Fundraising for educational institutions follows a distinct rhythm compared to other philanthropic sectors. Advancement work typically revolves around the academic calendar, the pace of campus life, and milestone moments that shape how alumni, parents, and supporters choose to engage. The most effective programs recognize that the fiscal year is cyclical, not linear, and that each quarter presents its own opportunities and constraints.

This playbook offers a quarterly framework designed for higher education and K to 12 fundraisers who want to strengthen their fundraising performance, build stronger relationships, and align their outreach with moments when donors are most receptive. 

Most institutions operate on the following fiscal year structure:

• Q1: July to September
• Q2: October to December
• Q3: January to March
• Q4: April to June

This blog provides a practical roadmap designed to help development teams plan ahead, remain donor-centered, and create meaningful engagement year-round.

Q1 (July - September): The "Foundation" Quarter

Q1 often feels slow, especially on an empty campus. With students and faculty on summer break, major events still weeks out, and fewer reactive demands, it is easy to underestimate the value of this period. Yet these months set the tone for the entire fiscal year. A strong Q1 builds the infrastructure and clarity needed to maximize momentum later on.

Here are some ways fundraisers can use this time wisely:

• Share the previous year’s fiscal results. Donors want to understand the impact of their giving. A concise “Year in Review” or impact summary gives alumni, parents, and friends a sense of accomplishment and also makes the case for renewed support. This reporting reinforces your institution’s commitment to transparency, which enhances donor connection and long-term relationship building.
• Refresh and segment your donor lists. A well-organized database is the engine of an effective fundraising program. Use this period to update constituent records, refine donor segments, and group audiences by their interests, behaviors, or relationships to your institution. Strong segmentation enables personalized communication, which will become especially valuable during high-volume months like Q2 and Q4.
• Develop creative assets and messaging frameworks. With breathing room in the calendar, Q1 is the ideal time to build your campaign materials. Draft messaging arcs, design graphics and templates, and assemble ambassador toolkits well in advance of campaign launches. Preparing in advance will allow you to streamline execution and leave space for testing, refinement, and internal alignment. 
• Prioritize major gift discovery. Summer offers a rare window to schedule extended conversations with major donors and prospects. With campus quieter and schedules more flexible, fundraisers can focus on discovery calls, stewardship visits, and relationship building that seed future major gifts.
• Initiate planned giving conversations. Loyal donors appreciate the opportunity to discuss long-term commitments during a calmer season. Orr Group recommends using this time to invite or deepen planned giving discussions with these supporters to understand their aspirations and inform your internal revenue planning for the year ahead.

Q1 is your opportunity to reset. If you invest intentionally in this quarter, the rest of the year will prove far more fruitful.

Q2 (October - December): The "Momentum" Quarter

With the academic year fully underway, Q2 brings renewed energy and heightened engagement. Students return to campus, alumni events peak, parents are attentive, and donors are primed to participate in major cultural giving moments. This quarter thrives on coordination, compelling storytelling, and the ability to harness community enthusiasm.

• Leverage homecoming and reunions. These types of events offer unmatched potential to integrate giving opportunities into moments of pride and nostalgia. When fundraising is woven naturally into these celebrations, participation increases and donors feel more connected to the community. Effective tactics include:
  
  • Embedding optional donation prompts into event registration forms
  • Launching “Class Gift” competitions with live leaderboards
  • Running weekend-long giving challenges powered by peer ambassadors
• Execute a GivingTuesday campaign. GivingTuesday (which occurs the Tuesday after Thanksgiving Day in America) remains one of the most recognized philanthropic moments globally. For instance, it offers a chance to rally alumni, parents, and community members around a specific, tangible goal. Successful campaigns often include:
  
  • A clear project objective (for example, funding a student food pantry or new equipment for athletic teams)
  • A peer-to-peer initiative, mobilizing alumni ambassadors to tap into their networks
  • Rapid, coordinated messaging across email, social media, and text to keep audiences engaged on your progress to the goal
• Maximize end-of-year giving during the holiday months. According to Jackson River’s guide to year-end giving, an estimated 38% of all annual giving happens in November and December, making year-end fundraising the linchpin of Q2 success. Donors are in a particularly generous mindset and are reflecting on the organizations they want to support before the calendar year closes.

