ALERT seeks funding and support from individuals and organizations either through direct contact or through an approved agency. Our code of ethics has been created to foster respectful and productive fundraising with our communities. ALERT is committed to the highest ethical standards in the way it solicits funds, keeps a record of donations and engages with donors or potential donors. This document outlines key principles and practices in relation to fundraising and the stewardship of all forms of support and funding. Key references on ethical fundraising & financial accountability codes have been used in developing the policy.
Purpose of this policy
To ensure that ALERT, and any agency acting on our behalf, adopts ethical practices in raising funds, keeping records, handling disputes and maintaining the privacy of donors, and to ensure that the Trustees are kept fully informed of such practices and can be confident that such practices are being adopted.
Procedures and principles in relation to fundraising
a) All donors (individuals, corporations, and foundations) are entitled, if so requested, to promptly receive an official receipt from ALERT for the amount of the donation. If tax deductibility is requested the official receipt will meet the appropriate Taxation Office standards to qualify as a tax deductible receipt;
b) All fundraising by ALERT and any of its agencies will disclose upon request the purpose for which funds are requested as well as the percentage of the funds given that will go directly to furthering ALERT’s aims and objectives, and what percentage will go to administration costs or commissions payable to independent fundraisers working on our behalf;
c) Donors and prospective donors are entitled to the following, promptly upon request.
• Details of ALERT’s, or any of its approved funding collection agencies’ registration number or appropriate documents indicating endorsement as an income tax exempt charitable entity and endorsement as a deductible gift recipient (if appropriate) as issued by the appropriate Taxation Office;
• A list of the names of the current trustees;
• A copy of ALERT’s ethical fundraising policy document;
d) Donors’ and prospects are entitled to know, upon request, whether an individual soliciting funds on behalf of ALERT is a volunteer, an employee, or hired contractor;
e) Donors will be encouraged to seek independent advice if ALERT or any of its approved agencies has any reason to believe that a proposed gift might significantly affect the donor’s financial position, taxable income, or relationship with other family members;
f) Donors’ requests to remain anonymous will always be respected;
g) Donors’ privacy will be respected. Any donor records that are maintained by ALERT or its approved agencies will be kept confidential to the greatest extent possible. Donors’ have the right to see their own donor record, and to challenge its accuracy. All requests from donors or prospects requiring that fundraising contact cease will have the request honoured by ALERT and its approved agencies;
h) ALERT and its approved agencies will UNDER NO CIRCUMSTANCES exchange, rent, or otherwise share its fundraising list with other organizations;
i) Donors and prospects will be treated with respect by ALERT and its approved agencies. Every effort will be made to honour their requests to: limit the frequency of contacts; not be solicited by telephone or other technology; reduce or cease receiving printed or electronically transmitted material concerning ALERT;
j) ALERT and its approved agencies will respond promptly to a complaint by a donor or prospective donor about any matter.
ALERT Fundraising Activities
a) ALERT and any of its approved agencies will:
• act truthfully & fairly in all its communications, dealings and appealing for funds;
• accurately describe ALERT’s activities and the intended use of donated funds;
• be balanced and not apply excessive pressure or imply that funds must be donated;
• reserve the right to refuse donations from organizations and individuals with practices inconsistent with the ideals of ALERT;
• adhere to the spirit as well as the letter of all applicable laws and regulations pertaining to fundraising practices.
b) ALERT Financial Accountability:
• ALERT’s financial affairs will be conducted in a responsible manner, consistent with the ethical obligations of stewardship and legal requirements of government regulations;
• Any independent fundraisers earning commission from carrying out fundraising on behalf of ALERT may reclaim an agreed maximum percentage of the donation amount as commission upon presentation of official copies of receipts;
• All donations will be used to support ALERT’s mission, aims and objects. If the gift is restricted or designated it will be put to the area selected. All donations will in good faith be used for the purposes for which they are given;
• No more will be spent on administration and fundraising than is required to ensure effective management and ALERT resource development;
• The cost-effectiveness of ALERT’s fundraising program will be reviewed regularly by the Trustees;
• If ALERT’s mission or objectives change or the purposes to which a gift/s are put changes the donor, where practicable to do so, must be contacted to seek their permission for any change in the designation of their original gift.