FUNDRAISING POLICY. Standards of Behaviour Policy. Manager

Transcription

1 FUNDRAISING POLICY Reference No: UHB 238 Previous Trust / LHB Ref No: T/130 Documents to read alongside this Policy Standards of Behaviour Policy Classification of document: Area for Circulation: Author/Reviewee: Executive Lead: Group Consulted Via/ Committee: Approved by: Corporate UHB Wide Fundraising and Communications Manager Executive Director of Finance Charitable Funds Committee UHB Board Date of Approval: 01 July 2014 Date of Review: 01 July 2017 Date Published: 08 July 2014 Disclaimer When using this document please ensure that the version you are using is the most up to date either by checking on the UHB database for any new versions. If the review date has passed please contact the author. OUT OF DATE POLICY DOCUMENTS MUST NOT BE RELIED ON Fundraising Policy Page 1 of 17 Reference No: UHB 238

2 Version Number Date of Review Approved Date Published Summary of Amendments 1 01/07/ /07/2014 Document updated Supersedes previous Trust Fundraising Strategy reference no 130 Fundraising Policy Page 2 of 17 Reference No: UHB 238

3 FUNDRAISING POLICY CONTENTS Page No. 1 Introduction 4 2 Charitable Monies 4 3 Policy Statement 5 4 Acceptable Fundraising Activities 5 5 Fundraising by Individual Staff Members 6 6 Fundraising by Friends & Supporters / Third Party 6 Fundraising 7 Fundraising Within Wards and Departments 8 8 Fundraising Projects and Appeals 9 9 Fundraising by Partner Charities and Joint Party 9 Fundraising 10 Fundraising by Other Charities Data Protection and Fundraising Standards Approval of Fundraising Activities Fundraising Support Receiving Donations Receiving legacies Donated Items Requested expenditure from Charitable Funds Monitoring and Review Further Guidance and Information Questions about this Policy 15 Fundraising Policy Page 3 of 17 Reference No: UHB 238

4 1. INTRODUCTION Cardiff and Vale Health Charity ( the Charity ) is the official charity and working/trading name of Cardiff & Vale University Health Board. It is registered as the Cardiff and Vale University Health Board General Purposes Charitable Fund, Charity Registration Number Charity money (including all funds) consists of: Money donated to the UHB Money left in a legacy for the benefit of the UHB Money which has been raised through fundraising events Money which has been donated as a result of a fundraising appeal Money held in endowment funds The UHB recognise the importance of charitable monies as they become increasingly essential to support innovation and improvements in service delivery and to ensure that the UHB remains a premier health care provider. 2. CHARITABLE MONIES Fundraising is seen by the UHB as a legitimate means to enable the purchase of: goods and equipment or services which are not available within capital or revenue budgets. For the public, donating cash or equipment, or actively raising funds is seen as a positive way of supporting a health service which is short of funding. Charitable monies have to be accounted for in a different way from other mainstream funding and are subject to a different set of rules and guidance. The trustee of Cardiff and Vale Health Charity is defined in Section 177 of the Charities Act 2011 as the persons having the general control and management of the administration of a charity. This responsibility covers the management and distribution of such funds and the receipt of new charitable monies. Responsibility for the management of charitable funds is delegated to the Charitable Funds Committee. The trustees and those with delegated authority are responsible for ensuring that: Fundraising is carried out legitimately; Expenditure is properly validated; All funds raised are accurately accounted for; The money is expended in accordance with the objectives of the fundraisers/donors. Fundraising Policy Page 4 of 17 Reference No: UHB 238

