Dear Campus Community,

We know these are unprecedented times in our history, requiring us to respond in new ways in how we teach and offer campus services. As we adapt, we must ensure that departments, faculty and staff have the resources they need for success, while also ensuring good stewardship and appropriate business practices.

To that end, following are a few general reminders (please see below for specific guidance for faculty related to remote teaching):

• buyND is the preferred purchasing platform for Notre Dame needs, and items can still be ordered through buyND, which can be accessed through https://buy.nd.edu/. For more information on using buyND please view the buyND User Guide.
• Our strategic and preferred suppliers are, in most cases, able to deliver your goods within one to two days.
• Purchasing items through purchase order, the use of procurement cards or through OIT or our campus bookstore as direct FOAPAL charges is preferred to the use of a personal credit card. If items purchased through a personal credit card are deemed to not have a clear and reasonable business purpose, reimbursement will be denied.
• Home delivery of items is typically not allowed. However, we realize these are unprecedented times. For this reason, approved purchases can be delivered to your normal office location or directly to your home. Alternate delivery to a location other than your normal campus location must be arranged by directly communicating with the carrier for the parcel at the moment of placing the order. If you need assistance please contact the Procurement Services Helpdesk.
• Coordinating technology purchases through OIT or the campus bookstore ensures that equipment meets the University’s standards for security and capability.
• Purchases of home office equipment, printers and ink, and related office supplies are typically not allowed. However, we understand these are rare circumstances and certain items can be obtained with approval of the Dean/Vice President or their designee for your college or school. It is recommended that faculty and staff bring their devices from their offices on campus or use the multi-function devices on campus.
• There is no reimbursement of home internet or cell phone expense.
• Please do not buy supplies such as masks, gloves and sanitizers that are in critical supply, unless they are a core requirement of performing your duties (i.e. gloves and masks for use in research and cleaning supplies used by custodial staff are allowed).
• Please call the Procurement helpdesk at 574-631-4289, or contact anyone on the Procurement team. View contacts at: https://buy.nd.edu/contact/.
• Practice good stewardship of University resources by purchasing items that are a core need of your business purpose.

 

In a time of so much uncertainty, prudent stewardship of our resources is of high importance. We thank you in advance for your support of good business practice. Should you need assistance in acquiring items, Procurement Services is ready to help you.

Academic Advancement and Annual Planning:
Especially as we begin Annual Planning, please know that we have a full Academic Advancement team in full service. Individual team members will continue to operate as usual, and do so remotely. Our team can be a valuable resource as you build out your plans for the coming fiscal year, and also close out this year as strong as possible.

We are available via phone call, email, text, or Zoom meetings. Below is a directory of our team, sorted by the areas we serve, and including our email addresses and cell phone numbers.

• Arts and Letters – Maria Di Pasquale: mdipasqu@nd.edu, (626) 241-3042
• College of Engineering – Jeff Arnold: jarnold4@nd.edu, (574) 210-4940
• College of Science – Allison Slabaugh: A.Slabaugh@nd.edu, (314) 910-9029
• Financial Aid and Student Life – Matt Gelchion: mgelchio@nd.edu, (201) 988-2516
• IDEA Center and Office of Research – Karen Deak: kdeak@nd.edu, (314) 971-5336
• Keough School of Global Affairs – Jay McAllister: jmcallis@nd.edu, (412) 855-7861
• Law School – Kate Mueller – Kate.Mueller@nd.edu, (574) 339-6073
• Mendoza College of Business – Natalie Sargent: nsargent@nd.edu, (513) 885-6287
• Museum of Art, School of Architecture, Debartolo Performing Arts Center – Michael Loungo: mloungo@nd.edu, (646) 872 9081
• Notre Dame International – Michael Loungo: mloungo@nd.edu, (646) 872 9081

For general questions or if you need help discerning who to contact, reach out to Kelly Courington at kcouring@nd.edu or 708-254-5607.

Given that at calendar year-end Gift Planning employs a “skeleton crew” approach, Gift Planning is uniquely positioned to transition to a remote work environment with minimal disruption.

Generally

All gift planning members are expected to retrieve his/her voicemail messages and monitor his/her email regularly during any period of remote work.

GPOs will be expected to utilize laptops and cell phones to function as normal.  GPOs will continue to take responsibility for the gifts he/she is working on both in engaging with the regional directors and benefactors and processing gifts that come in during this period.