Q4 is one of the busiest times of the year, so start outreach early, maintain a steady cadence, and use multiple channels to reach donors where they are. Highlight concrete examples of impact from the past year and articulate how additional support will advance your school’s priorities.

Pro-tip: As December 31 approaches, donors may appreciate reminders about tax deductibility and year-end processing deadlines, especially if those details connect to your messaging. These gentle cues help supporters follow through on given intentions.

Q3 (January - March): The "Stewardship" Quarter

After the intensity of year-end fundraising subsides, Q3 gives institutions the chance to shift their focus to gratitude, recognition, and relationship building. Stewardship during this period reinforces donor trust and lays essential groundwork for the final quarter of the fiscal year.

• Prioritize donor “thank you” touchpoints. Authentic gratitude will improve donor retention and increase the likelihood of future giving. Consider these stewardship ideas:
  
  • Personalized thank you videos or hand-written notes from students
  • School-wide “thank-a-thon” phone calls dedicated purely to gratitude
  • Rapid, transparent, and customized acknowledgement letters from assigned gift officers

• Share impact stories. Impact reporting should move beyond numbers alone. Consider highlighting scholarship recipients, academic program expansions, athletic achievements, or new initiatives that were fueled by donor generosity. This will close the loop on your year-end appeal and deepen donors’ confidence in their investment.
• Plan your Q4 campaign elements. If you run a Giving Day, reunion campaign, or fiscal year-end challenge, Q3 is the right time to plan. Similar to Q1, use this time to create messaging frameworks, design graphics and digital assets, and recruit peer ambassadors. When planned thoughtfully, these efforts will turn one-time donors into long-term supporters.

Stewardship is not a pause in the fundraising cycle—it is the work that sustains it. That’s why timeliness and intentionality are key here. Donors should feel that their gifts made an immediate difference so they join your stewardship matrix seamlessly.

Q4 (April - June): The "Urgency" Quarter

As the school year comes to a close, Q4 carries natural urgency. Milestone events such as graduation, final exams, and end-of-year accomplishments coincide with final fiscal year goals, creating a powerful environment for action. 

Here’s what fundraisers should focus on during this time:

• Engage graduating students and families. Commencement is a moment filled with gratitude and pride—making it an ideal opportunity to launch participation-focused class gift campaigns or invite families to honor their student’s time at the school with a celebratory contribution. When framed as part of a meaningful tradition, these appeals can create long-lasting giving habits.
• Drive your fiscal year-end campaign across all channels. June 30th provides a clear deadline that can motivate donors to act. Your messaging should emphasize urgency, highlight producers towards goals, and share how additional support will strengthen the institution in the year ahead. Frequent but thoughtful updates, targeted reminders to lapsed donors, and visible momentum can drive strong results during these final weeks.

Ensuring fundraisers keep the energy high during this time is essential! Check in with your team to see if there are any additional ways you can support them, such as with 

Conclusion

Fundraising for educational institutions is not linear. It is a cycle that benefits from sustained planning, targeted stewardship, and an understanding of when donors are most inclined to give. By aligning your work to the natural rhythm of the academic and fiscal year, you’ll create a more intentional and effective fundraising program. Using this playbook, each quarter will build on the one before it, contributing to a stronger, more resilient culture of philanthropy. 

If you’re looking to refresh your fundraising strategy to maximize these outcomes year-round, consider bringing in an outsourced expert. The right fundraising consultant will supply you with fresh perspectives and deep expertise to make your next school year your best yet.

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About the author

As the Director and Head of Growth at Orr Group, Katie plays a key role in advancing the firm’s mission to empower nonprofit organizations. She leads the firm’s branding, marketing, communications, thought leadership, and business development efforts. With over 8 years of experience, Katie is well-versed in optimizing marketing initiatives, driving business success, and fostering strategic relationships. She connects nonprofits with the fundraising, development, and strategic planning experts at Orr Group, ensuring they receive the support needed to thrive.