5 3. POLICY STATEMENT This policy outlines the principles and practices that will govern the approach to the management of all fundraising activity. The policy is written in accordance with legislation that impacts on the UHB and any fundraising. The purpose of this policy is to outline how the UHB charity manages both donations received and all fundraising for the hospitals, wards, departments and services in addition to the requests from staff and charities to organise fundraising or promotional activities at the UHB. This policy applies to: 1. All UHB staff actively involved in fundraising for the Cardiff and Vale Health Charity and those who handle charitable monies: a. in which the hospital name or any of its services is named as a primary beneficiary; b. where the UHB s official charity name is used; c. any fundraising event undertaken by staff on UHB premises. 2. Members of the public This policy protects the UHB and its staff from liability by ensuring that all activities are within the law. Fundraising should be undertaken by individuals over 18, please contact us if children are to be involved in fundraising. 4. ACCEPTABLE FUNDRAISING ACTIVITIES The UHB approves fundraising activities where the giving of funds is linked to an activity rather than a general request for funds. Those events that have an added health benefit for recipients are positively encouraged. The UHB accepts fundraising for the following activities (we have provided examples): Local and national health related awareness campaigns that can be linked to business areas and strategic plans. i.e. women s or men s health awareness campaigns for example Breast Cancer Month to the Breast Centre Appeal, Prostate Cancer Awareness to the Uro-oncology Fund Fundraising for funds linked to an activity in your department. For example sponsored cycle for your ward or department. Fundraising activities where money is raised for a UHB ward, department or other area of UHB, must be linked to a specific activity, for example a piece Fundraising Policy Page 5 of 17 Reference No: UHB 238

6 of equipment which will directly benefit patients or provide enhancements to your trusts services; Entering externally organised challenges to raise funds, sponsored cycle, BUPA 10k, Cardiff Half Marathon, Christmas Day Swim, skydive etc,; Fundraising activities which will directly benefit our hospital charity. Additionally, we support fundraising for partnership work events, i.e.: National Charity Event Days for example: Red Nose Day, Children in Need, Sport Relief, Genes for Jeans Day Fundraising activities to support charities based on UHB premises or supporting our services for example, RVS, Latch etc. Proposed fundraising activities undertaken by UHB staff must not attract adverse publicity for the UHB. Fundraising activities that meet with public disapproval can damage the reputation of both the UHB and the Charity. The charity office can provide UHB staff and our supporters with help and advice on any fundraising activity and will approve events prior to them being undertaken. The UHB needs to protect the integrity and reputation of its hospitals and its staff and it is therefore essential that the use of the charity name has prior approval. It is required that the Charity is aware of all events planned and has provided approval which is maintained via a centralised fundraising event log. Staff and members of the public wishing to organise fundraising or events will, in the first instance be required to complete for approval the Fundraising Registration Form (appendix 1) and forward to Cardiff and Vale Health Charity, 6 th Floor, Brecknock House, UHW (xt ) or by to lucie.barrett@wales.nhs.uk or dale.moore@wales.nhs.uk Once an activity has been approved, fundraising publicity must state: 1. who will benefit from the fundraising activity; 2. where the money will go to o i.e. Cardiff and Vale Health Charity PICU Fund o for external charities, you must include their registered charity number but also seek approval for them directly for your fundraising & publicity 3. where possible, what will be purchased with the money raised Fundraising Policy Page 6 of 17 Reference No: UHB 238

7 5. FUNDRAISING BY INDIVIDUAL STAFF MEMBERS The participation in fundraising activities by staff is voluntary and should not be imposed on any individuals. An individual member of staff fundraising for their particular ward or department on site is acceptable as long as it does not interfere in their scheduled hours of work. For example, seeking sponsorship from your colleagues for an activity you are doing to raise money for a piece of equipment should be done during break times. Where individual staff members are fundraising for the UHB s wards or departments they should notify the Charity who will be able to assist, advise and/or support your event. Please contact the team on xt Any member of UHB staff may apply to raise funds on behalf of the service; however, the intention to raise funds should also be relayed to the individual s line manager. Where a UHB employee is involved in fundraising activities that have not been approved by the Charity office, support must be obtained offsite and out of working hours. 6. FUNDRAISING BY FRIENDS & SUPPORTERS / THIRD PARTY FUNDRAISING Any member of staff who receives enquiries from potential fundraisers who wish to raise funds directly for either the UHB or a specific ward or department must be referred to the Charity Office on (xt ) for advice and assistance. For example, this may be a patient, a friend of the UHB, a friend of yours, or another charity organisation. The charity team will then liaise with the individual or organisation to officially approve the fundraising activity, provide advice to the fundraiser and enable the UHB to monitor all fundraising activity. Staff members may from time to time receive requests to become involved in fundraising activities for friends or other charities you support. The UHB does not have insurance cover to hold these activities onsite on behalf of these parties. Employees participating in fundraising events arranged by other charity organisations or activities of their friends must do so in their own time and offsite. You should check that the organisations have carried out a suitable risk assessment and carry the appropriate insurance. The UHB will not normally pay for professional fundraisers. The use of professional fundraisers must be agreed by the Charitable Funds committee. Any request for additional fundraising support must consider whether there are suitable staff resources within the UHB or whether the fundraising team can undertake the duties required. Fundraising Policy Page 7 of 17 Reference No: UHB 238

