OFFICE OF THE EXECUTIVE DIRECTOR OF ADVANCEMENT AREA
PROGRAM PLANNING AND ASSESSMENT
COMPREHENSIVE REVIEW
EXECUTIVE SUMMARY
I.
Service Area Name
Office of the Executive Director of Advancement
II.
Date of Comprehensive Review
Fall 2013
III.
Service Area’s key duties, responsibilities, functions, activities, and tasks
 The office of the Executive Director provides support to the Executive Director of
Advancement in the capacity of Chief Development Officer for the college.
Responsibilities include overseeing and leading the development of all public and
private grants as well as philanthropic investments in support of the college.
 supports the Foundation Board of Directors, managing the foundation board’s calendar,
agenda, minutes and other details
 This office oversees the effective management and stewardship of resources entrusted
to the foundation by providing practical support to the finance and investment
committee’s calendar, agenda, minutes and other details
 Provide support to the nominating committee
 The office of the Executive Director of Advancement is also responsible for community
relations, marketing, branding, and government and alumni relations.
 Convene relationships between philanthropy, community, and business partners with
the college leadership especially the President
 Staff the College Advancement Council
 Donor (foundation, corporate and individual) Relations
 Lead the development and implementation of multi-year Funding Plan and annual
workplan
 Oversee annual appeals: employee giving, scholarships, internships, and special
fundraising events
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Lead Planned Giving and Legacy Society efforts
Convene grant teams of internal and external partners to secure federal and state
grants
Oversee Special Events to raise the profile of Hartnell College
Oversee and support Industry/Community funding and Advisory Committees
Oversee and support The Western Stage Theatre Arts Council and Gala
Oversee Operations and funding of The Science and Math Institute/Planetarium and
NASA SEMAA
Oversee funding and support of the K-16 School to Career Partnerships
Oversee funding and support for all college internships and all scholarships
Galvanize input and financial support from the community to support new initiatives
Plan and coordinate Alumni Relations to support the college (when position is hired)
Oversee government, public and community relations and marketing
IV.
Service Area Outcomes
V.
The Office of the Executive Director of Advancement will coordinate effective
Foundation Board of Directors meetings to keep them informed, engaged and as a result
galvanize support for the college.
VI.
Service Area’s greatest strengths and most significant accomplishments during the past
three years
 Galvanized private support placing Hartnell among top foundations in the State
 Created strong relationships for the college with major stakeholders in the community
especially in Agriculture, healthcare, STEM, philanthropy, and education.
 Created strong infrastructure for grants development and major gift cultivation
 Built trust and a recognition that Hartnell College is an innovative institution willing to
champion change for the benefit of the students and the community
 Partnered effectively with k-12, industry and philanthropist to create pathways for
Hartnell students that lead to meaningful careers such as the Alisal Health Professions
Pathway Partnership and the CSIT in 3
 Worked effectively to build trust of the Ag Industry to support the revitalization of the
Agriculture Business and Technology
 Convened a group of respected leaders (President’s Task Force)in the Salinas Valley to
create a comprehensive 5 year funding plan aligned with strategic priorities of the
college $14.159 million dollar plan.
 Created a grants development process for the college
 Effectively managed the foundation board of directors
 Continued to recruit respected leaders in the community as board of directors of the
foundation.
 Effectively managed the investments and philanthropic gifts entrusted to the
foundation.
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VII.
Service Area’s major challenges during the past three years—that is, the aspects of the
Service Area that are most in need of improvement
Our strong point has been obtaining major gifts; however, more energy should be put into
building a base of supporters including alumni and planned giving. Looking forward, the
Planned Giving Council and Legacy Society hold huge promise for the institution; and need
dedicated staff. The office of Advancement currently has three staff members focused on
our donor base of 7,000; public grants; private grants and funding committees; and major
gifts and planned giving. This office oversees all the functions related to advancement and
the foundation and the Executive Director is directly involved with all major gifts and
planned giving. This challenge of this office is that the Executive Director does not have the
time to also engage with our alumni database of 40,000. The Executive Director will lead all
planned giving activities, however as this area expands and grows, there will be need for
expanded support in this major area of potential to the college. Planned Giving and Alumni
Relations should be more robust to build the base of support; this can only be accomplished
with additional staff resources.
VIII.
Brief summary of continuous quality improvement actions to be taken that will help the
Service Area build upon its strengths and address its challenges
Establish service area outcomes each year.
2013-14 Service Area Outcome
Grants Development will be a transparent and well communicated process adopted and
utilized by Hartnell College staff and faculty.
Assessment Method for Service Area Outcome
A new grants development process has been created in collaboration with the grants
committee and it has been presented and vetted by the grants oversight council,
advancement council, President’s cabinet and Academic Deans. It has been presented to
DSPS staff and at the Winter President’s Town Hall meeting. The process has been adopted
and it is being utilized by staff and faculty pursuing grant funding.
Evidence to support this will include meeting minutes, agendas, presentations, and copies of
grant concept forms signed and submitted by faculty, administrators, campus area Vice
President’s and the President Superintendent.
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