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Sponsorship and Fund Development Policy
Policy Statement
CATIE will strive to ensure that sponsorship and fund development activities/opportunities are consistent with its mission, values, and objectives. This policy is intended to help protect the integrity of the organization and its stakeholders by
outlining ethical standards in relation to funds or other valuable contributions solicited or
received through sponsorship and/or fund development.
Sponsorship and Fund Development activities are defined as follows:
- Special Events: fund development events that are conducted by, and benefit,
CATIE.
- Third Party Events: fund development events that are negotiated by
designated staff for the benefit of CATIE but are conducted by other
individuals or organizations.
- Annual Fund: solicitations for funds through direct mail and/or telephone
campaigns.
- Planned Giving: deferred donations, such as bequests, life insurance policies,
and charitable remainder trusts.
- Foundations: grants received upon application to a charitable foundation.
- Corporate Support: includes corporate sponsorship of CATIE events as well
as corporate giving to CATIE.
- Sponsorship: includes sponsorship of CATIE Special Events and direct
sponsorship of CATIE programs and services.
- Individual Giving: personal solicitation of donations from individuals.
CATIE does not endorse, through acceptance of a sponsorship or fund development opportunity, the product, service or philosophy of the sponsor or donor. In addition,
a sponsor or donor may not determine or influence the content of any program or service
which CATIE delivers.
This policy applies to all board members, staff, volunteers, and consultants who may
solicit and receive sponsorship and fund development activities/opportunities on behalf of
CATIE.
Policy Principles
In considering sponsorship and fund development activities, the following questions should be asked:
- Does it support CATIE’s mission?
- Does it provide an asset (financial, human resources, or public
image) to CATIE?
- Does it compromise or restrict CATIE’s ability and right to express
CATIE’s informed opinion on matters relating to CATIE’s work?
- Does acceptance of this donation unduly restrict CATIE’s capacity
to solicit or accept other funds?
- Is it appropriate to CATIE’s philosophy of respect for basic human
rights and the interests of people living with HIV/AIDS?
- Is it appropriate to CATIE’s strategic plan and work plans?
- Would it violate existing agreements with funding organizations?
- Will it take place over a reasonable time frame, with the
opportunity for review and termination by CATIE is so desired?
- Could CATIE’s credibility or reputation be damaged by the relationship with the sponsor or donor?
- Could the public, or CATIE staff, members or clients reasonably
perceive the sponsorship or fund development activity to have an
inappropriate influence on CATIE Mission, values, objectives,
activities, staff, members or clients?
CATIE seeks sponsorship and fund development partnerships/relationships that share the organizations values and that:
- Bring together organizations/partners with different strengths to support each other,
- Work towards eliminating prejudice and discrimination against people
affected by HIV/AIDS,
- Help meet people’s needs related to HIV/AIDS,
- Support a wide range of treatment, research, health promotion/prevention
and education services,
- Foster the public good, and the health and well being of clients,
families, friends, research participants, learners, staff, volunteers, and
community partners across Canada.
Policy Procedures
1) Approval of Sponsorship and Fund Development Activities
Through Executive Limitations policies, the Executive Director has the ultimate
authority to negotiate sponsorship and fund development opportunity on behalf of
CATIE. The Executive Director may designate members of staff to judge that
acceptance of a specific sponsorship and/or fund development opportunity within the
intent of this policy and the policy principles/guidelines.
In most situations, a sponsorship or fund development opportunity will be discussed
and approved by the Executive Director or designated staff member. If the
sponsorship or fund development activity/opportunity does not meet the intent and
principles/guidelines of this policy, it will be rejected. If the sponsorship or fund
development activity/opportunity is consistent with this policy but could still be
reasonably perceived by the public, and/or CATIE staff, members, clients or
volunteers as potentially damaging to CATIE’s credibility or reputation, the Executive Director will review the sponsorship or fund development
activity/opportunity to determine whether it is acceptable within this policy.
2) Rules of Conduct
Volunteers, board members, staff and consultants who solicit and receive
sponsorship and fund development activities/opportunities on behalf of CATIE
must:
- have no vested interest that could result in personal gain;
- disclose immediately to CATIE any actual or apparent conflict of interest;
- act with fairness, integrity, openness, and in accordance with all applicable legislation;
- discourage the reality or perception of conflict of interest between CATIE
and sources of any sponsorship or fund development resources, to the greatest
extent possible.