8 7. FUNDRAISING WITHIN WARDS AND DEPARTMENTS The intention of the UHB is to support wards and departments to increase their fundraising activities and to maximise opportunities for donations to the UHB Charity. Collectively staff may undertake fundraising activities where money is generated for their own ward or department or another area of the UHB. The fundraising activity should ideally be linked to an activity or campaign (for example purchase of vital piece equipment) and must not conflict with other fundraising plans and priorities. This provides excellent opportunities to support strategic fundraising objectives and areas where fundraising support is required. The charity must be informed of any planned fundraising activity to take place within your ward or department, in order to co-ordinate any activity where necessary and to provide advice and assistance with the marketing and promotion of the event both internally and externally and to ensure all fundraising is completed using UHB standards. Please complete a Fundraising Registration Form for approval. Cardiff and Vale UHB actively encourages its staff members to participate in/or organise fundraising on behalf of the service. It is necessary, however, to ensure that both the UHB and its staff comply with statutory regulations and recommended practice during such activities. Fundraising must not take place in your ward at the bedside; this is to protect patients who may be considered vulnerable. Fundraising activities must comply with legal restrictions, please see section 10 for further details. Remember that the principle aim of any event is to obtain the maximum return possible and expenditure incurred should be minimal and proportionate to the event itself. The charity can provide an event budget template to support the maximisation of income and donations. Please contact us on 41801/ Staff members may display information regarding their fundraising activity across the UHB (please speak to the Charity office who will follow the appropriate procedure for approval of marketing materials). Staff must not directly approach patients or visitors to suggest or request involvement or contributions. If patients or visitors approach a member of staff regarding the fundraising activity they may accept offers of participation and support. No collection tins should be displayed within the ward or department without prior permission from the Fundraising Team, please contact us to request Charity collection items on (internal extensions 41801/41802). Fundraising Policy Page 8 of 17 Reference No: UHB 238

9 8. FUNDRAISING PROJECTS AND APPEALS It is required that a small committee (up to 4 staff members) be formed to manage and administer fundraising appeals and major events where there is an expected income of more than 5,000. This helps spread the workload and allows the committee to delegate responsibilities to different individuals, i.e. a finance officer, fundraising officer, etc. Where there is an Appeal committee, a member of the charity team should also be in attendance to support the scheme and tie any activities into the charity s overarching campaigns and work. The fundraising office can co-ordinate branded marketing and materials to support the appeal. It is recommended that if a Committee has been set up to organise an event / appeal, a named individual must be nominated to administer the collection, recording and security of funds. It will be the responsibility of that individual to keep an accurate record of funds raised and any expenditure incurred, and to forward a copy to the Charity office. For major events organised by a committee, the nominated individual should discuss and agree any expenses, which may arise. If there is a cost of 5,000 this should be reported to the Charitable Funds Committee as part of the Fundraising Report and to seek approval for the fundraising to be set up as an Appeal 9. FUNDRAISING BY PARTNER CHARITIES AND JOINT PARTY FUNDRAISING We accept that there are a number of organisations who raise money solely or mainly in support of the UHB s services (i.e. WRVS, League of Friends etc). The charity aims to give these groups ( partner charities ) support in their fundraising activities. All hospital based charities must contact the Charity office before putting up any advertising (i.e. leaflets, flyers, display boards etc.) or longer term structures (i.e. signage, sculptures, display boards) across the UHB sites in general and in office and ward locations. The charity will review the items and approve or deny any such short or long term fundraising items in accordance with our objectives. On occasion, the UHB may adopt a partnership approach to fundraising by strengthening relationships and improving communication with a range of partners leading to an increase in fundraising activity and the number of individual donations. Joint fundraising events will be encouraged and proceeds must be shared according to any prior rates agreed between the UHB charity and the fundraising partner organisation. The Senior Fundraising and Communications Officer must be informed of any planned joint fundraising activity to take place, in order to co-ordinate any activity where necessary and Fundraising Policy Page 9 of 17 Reference No: UHB 238

