independent schools across the country. About 60% of the calls left us with a “Happy Holidays, we’re closed” message. If ISM had actually been a donor, very likely the gift would have gone to an organization that could receive it in time for the 2010 tax year.
Successful Development Offices never close down, especially at key giving times. During our experiment, 25% of the schools had a receptionist on duty to connect us with a Development Office team member to help.
Evidence from ISM’s Advancement Listserv and CASE’s Development listservs show some schools do bring in a limited staff in those few critical days before the official end of the year just to field donor calls.
If you cannot bring in staff, make sure your phone message has explicit instructions on how to make donations. This could be instructions to contact a Development Office team member at different number, someone who is “on call” to handle the donation. More and more people are donating online, so you can take advantage of this, as well, and leave directions for donating. However, you will need a staffer to process the credit card donations. You should remind supporters to make their intended donations before the end of the tear, and provide them with deadlines. Every piece of communication reminds them that their gifts are important and make a difference in the life of your students.
