Fundraising policy for North Tipperary Hospice
This policy has been compiled by Maria McGrath and approved by the Board of North Tipperary Hospice Movement on 24/03/2015
North Tipperary Hospice Movement is proud of the high regard in which it is held by both the recipients of its services and its supporters. The purpose of this Fundraising Policy and associated Code of Professional Conduct is to provide guidance to members of the organisation and the general public when fundraising money from all sources for North Tipperary Hospice Movement.
This policy addresses general responsibilities in fund raising as well as specific responsibilities of fund raisers and donors and as related to the use of and accountability of funds.
Fund-raisers shall always act with fairness, honesty integrity and openness.
1. Fund-raisers shall comply, in all of their activities with North Tipperary Hospice Movement’s practices and applicable laws and regulations.
2. Fund-raises hold themselves accountable to those from whom funds are received. The use of messages or illustrations that takes advantage of human suffering or in any way compromise the dignity of any human being is not permitted.
3. Fund-raisers shall not exploit their position for personal gain.
4. Fund-raisers shall adhere to North Tipperary Hospice Movement’s Code of Professional Conduct. Above all else, donors have the right to obtain complete and timely information on how their funds are used.
5. All fundraising activities conducted under the name of North Tipp Hospice will need to be registered with an officer of the Movement.
6. All fundraising activities that use the North Tipp. Hospice logo and information will need to be registered with an officer of the Movement.
7. All funds raised will be used for the purpose for which they were raised, and within a reasonable timeframe.
8. Fund-raising costs shall at all times be held to a percentage of revenue which is generally acceptable within the fund-raising profession and by the public. There shall be a proper balance between costs, revenue and quality.
9. A recognised accounting method shall be used to track and control donations (receipt books and spread sheets).
10. Money collected from fund-raising will be counted at all times by two people.
11. Branch Guidelines for Fundraising Local branches have a vital role to play in this and are required to contribute to North Tipp. Hospice central funds. It is vital for accountability and transparency that branches engage in good practice when raising funds.
12. There are three distinct areas of fundraising that applies to local branches.
13. Branches may raise funds from local sources but must transfer to central funds before Dec. 31st of each year.
14. Branches may not raise funds from local sources specifically for the running of the branch. 19. Branches fundraise for National Fundraising events.
This policy is applicable throughout North Tipperary Hospice Movement’s branches and networks, to all individuals who raise funds from private, corporate, public or other sources.
North Tipperary Hospice Movement must ensure the following code of professional conduct is adhered to at all times:
- Be responsible for ensuring that fundraisers are aware of and can generally communicate the purpose of the organisation and of the specific fundraising efforts they are involved in;
- Be responsible for ensuring that fundraisers are aware that they must disclose if they are employees of the organisation or third party agents;
- Provide, where possible, clear and adequate, written or verbal, information to the public about any relevant follow up including telephone procedure;
- Where events organised in the charities names are not known by the charity until after the fact, the charity will work with that fundraiser to ensure they are aware of the expected and that the fundraiser will apply them to any further events they hold for the charity;
- Where donations are raised through electronic means, example through charities websites, the level of security applied to such websites shall be of a sufficient standard to protect the confidentiality of donors credit card and other personal details;
- Ensure all public collections have a Garda permit, or where no permit is necessary, permission from the relevant authority (such as for collections in church grounds);
- Ensure that appropriate training, education and information is available to fundraisers to enable them perform their roles effectively;
- Comply with the ICTR good practice factsheet on handling cash and non cash donations as set out below;
- Be generally responsible to explain to the public how fundraising is organised and to help educate the public about the realities of resourcing charitable organisations. Where specific questions are received these should be answered openly and honestly. The principle of informing the charity in advance and adhering to these standards will be highlighted as much as possible by the organisation.
Handling Cash Donations:
The key principles governing cash handling by charities are:
• all cash (including cheques, postal orders, drafts, credit card and gift card donations) is recorded at point of entry and should be capable of being traced through to the charities bank account
• all cash is banked and acknowledged at the earliest possible opportunity
• cash is at all times to be counted by two staff members or two authorised representatives of the charity.
Cash handling procedures are important to protect the organisation from fraud, theft or embezzlement, to protect staff or volunteers from accusations of dishonesty and to assure donors that their donations and gifts are used for the purpose for which they were given.
• Cash received is to be collected, counted and recorded by two individuals.
• Cash is counted in a secure environment and held in a secure place until it is possible to bank it.
• Income summaries ought to be made at the point of counting for reconciliation with banking details at a later stage.
• Deductions must not be made from cash received. Expenses must be met (where previously agreed) by the charity after receipt of the cash.
• A receipt is given to the donor recording the amount of the donation, the donors details, the source of the donation and the purpose for which the donation is being made (if relevant). If the total amount is not known at the point of handover, this should be recorded on the receipt as an estimate or noted as ‘not yet counted’.
• Acknowledgements are issued, where requested and where practical, to third party donors e.g. a coffee morning participant, fundraising event sponsor etc. This serves to ensure that the donor receives official confirmation that their donation arrived and will be used for the purpose the donor intended.
• Records are made of all donations.