- avoid potential situations which might create undue or biased influence of any sponsor or donor over the programs, policy positions or resources of
CATIE.
3) Designated (Restricted) Donations
CATIE accepts designated donations for the purposes consistent with its mission, values and strategic plan and:
- a) All designated donations are to be used for the purposes for which they are
given.
- b) All designations of $500 or more are to be approved by the Executive Director
or their designate.
- c) Where a proposed designated donation is not consistent with CATIE’s
mission, values and strategic plan, the appropriate CATIE staff is to:
- i) Discuss the intended use of the proposed donation with the donor.
- ii) Make appropriate options available to the donor.
- iii) If agreement cannot be reached with the donor on reassignment of
the proposed donation, refuse the designated donation.
4) Stewardship of Donations
All donors are entitled to receive a charitable donation tax receipt in accordance
with current taxation law and the Canada Revenue Agency guidelines and;
- Donors and prospective donors must not be subjected to coercion or undue
pressure.
- Donors are to be encouraged to seek independent advice concerning any
proposed donation that might significantly affect the donor’s financial
position, taxable income, or relationship with other family members.
- Any request by a donor to be excluded from lists that CATIE uses or shares
with other organizations is to be honoured.
- All reasonable efforts are to be taken to honour any request from a donor or
prospective donor not to be contacted in future fund raising campaigns.
- Any information from or about donors that is obtained by, or on behalf of
CATIE is to be kept confidential to the extent allowed by law.
- Donors have the right to remain anonymous.
- All fund raising appeals by or on behalf of CATIE are to disclose CATIE’s legal name, its status as a registered charity, and the purpose for which funds
are requested.
- All members of the public, including donors and prospective donors, are
entitled to the following, on request and at no charge other than the cost of
reproduction and distribution:
- CATIE’s most recent annual report and/or audited financial
statements;
- CATIE’s most recent Registered Charity Information Return
(T3010A) as submitted to Canada Revenue Agency; and
- A list of the names of the members of CATIE’s board of directors.
- Donors and prospective donors are entitled to know, upon request, whether
the individual asking for funds is a volunteer or a paid fund raiser.
- Donors are to receive a written or verbal acknowledgment of their donation(s)
within a reasonable period of time.
5) Relationship with Other Agencies
All representatives for fund development events which are conducted jointly by
CATIE and one or more other charitable organizations must sign a third party
agreement.
6) Lists
- CATIE maintains several mailing lists which are used to disseminate a wide
variety of information to a broad constituency. It is understood that names
and addresses are given to CATIE for a number of different reasons and that
this information is bound by CATIE’s confidentiality and privacy policies.
These lists include:
Callers ordering information over our 1-800 toll free line
Information requests from the Web
Workshop participants
Subscribers
Donor
Members
- All complaints regarding solicitation are to be forwarded to, and dealt with, by the appropriate staff.
- Donors/prospective donors or subscribers who ask how their names got on a
list are to be given the source of that list.
- CATIE’s lists are for internal purposes only and CATIE will not share, trade,
rent or lend any list.
7) Accepting Benefits from Donors or Sponsors
From time to time CATIE Board or Staff members will be invited to attend
events where the cost is paid by a donor or sponsor. In such cases,
transparency is crucial and approval will be sought.
- In the case of a Staff member, from the Executive Director,
- In the case of a Board member, from the Chair of the Board,
- If broader approval is deemed necessary, the decision will be referred to the Board Executive Committee or, if needed, the Board
in its whole.
8) Tax Receipts
All donations may be receipted only in accordance with Revenue Canada
guidelines and;
- Tax receipts are not issued for the donation of services. For donation of services, cheques must be exchanged in order to issue a tax receipt.
- Final interpretation of Revenue Canada guidelines for charitable tax receipts rests with CATIE’s auditors.
- The signing officers of the organization shall be the signing officer(s) for the
purposes of tax receipts.
Related CATIE Policies and Documents
- CATIE’s Mission, Vision, Strategic Directions and Strategic Plan documents
Date Issued: September 2007
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