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13.7 Policy for Ethical Fundraising Practices

13.7 Policy for Ethical Fundraising Practices

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Board of Governors

Original Approval Date: June 23, 2011

Date of Most Recent Review/Revision: November 28, 2019

Office of Accountability: VP: Advancement & External Relations

Administrative Responsibility: Development

1.00 Purpose

1.01 Laurier will engage in fundraising practices that inspire confidence and trust and demonstrate integrity, transparency, accountability, and high ethical standards for fundraising.

1.02 Laurier will demonstrate respect for our donors and engage in fundraising, investment and disbursal of funds in an open, honest and transparent manner.

1.03 All fundraising programs and policies undertaken by Laurier are reviewed by the Board of Governors through its standing committees to ensure they are consistent with its vision, mission and guiding principles statements, and that they comply with this and other applicable University polices.

2.00 Definitions

2.01 Fundraising: the relationship building, solicitation, and stewardship of voluntary financial contributions (including both donations and sponsorship) to support the university or any portion of university programming that is related to its charitable purpose. Fundraising is also known as development, advancement, and philanthropy. Fundraising can be differentiated from other sources of university revenue including government funding, sponsored research grants, tuition and ancillary fees, sales and fees for service.

3.0 Transparency

3.01 All fundraising solicitations by or on behalf of Laurier shall disclose the University’s name and the purpose for which funds are requested, as well as contact information.

3.02 Laurier staff, or those fundraising on its behalf, shall disclose, upon request, whether an individual or entity soliciting contributions is a volunteer, an employee or a contracted third party.

3.03 If Laurier undertakes cause-related marketing in collaboration with a third party, it shall disclose how Laurier benefits from the sale of products or services and the minimum or maximum amounts payable under the arrangement. If no minimum amount is specified, Laurier should disclose this.

4.00 Accountability

4.01 Laurier shall conduct its fundraising and reporting activities in compliance with applicable laws and University policies and procedures.

4.02 Laurier shall make the following information available upon request, or posted on its website:

4.02.01 Financial statements approved by the Board of Governors, which are prepared in accordance with Canadian generally accepted accounting principles and audited by an independent financial auditor;

4.02.02 Annual budget approved by the Board of Governors, which, as appropriate, discloses revenue and expense assumptions for its fundraising activities;

4.02.03 Its best available information on gross revenue, net proceeds and costs of any fundraising activity (including fundraising costs categorized as education and/or public awareness) it undertakes;

4.02.04 Annual Donor Reports to the community;

4.02.05 Laurier’s registration number (BN) as assigned by the Canada Revenue Agency (CRA);

4.02.06 Laurier’s Statement of Investment Policies and Procedures relating to its investable assets;

4.02.06 The names of members of Laurier’s Board of Governors; and

4.02.07 Policies and guidelines associated with development and fundraising.

4.03 The cost-effectiveness of the Laurier’s fundraising programs shall be reviewed regularly by the Board of Governors. No more will be spent on administration and fundraising than is required to ensure effective management and resource development.

4.04 Funds received will be used to advance Laurier’s charitable objects and, where applicable, invested in accordance with Laurier’s investment policies and procedures.

4.05 Laurier shall ensure that all restricted or designated donations are managed in accordance with charitable trust law. All restricted or designated donations will be used in a manner that is consistent with the purpose under which they were accepted, subject to the provisions of the gift agreement or amendment by the court.

5.00 Ethics

5.01 Laurier shall encourage donors to seek independent advice if the proposed gift is a Legacy Gift (e.g. bequests, life insurance, shares, etc.) and/or if Laurier has any reason to believe that the proposed gift might significantly affect the donor’s financial position, taxable income, or relationship with other family members.

5.02 Laurier will endeavour to be truthful and accurate in all its fundraising and reporting activities. In particular, it shall not make claims that cannot be upheld. It shall refrain from using marketing materials or making representations that could be misleading. Laurier shall not exploit its beneficiaries. It shall be sensitive in describing those it serves (whether using graphics, images or text) and fairly represent their needs and how these needs will be addressed.

5.03 Laurier shall ensure that volunteers, employees and third party consultants/solicitors who solicit or receive funds on behalf of Laurier:

5.03.01 Are educated and informed of, and adhere to, the provisions of these guidelines and other applicable Laurier policies;

5.03.02 Act with fairness, integrity, and in accordance with all applicable laws;

5.03.03 Follow the highest ethical standards of the fundraising profession, as outlined in the CASE Statement of Ethics and the AFP Code of Ethics

5.03.04 Cease solicitation of a prospective donor who identifies the solicitation as harassment or undue pressure, or who states that they do not wish to be solicited;

5.03.05 Are governed by 8.1 Conflict of Interest Policy, and will disclose immediately to Laurier any actual or apparent conflict of interest; and

5.03.06 Not accept donations for purposes that are inconsistent with Laurier’s objects or mission.

5.04 Laurier will not pay, directly or indirectly, finder’s fees, commissions or percentage compensation based on contributions.

5.05 Every effort shall be made to honour a donor or prospective donor’s requests to:

5.05.01 limit the frequency of solicitations;

5.05.02 not be solicited by telephone or other technology;

5.05.03 not receive printed material concerning Laurier; and

5.05.04 discontinue solicitations where it is indicated they are unwanted or a nuisance.

5.06 Laurier shall honour donors’ requests to remain anonymous to the greatest extent allowed under law in respect to being publicly identified as a supporter of the organization; and/or having the amount of their contribution publicly disclosed.

5.07 The privacy of donors shall be respected. Any donor records that are maintained by Laurier shall be kept confidential as per Policy 10.1, Information Availability and Protection of Privacy. Donors shall have the right to see their own donor record, and to challenge its accuracy. All donor personal information shall be collected, used, retained, disclosed, and disposed of in accordance with University policy and applicable privacy legislation.

5.08 Laurier does not sell, exchange, or rent its alumni/donor lists with other organizations.

5.09 Recognition mechanisms created due to a gift shall be in line with Policy 13.6, Gift Acceptance Policy and Policy 13.5, Naming of University Assets.

5.10 Laurier will promptly respond to a complaint by a donor or prospective donor about any matter that is addressed in these guidelines. Laurier’s Board of Governors shall be informed at least annually of the number, type and disposition of complaints received from donors or prospective donors about matters that are addressed in these guidelines.

Relevant Legislation

Related Policies, Procedures and Documents

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