Region directors will continue to work directly with the GPO and per usual, may reach out to Rich Naponelli with any questions and/or issues including gift acceptance requests.

Development Coordinators will be expected to utilize laptops, be generally available during this time, and proactively engage with his/her GPO as would be the case in the office.  We plan to utilize Google chat, text messages, Zoom meetings, conference calls, and emails to mimic the office environment.  Over the last 2 years, we have continued to migrate many of our manual processes online so that most if not all processes may be completed without the need to physically transfer paperwork.

Rich Naponelli • 815-236-0550 (c) • rnaponel@nd.edu
Patrick Brennan • 574-850-6972 (c) • pbrenna3@nd.edu
Chris DeTrempe • 574-387-0308 (c) • cdetremp@nd.edu
TJ Pillari • 574-210-1553 (c) • tpillari@nd.edu
Jessica Brice • 574-276-9154 (c) • jbrice@nd.edu
Jennifer Koebel • JenKoebel@nd.edu
Carolyn Lax • lax.3@nd.edu
Maureen Daday • mdaday3@nd.edu
Anne Wieber • awieber1@nd.edu
RaeLee Rea • rrea@nd.edu

Meetings

All team meetings may be conducted via Zoom or conference calls.

Letters and Other Mailings

Gift Planning tends to be more paper-intensive than other groups.  We are developing a process to allow us to continue to mail physical copies of certain materials.  Letters and other mailings that cannot be sent via email or otherwise postposed may be completed by the DC using the GPOs electronic signature.  We have developed a Word version of Gift Planning’s letterhead which we can utilize with e-signatures to produce letters without the need to physically sign.

Incoming mail poses a unique problem.  However, for any extended period in which Development is working remotely, but mail is still delivered, mail may be handled as we do calendar year-end, with a point person retrieving and opening the mail, assuming access to Eddy Street is granted.

Document Routing – Gift Planning Agreements

We will follow the standard procedure for the review and transmittal of Gift Planning agreements.  All routing forms may be prepared electronically.

Each GPO will continue to be required to prepare his/her own documents for signature and email Rich and/or RaeLee for the initial review.  Once approved, the GPO may arrange for signature by the donor.  Executed documents will be emailed to Carolyn to begin the DocuSign signature routing.  I recommend that during any extended period of remote work, we relax the requirements that CRT and CGA agreements require physical signatures and instead route for signature using DocuSign.

Donor Advised Fund Program

The entirety of the DAF program may be executed remotely.  Regional directors and GPOs should continue to reach out to RaeLee via phone, Google chat, or email.  Donors wishing to make contributions or recommendations may alert RaeLee via email as they do now.

DAF portal development is expected to continue on schedule as we have been conducting Zoom meetings since inception.

Securities/Wire Transfers

If a GPO is expecting a wire or securities transfer, he/she should email the name of the donor, Advance ID, name of security (if applicable), number of shares (if applicable) and expected amount to all of the following people:

• Stacy Koebel (skoebel@nd.edu)
• Lisa Kresnak (Elizabeth.T.Kresnak.1@nd.edu)

Gift receipts will be emailed to Gift Management and uploaded to the shared drive pursuant to our standard procedures.

University Relations – 405 Main Front Office

Contacts:
Deb deStJean: ddestjea@nd.edu 574-360-6910
Sharon Rankert: srankert@nd.edu 574-807-5373

Building/Office Entry
Please use your ND ID card for building and office access. Please contact Notre Dame Police Department at 574-631-5555 if your swipe access is not working.

Phones
The University Relations main number, ext. 5089, is forwarded to Sharon Rankert’s cell phone number and will be handled accordingly.

Mail
Effective March 23, the Mail Distribution Center will be holding mail for all departments on campus. Deb deStJean will pick up mail on Mondays, Wednesdays, and Fridays for University Relations and the Office of Public Affairs and Communications. She will open it and scan anything that may deem necessary to have right away. Normal protocol will be followed for the receipt of gifts with the exception for delivery. Because courier service will not be available, checks will be hand-delivered and placed in the Grace Hall 10th floor dropbox.

As mentioned in today’s souNDoff, we want to promote our local and small businesses during this challenging time. While all restaurant and bar dine-in services are closed until the end of March in the state of Indiana, many of our local establishments are offering carryout and delivery options. Check out a list of local restaurants offering these options here.

Remember, social distancing is key in all interactions, so when possible, limit the amount of in-person interaction you have with the delivery person. If using an app like Postmates or DoorDash, select “Contactless Delivery” or specify to the restaurant to have your food left outside your door for you to pickup.