10 to provide advice and assistance with the marketing and promotion of the event both internally and externally. Where a local charity or community partnership engages in a venture where contributions are to be given to the UHB a signed written agreement must be in place containing provisions to include: The purpose for which the fund is being sought How monies will be split between organisations, and: An explanation of how any surplus money will be used The Charity office MUST approve all literature naming the UHB as the beneficiary and review the financial arrangements of any major partnership fundraising schemes. 10. FUNDRAISING BY OTHER CHARITIES Any fundraising by external charities should be approved by the Charity Office. All collection boxes for other charities must be removed from UHB sites. Only Cardiff & Vale Health Charity collecting boxes are permitted on any UHB site unless permission has been granted by the Charity office. Partner charities may display their collection tins in approved locations. 11. DATA PROTECTION AND FUNDRAISING STANDARDS Data Protection legislation affects many areas of fundraising. Fundraisers need to ensure they comply with the regulations. The Data Protection Code of Fundraising Practice identifies key regulatory and best practice standards for fundraising. The regulations may appear daunting at first but it is helpful to remember a few rules of thumb: Ensure you have the necessary permissions to contact supporters; Do not retain any information on an individual that you would not be comfortable sharing with them; Do not use information in a manner that the supporter would not wish; Do not share data in a manner that a supporter would not wish; In short, it is helpful to think about how you would like your details used by another organisation. For more information about Data Protection guidelines and fundraising please visit: All fundraising activity for Cardiff and Vale Health Charity must comply with: The Charities Acts of 1992, 1993, 2006 and 2011 Charity Commission regulation Data protection law Fundraising Policy Page 10 of 17 Reference No: UHB 238

11 Local county council licensing requirements Gambling Act 2005 Cardiff & Vale Health Charity is a member of the Institute of Fundraising and the Fundraising Standards Board. Fundraising activity at UHB must comply with the UHB income generation governance and ethical framework policy. Cardiff and Vale Health Charity are able to provide either formal authorisation letters or ID badges for individuals in order to fundraise in public places. Thank you letters must be issued by the Charity team for all donations received into Cardiff and Vale UHB. It is therefore necessary to accurately and legibly complete the Donation Form with donor information. Your ward or department may also send thank you letters to donors. If you have any questions about the Donation Form please contact the team. 12. APPROVAL OF FUNDRAISING ACTIVITIES All potential fundraising activities undertaken by individual UHB employees, or wards or departments, must be approved by the Charity. Please contact us on (41802) to seek approval for your fundraising activities with a fundraising registration form. The safety and security of staff involved in fundraising activities (and that of the general public) is of primary importance and careful consideration should be given to such issues. If necessary, appropriate insurance should be in place to cover against such contingencies. As part of its Income Generation Policy Cardiff and Vale UHB holds insurance for low risk fundraising activities that are undertaken by UHB employees and on UHB sites. Please liaise with the Charity office to identify the level of insurance required for your event and how to obtain this. For large scale events and those of medium high risk, a separate insurance policy should be obtained to ensure appropriate cover. Submissions for approval of fundraising (whether by members of staff or external bodies) should include the following detail: The fund your activity will support; How the money will be raised (collections, raffles, appeal, etc) and in what timescale; Estimated income and expenditure for your activity; Proposed source of funding if any cost is additional to that covered by fundraising (i.e. application for a grant, or using an endowment fund) For any equipment to be funded, it s lifespan and a proposed source of eventual replacement The charity office will then either authorise the fundraising or seek official authorisation for larger scale fundraising with the appropriate channel (i.e. via the Charitable Funds Committee to set up a specific appeal). Fundraising Policy Page 11 of 17 Reference No: UHB 238