Commitments to Standards and Fundraising
As a charity (Charity no CHY 10435) seeking donations from the public we, North Tipperary Hospice Movement, aim to comply with the Statement of Guiding Principles for Fundraising. Our pledge is to treat all our donors with respect, honesty and openness.
We commit to being accountable and transparent so that donors and prospective donors can have full confidence in North Tipperary Hospice Movement.We promise we will effectively apply your gifts to us for their intended purposes.
North Tipperary Hospice movement has signed the code of conduct on images and messages.
We commit that you, our donors and prospective donors will:
- Be informed of the organisation’s mission, and of the way the organisation intends to use donated resources.
- Be informed of the identity of those serving on the organisation’s governing board, and that the board will exercise prudent judgement in its stewardship responsibilities.
- Have access to the organisation’s most recent financial statements.
- Be assured your gifts will be used for the purposes for which they were given.
- Receive appropriate acknowledgement and recognition.
- Be assured that information about your donation is handled with respect and with confidentiality to the extent provided by law.
- Expect that all relationships with individuals representing the charity will be dealt with professionally.
- Be informed whether those seeking donations are volunteers, employees of the organisation or hired third party agents.
- Have easily available the agreed procedures for making and responding to complaints.
- Have the opportunity for any names to be deleted from mailing lists and to be informed if the organisation intends to share the mailing lists with third parties.
- Receive prompt, truthful and forthright answers to questions you might have of the organisation
Date of approval: October 1st, 2014.
This donor charter was prepared by Maria McGrath and approved by the Board of North Tipperary Hospice Movement.
PUBIC COMPLIANCE STATEMENT
PUBIC COMPLIANCE STATEMENT
North Tipperary Hospice Movement is committed to complying with the Statement for Guiding Principles for Fundraising and has formally discussed and adopted the Statement at a meeting of the governing body.
North Tipperary Hospice Movement confirms its commitment to the principles set out in the Statement of Guiding Principles for Fundraising by a statement to that effect in its annual report.
- North Tipperary Hospice Movement has a Donor Charter which is consistent with the Statement of Guiding Principles for Fundraising.
- North Tipperary Hospice Movement regularly monitors compliance with the Statement of Guiding Principles for Fundraising and compliance reports are received regularly by the governing body.
- North Tipperary Hospice Movement considers the Statement of Guiding Principles for Fundraising when planning all fundraising activity.
- North Tipperary Hospice Movement has a policy on working with third party fundraisers (if applicable).
- North Tipperary Hospice Movement provides honest, open and transparent disclosure when fundraising from the public.
- North Tipperary Hospice Movement has appointed a member of the governing body and/or a senior member of staff to be responsible for compliance with the Statement of Guiding Principles for Fundraising.
- North Tipperary Hospice Movement ensures that fundraising staff are provided with information and training on the Statement of Guiding Principles for Fundraising and its implementation.
- North Tipperary Hospice Movement has a feedback and complaints procedure consistent with the Statement of Guiding Principles for Fundraising. Feedback is recorded for review by relevant staff including the Chairperson and governing body. Feedback is responded to promptly and appropriately.
- North Tipperary Hospice Movement prepares financial reports consistent with the requirements of the Charities Act 2009 which include a statement concerning the extent to which control of the organisation is independent of its funding sources.
- North Tipperary Hospice Movement ensures that all donations are tracked and recorded and complies with data protection requirements.
- North Tipperary Hospice Movement is accessible to the public through a number of readily available contact options.
Handling Feedback and Complaints
North Tipperary Hospice Movement is committed to ensuring that all our communications and dealings with the general public and our supporters are of the highest possible standard.
We listen and respond to the views of the general public and our supporters so that we can continue to improve.
North Tipperary Hospice Movement welcomes both positive and negative feedback. Therefore we aim to ensure that:
-it is as easy as possible to make a complaint;
-we treat as a complaint any clear expression of dissatisfaction with our operations which calls for a response;
-we treat it seriously whether it is made by telephone, letter, fax, email or in person;
-we deal with it quickly and politely;
-we respond accordingly – for example, with an explanation, or an apology where we have gotten things wrong, and information on any action taken etc.
If you have feedback or a complaint
If you do have a complaint about any aspect of our work, you can contact the Secretary in writing or by telephone.
In the first instance, your complaint will be dealt with by the Secretary. Please give us as much information as possible and let us know how you would like us to respond to you, providing relevant contact details.
The Secretary, Suir Haven Cancer Support Centre
Tel: 0504 21197
We are open 5 days a week from10.00 am to 2.00pm, Monday, Tuesday, Thursday and Friday. Wednesday from 5.00pm to 9.00 pm.
What happens next?
If you complain in person or over the phone, we will try to resolve the issue there and then. Similarly, if you complain by email or in writing we will always acknowledge your complaint within 7 days, and do everything we can to resolve it within 21 days. If this is not possible, we will explain why and provide a new deadline.
What if the complaint is not resolved?
If you are not happy with our response, you may get in touch again by writing to the North Tipperary Hospice Movement’s Chairperson. The Chairperson will ensure that your appeal is considered at Board level and will respond within two weeks of this consideration by Board members.