When you get food into your home, take it out of the containers, throw those out, and then wash your hands thoroughly before eating.

If you’re not comfortable ordering external food at this time, consider purchasing a gift card to use later. Thanks for supporting our local community!

Do you already miss the sweet sound of your co-workers’ voices? Never fear! The latest episode of “The Grace of Giving” is here, featuring Annual Giving’s Volunteer Leadership Assistant Director Katie Kerby! Listen here. And don’t forget to follow us on Instagram!

Annual Giving (Business Continuity Plan)

Contacts
The Annual Giving team is all available by cell and email as needed. Cell phones may be found on the UR Directory. Key contacts:

Brian Diss (402.319.4113)
Ashley Gerard (574.286.5593)
Kim Borza (724.480.7113)
Lindahl Chase (574.261.2550)
Brandon Tabor (574.299.3864)
Ellen Roof (574.850.3593)

Donor Experience
The Donor Experience Team is monitoring the Donor Experience Concierge Line (574.631.5198) remotely. Giving Society members can continue to call this line for assistance with membership questions, tickets, etc. All giving society email inboxes are being monitored as well.

Solicitations
All asks coming out of annual giving are being thoroughly vetted in this uncertain time. At this point, we are not actively soliciting any benefactors (including giving society renewals) and will evaluate this policy on a weekly basis. We will communicate with the field when solicitations resume. Please contact Lindahl Chase with any question regarding a giving society member’s membership status.

Notre Dame Day
Notre Dame Day is currently scheduled for April 26-27. We will make a final decision on whether to hold or postpone this year’s Notre Dame Day on or before April 6. Please contact Ellen Roof with any Notre Dame Day related questions.

Cell Phones

• Brian Benedict: (607) 743-0683
• Mike Brown: (414) 732-5176
• Sean Carroll: (574) 340-2177
• Brent Henningfeld: (574) 520-3716
• Angel Hess: (574) 850-4914
• Marie Labosky: (267) 980-3147
• Melissa Lechlitner: (574) 276-5632
• Sara Liebscher: (574) 850-2016
• Kevin Nugent: (203) 554-3720
• Brian Powell: (574) 303-4130
• Matt Weldy: (574) 261-5412

Ongoing Business

Athletics Advancement will be continuing our business as a team through remote work. We may be reached by email or at the cell numbers above.  We remain available as a resource to you and your benefactors throughout these challenging times, and we look forward to partnering with you in meaningful ways.  To that end, please note the following.

For specific matters related to:

• Athletics gift acknowledgments, future football requests or other operational/general business questions, please contact Angel or Brent.
• Athletics funding priorities, proposal creation, and personnel or facilities requests, please contact Brian Powell.
• The Monogram Club, please contact Matt.
• The AC4SA, please contact Sara.

Please note:

• We cannot provide any access to Athletics facilities at this time.
• We cannot provide in-person access to Athletics personnel at this time.
• We CAN engage Athletics personnel with your donors as is appropriate – through videos, WebEx, emails, notes, etc.
• We WILL make calls from our staff to your donors if we can add value during this time.
• We will do our best to answer questions regarding Notre Dame Athletics and NCAA matters if those answers are known. Please understand there is much that is not known at this time.

Office Entry
Use your ND ID card to access the office. Please contact Mary Flynt and/or Lana Taylor if your swipe access is not working.

Phones
Voicemail messages left on the main office number will roll over to Amy Walter’s email and will be forwarded to the appropriate staff member or returned by Amy Walter.

Mail
USPS mail will be held at the South Bend post office. Staff will pick up the mail on Tuesday and Friday and follow the same process as during Christmas break: open all mail, make copies of anything with a gift and/or gift agreement, put copy in DC mailboxes, and deliver originals to Grace Hall for processing. All non-gift related mail will also be placed in DC mailboxes. We will email DCs and RDs regarding gift documents received.

Staff will collect UPS and FedEx items from the respective “will call” windows in South Bend and process per mail protocol outlined above. Please discontinue shipping to the office address during this period to reduce the amount of mail we need to process.

Please contact directly Amazon or any vendors from whom you are expecting packages and update the delivery location.

Questions or concerns? Please contact Marilyn Bassett (mbassett@nd.edu or 301-523-7990) or Carolyn Hardman (chardma1@nd.edu or 574-514-1632.)