12 Fundraising activities will be recognised so long as they are generally within the strategic direction of the corporate objectives and business priorities. Certain activities will require the approval of the Charitable Funds Committee prior to commencement. Those needing the higher approval include, for instance: Higher risk activities that require additional insurance cover; Fundraising that has a revenue consequence (i.e. for a piece of equipment, for staffing etc.); All appeal committees will be required to submit progress updates for inclusion within the Fundraising Report for the Charitable Funds Committee 13. FUNDRAISING SUPPORT Please contact the charity in the following instances: 1. If you are approached by an external organisation who wish to support the hospital, including your ward or department 2. You wish to approach an organisation for support, this includes approaching them for: sponsorship, financial support, gifts in kind etc. 3. You are selling any items on behalf of the charity The charity team will require reassurance that the nature of support is in line with both the charitable objectives of the organisation and the governance framework. Where there is a significant opportunity to receive income, capital or long term support from a third party, a business case will be submitted as part of the Fundraising Report to the Charitable Funds Committee for consideration and approval. 14. RECEIVING DONATIONS UHB Staff should inform anyone intent on making a cash donation to Cardiff and Vale Health Charity that the money should be paid into the Cashier s Offices at UHW, Llandough or Whitchurch. Donors can also make payment with a debit or credit card at UHW or Llandough, or by telephone ringing Cashiers on Llandough Extension Cheques can be sent directly to the charity office; we require a note or letter from the donor including their name, address, and who should benefit from the donation. Cheques should be made payable to Cardiff and Vale Health Charity and can be posted to: Cardiff and Vale Health Charity Brecknock House University Hospital of Wales Cardiff CF14 4XW Fundraising Policy Page 12 of 17 Reference No: UHB 238

13 The donation should list the beneficiary. All cheques should be made payable to Cardiff and Vale Health Charity. There is no current facility to receive money online. Under no circumstances should a cheque be made payable to an individual staff member of Cardiff and Vale UHB. If you receive a cheque made payable to a member of staff, please forward it to the charity office for action. All staff receiving a donation on their ward or their department from individual donors or from ward fundraising activities should pay it into cashiers within 7 days. Donations should be securely held on the ward. Donations received by cashiers will be receipted and banked using the donation pad supplied to your ward. If there are exceptional circumstances and you are not able to visit a cashier, please contact the charity office on who will be able to help you. It is not acceptable for donations to be kept in the ward for more than 7 days. The Charity has a robust Gift Aid process in place across the UHB via the use of Donor Pads and processes claims with the HMRC on an annual basis. If you do receive cash for your fundraising event it must be counted and signed as a donation by 2 members of staff on the donation form and taken in a sealed collection tin or envelope to the cashier s office for official counting. The cashier will act as a counter signatory, receipt the monies paid in and allocate it to the specified fund. All charitable income either from donations or fundraising activities must be paid into UHB charitable funds. Failure to do this will contravene standing financial instruction. 15. RECEIVING LEGACIES Any member of staff receiving notification of a legacy that names Cardiff and Vale University Health Board, Cardiff and Vale Health Charity or any area of the hospital as a beneficiary should contact the charity office on (or on extensions / 41801). If you receive any communication from a legal body or an individual relating to a legacy (for example, telephone, or written correspondence), please forward a copy of this correspondence to the charity office for action. The charity will take the appropriate administration around legacy income as well as bring the attention of the expected income to the Charitable Funds Committee. Fundraising Policy Page 13 of 17 Reference No: UHB 238

