Sponsorship and Fundraising Policy

1. PURPOSE

The purpose of this policy is to set out provisions that govern fundraising and sponsorships activities carried out either in support of or at Vanier College (the College).  The development of a distinct College-wide Fundraising and Sponsorship Policy ensures consistency and transparency in the collection and distribution of funds.

2. SCOPE AND LIMITS

This Policy applies to all students, faculty and staff of Vanier College involved in the solicitation of funds in Vanier College’s name, on or off campus.

With regard to sponsorship, this Policy covers instances whereby the College receives funds from sponsors. It does not cover instances whereby the College acts as a sponsor.

The College and the Vanier College Foundation (the Foundation) work collaboratively in the fundraising activities while recognizing that the Foundation is a legal entity separate and distinct from the College and operating independently as a charity organization. 

3. DEFINITIONS

College Community: All College employees, students, Vanier College Board of Directors members and any other person contractually obligated to comply with this policy.

Fundraising: Activities that seek to generate financial support for a charity, cause, or other initiative.

Gifts: Voluntary transfers of eligible property. (Note: Gifts of property may qualify for charitable tax receipts, subject to applicable Canada Revenue Agency guidelines; however, donations of services (donated time, skills, efforts) provided to a registered charity are not property and therefore do not qualify as Gifts for the purposes of issuing official charitable donation receipts.) 

Sponsorship(s): A type of fundraising that consists in cash or in-kind fees paid in return for access to the commercial potential associated with an organisation and/or event and undertaken for the purpose of achieving commercial objectives. Sponsorships are generally not eligible for charitable donation receipts. If a business receives the same level of recognition as all other donors, with no special treatment, and the recognition is minimal (for example, a simple acknowledgment), the charity can issue the business a receipt for the full amount of the donation.

Vanier College Foundation: The Vanier College Foundation is a registered non-profit organization with the mission of helping Vanier College maintain its high academic standing and enhancing the educational life of its students. May be referred to as the “Foundation” in this Policy.

4. ROLES AND RESPONSIBILITIES

All members of the Vanier College community, when organizing a fundraising or sponsorship activity: 

• Respecting all requirements of this Policy
• Following authorization procedures as outlined in the Fundraising and Sponsorship Procedures 
• Verifying for the need and obtaining any parallel authorizations when required by the nature of the activity (ex. alcohol permits, event authorizations, etc.)
• Requesting any parallel services required (ex. Service requests, security, etc.)

Deans and Academic Dean’s office:  

• Receiving and processing all requests for fundraising and/or sponsorship activity requests related to regular day programs
• Following authorization procedures as outlined in the Fundraising and Sponsorship Procedures

Director and management personnel of Continuing Education:

• Receiving and processing all requests for fundraising and/or sponsorship activity requests related to continuing education activities
• Following authorization procedures as outlined in the Fundraising and Sponsorship Procedures 

Director and management personnel of Student Services:

• Receiving and processing all requests for fundraising activities related to student initiatives, or any other fundraising activity not related to regular day programs, continuing education activities or Vanier College Student Association (VCSA) clubs or chapters
• Following authorization procedures as outlined in the Fundraising and Sponsorship Procedures

The Vanier College Student Association:

• Receiving and processing all requests for fundraising activities related to Vanier College Student Association (VCSA) clubs or chapters
• Following authorization procedures as outlined in the Vanier College Fundraising and Sponsorship Procedures

5. POLICY STATEMENTS

As a non-profit entity with charitable status, the Foundation accepts donations and oversees fundraising activities to fund various operating initiatives that benefit the College. Only the VCSA and its clubs may hold fundraising activities on campus for the benefit of charities other than the Vanier College Foundation (see art. 5.16).

All fundraising activities must receive approval from the relevant College authority before proceeding. See Fundraising and Sponsorship Procedures for more information.

To be accepted by or on behalf of the College, a fundraising activity, donation or sponsorship agreement must abide by the following:  

• 5.1. The activity must be aligned with the College’s and the Foundation mission and values;
• 5.2. The activity must not constitute a real or reasonably perceived conflict of interest;  
• 5.3. The activity must have reasonable anticipated benefits that outweigh the anticipated costs;
• 5.4. The activity must have an identified purpose with proceeds solely used for that purpose, as intended; 
• 5.5. The funds must be used to complement, not replace, Ministry funding for education and/or allocated College budgets;
• 5.6. Staff, students or volunteers must not personally benefit materially or financially from the activities covered under this Policy;
• 5.7. Participation in fundraising activities is strictly voluntary;
• 5.8. The safety of students, volunteers and personnel must be a consideration in all fundraising activities;
• 5.9. All funds raised electronically must be deposited with the Foundation. Under no circumstance may funds transit through a personal account;
• 5.10. In the case of cash payments, all funds resulting from activities raising $500 or more must be processed through the Foundation for ulterior distribution according to the approved fundraising objectives unless the funds were raised for a third-party charity by a VCSA club;
• 5.11. The organizer of a fundraising activity is responsible for collecting, handling, safeguarding and reporting funds raised;  
• 5.12. All activities must meet all procedural requirements;  
• 5.13. The person or group organizing the fundraising activity or engaging in solicitation must comply with the Vanier College Fundraising and Sponsorship Policy, all applicable laws and regulations, College policies, guidelines, protocols and procedures, to ensure minimal liability to the College; 
• 5.14. Fundraising for third-party charities Considering fundraising and volunteering in support of charities contributes to preparing students to succeed as engaged citizens of the world, which is at the core of the Vanier College mission, VCSA and its clubs may organize and hold fundraising activities or events for third-party charities.
  • 5.14.1. These activities or events may only be held in benefit of registered Canadian charities.
• 5.15. The VCSA is responsible for ensuring proper management of funds and the College may request proof of financial activities and donations at any time; 
• 5.16. Sponsorship
  • 5.16.1. Operating budgets cannot be used to sponsor a College activity. 
  • 5.16.2. In addition to receiving the required approval for any fundraising activity, any member of the College community wishing to solicit a donor or a partner to receive financial contributions or in-kind donations must submit the names of the potential sponsors to the Vanier College Foundation as to avoid that these organizations or individuals be over solicitated.  

6. ENTRY INTO FORCE AND REVISION

This policy enters into force upon its adoption by the Board of Directors and is revised every five years.