14 16. DONATED ITEMS AND GIFTS IN KIND All potential donated assets (medical equipment, furnishings) need to be brought to the attention of the charity office at the earliest possible time, to ensure that they conform to the standard required, that revenue consequences are managed and an asset register maintained. You should also contact the charity office if you are offered a gift in kind; for example, a company donating work hours; concert or match tickets; signed memorabilia; donated artwork; children s toys; furniture; training etc. 17. REQUESTED EXPENDITURE FROM CHARITABLE FUNDS Details on how to request expenditure from Charitable Funds (either the Charitable Funds Panel or the Charitable Funds Committee) are available on the Lottery section of the UHB intranet. The Charitable Funds Panel receives bids of up to 10,000 that are supported by funds generated by the UHB Staff Lottery. The Charitable Funds Committee receives bids for items over 25,000 requiring approval. Expenditure from all funds must be in line with the Governance Framework. Questions about this protocol can be directed to the Financial Services Manager. For more information if you are unable to access this site, please contact Fundraising on (xt ). 18. MONITORING AND REVIEW Staff engaged in any fundraising event in which the UHB s hospitals or services are quoted as a beneficiary must have prior agreement from the Charity office. Where it is apparent that such an agreement is not in place, the Charity s Senior Fundraising and Communications Officer will follow this up and if necessary report to the Charitable Funds Committee. Fundraising events and lotteries are subject to review by the Charity office. In addition enquires are regularly received from the Local Licensing Authority and the Police requiring confirmation or validity of an event. Income from fundraising events that have been agreed through the Charity office, is monitored by the Senior Communications and Fundraising Officer and reported to the Charitable Funds Committee on a quarterly basis. Any outstanding events will be followed up within a reasonable time period (in relation to the type and complexity of the event) and any issues of concern will be raised with the individual fundraisers and may be reported to the Charitable Funds Committee. Raffle and Lottery returns together with any unsold tickets should be returned to the Charity office within an agreed timescale (usually within 4 weeks of the Fundraising Policy Page 14 of 17 Reference No: UHB 238

15 draw taking place), as this information must be relayed to the Local Licensing Authority. Any differences or queries will be taken up with the nominated member of staff responsible and if necessary reported to the Charitable Funds Committee. A final confirmation of the income and expenditure around a fundraising event or campaign should be submitted to the Charity office in order to keep a centralised record of all activities. This will help us to control any publicity and further promote the success of your event to our stakeholders. The Senior Fundraising and Communications Officer will follow up any overdue information and investigate any discrepancies or errors. 19. FURTHER GUIDANCE AND INFORMATION Cardiff and Vale Health Charity Cardiff and Vale University Health Board Institute of Fundraising The Charity Commission Information Commissioner s Office Fundraising Standards Board 20. QUESTIONS ABOUT THIS POLICY Dale-Charlotte Moore, Fundraising and Communications Manager (or internally on 41801) dale.moore@wales.nhs.uk Alun Williams, Financial Services Manager (or internally on 46234) alun.williams3@wales.nhs.uk Our Address: Cardiff and Vale Health Charity, Brecknock House, University Hospital of Wales, Cardiff, CF14 4XW Fundraising Policy Page 15 of 17 Reference No: UHB 238

16 Your Details APPENDIX 1 Fundraising & Event Registration Form Thank you for choosing to raise vital funds for Cardiff & Vale Health Charity Registered Number Title: First Name: Surname: Address: Town: Home Tel: Postcode: Mobile No: Date of Birth: We would prefer to contact you by please tick here if this is NOT convenient Fundraising / Event Details Type of fundraising/event: Date: Venue name & address (if different from above): Venue telephone no: JustGiving address (if applicable): Yes, I would like our event details to feature on the Cardiff & Vale Health Charity website and social media sites (tick box) Is there a special reason why you are supporting Cardiff & Vale Health Charity? Fundraising Materials Fundraising materials Sponsorship form Event poster Balloons (max 15) Collection tin (without security chain for street collections, events etc) Collection bucket Trolley Coins Amt Please Tick Req Post Collect Declaration By entering my name below I understand and agree that I am undertaking this event at my own risk and that Cardiff and Vale Health Charity is not responsible for any risk, injury or loss that may result, and will not be liable for any claim which may arise from this event. I agree to pay the proceeds from this event to Cardiff and Vale Health Charity. Name: Date: Please return to; Cardiff & Vale Health Charity Brecknock House, Heath park, Cardiff. CF14 4XW t: Fundraising Policy Page 16 of 17 Reference No: UHB 238

17 e: Registered Charity No: Fundraising Policy Page 17 of 17 Reference No: UHB 238