Chapter 1: Introduction

1.1 BackgroundRefugee Pathways & Integration Canada (RefPIC) is committed to conducting fundraising activities in an ethical, transparent, and accountable manner. Recognizing the vital role that fundraising plays in supporting our mission to empower refugees and displaced persons, RefPIC adheres to the highest standards of ethical conduct in all fundraising initiatives.

Fundraising is not merely a means of financial support but a reflection of RefPIC’s integrity and values. This policy establishes a framework that ensures our fundraising activities align with donor expectations and the organization's overarching commitment to accountability and transparency.

1.2 ObjectiveThe primary objective of this policy is to outline ethical guidelines that govern RefPIC’s fundraising activities. These guidelines aim to:(a) Uphold the principles of transparency, honesty, and integrity in all donor engagements.(b) Ensure donor contributions are utilized in alignment with donor intent and organizational priorities.(c) Establish practices that promote trust and long-term relationships with donors.(d) Mitigate risks associated with unethical fundraising practices, ensuring compliance with relevant laws and regulations.

Chapter 2: Purpose and Scope

2.1 Purpose of Ethical FundraisingThe purpose of this policy is to provide a clear and structured approach to ethical fundraising at RefPIC. By doing so, the policy seeks to:(a) Define the ethical principles that guide RefPIC’s fundraising activities.(b) Protect the organization’s reputation by ensuring all fundraising efforts are conducted responsibly.(c) Foster an environment of trust and transparency between RefPIC and its donors.

2.2 ApplicabilityThis policy applies to all individuals and entities involved in RefPIC’s fundraising efforts, including:(a) Employees, volunteers, and interns engaged in fundraising activities.(b) Third-party entities contracted to conduct fundraising on behalf of RefPIC.(c) Any partners or collaborators involved in joint fundraising initiatives.These provisions are applicable to all fundraising channels, including events, digital campaigns, direct donor appeals, and corporate sponsorships.

Chapter 3: Ethical Principles for Fundraising

3.1 Transparency in FundraisingRefPIC is committed to maintaining transparency in all aspects of fundraising, ensuring donors are fully informed about how their contributions will be used. This includes:(a) Providing clear and accurate information about fundraising campaigns, objectives, and outcomes.(b) Offering detailed breakdowns of how donor funds are allocated.(c) Ensuring open communication with donors throughout the fundraising process.

3.2 Honesty and IntegrityRefPIC’s fundraising activities are guided by honesty and integrity, ensuring that all representations to donors are truthful and ethical. This principle involves:(a) Accurately representing the organization’s needs and the impact of donor contributions.(b) Avoiding exaggeration, false claims, or any misrepresentation in fundraising materials.(c) Complying with all relevant laws and regulations governing fundraising practices.

Chapter 4: Donor Engagement and Transparency

4.1 Open Communication with DonorsRefPIC recognizes that fostering trust with donors is essential for sustainable fundraising. Donors are entitled to clear and honest communication regarding how their contributions are used and the impact they make. This includes:(a) Providing comprehensive campaign information before soliciting donations, such as project objectives, timelines, and expected outcomes.(b) Offering donors timely updates on the progress of initiatives funded by their contributions.(c) Maintaining open channels for donor inquiries and feedback to ensure their concerns are promptly addressed.

4.2 Reporting to DonorsTransparent reporting builds donor confidence and reinforces RefPIC’s credibility. To this end, RefPIC commits to:(a) Sharing annual reports detailing financial allocations, fundraising performance, and impact metrics.(b) Providing tailored reports to major donors that align with their specific contributions and areas of interest.(c) Clearly distinguishing between restricted and unrestricted funds to ensure donors understand how their contributions are utilized.

Chapter 5: Use of Donor Funds

5.1 Alignment with Donor IntentRefPIC ensures that all contributions are used in strict accordance with donor intent. This includes:(a) Clarifying the purpose of donations at the point of solicitation.(b) Allocating restricted funds exclusively to the designated projects or initiatives.(c) Proactively communicating with donors if circumstances require adjustments to the use of their contributions and obtaining their consent.

5.2 Ethical Allocation and ReportingRefPIC employs ethical financial management practices to maximize the impact of donor contributions. This involves:(a) Allocating administrative costs efficiently to minimize overhead expenses.(b) Maintaining transparent financial records and providing accessible reports to donors and regulatory bodies.(c) Auditing fundraising practices annually to ensure compliance with this policy and relevant regulations.

Chapter 6: Guidelines for Fundraising Events and Campaigns

6.1 Event Planning and ManagementRefPIC’s fundraising events are organized with a commitment to ethical standards, ensuring inclusivity and professionalism. This includes:(a) Ensuring event messaging aligns with the organization’s mission and values.(b) Avoiding manipulative tactics, such as guilt-based appeals, to solicit contributions.(c) Adhering to health and safety regulations during event planning and execution.

6.2 Ethical Considerations in CampaignsAll fundraising campaigns must reflect RefPIC’s values of transparency and integrity. Campaign guidelines include:(a) Ensuring that all promotional materials, such as brochures, advertisements, and digital media, accurately represent the organization’s work.(b) Avoiding the exploitation of vulnerable populations, including refugees and displaced persons, in fundraising appeals.(c) Securing informed consent from individuals featured in promotional content, respecting their dignity and privacy.

Chapter 7: Prohibited Fundraising Practices

7.1 Unethical SolicitationRefPIC upholds a zero-tolerance policy for unethical solicitation practices. Prohibited actions include:(a) Misrepresenting facts to donors, including exaggerating project needs or outcomes.(b) Pressuring individuals or organizations to contribute beyond their means.(c) Offering incentives that may create a conflict of interest or undermine the integrity of the fundraising process.

7.2 MisrepresentationTo protect its reputation and maintain donor trust, RefPIC prohibits:(a) Using misleading statistics, testimonials, or visuals in campaigns to exaggerate impact.(b) Claiming endorsements or partnerships without explicit authorization.(c) Collecting funds under false pretenses or misrepresenting the organization’s mission.

Chapter 8: Conflict of Interest in Fundraising

8.1 Disclosure of Potential ConflictsRefPIC is committed to maintaining transparency and avoiding conflicts of interest in fundraising activities. Staff, volunteers, and board members involved in fundraising must:(a) Disclose any personal or financial interests that may compromise the impartiality or integrity of fundraising efforts.(b) Refrain from participating in decisions or activities where a conflict of interest exists without prior written authorization from management.(c) Submit annual conflict-of-interest declarations and update them whenever relevant changes occur.

8.2 Managing Conflicts of InterestWhen a potential or actual conflict of interest arises, RefPIC will:(a) Evaluate the situation promptly to determine its significance and potential impact.(b) Implement appropriate measures, such as recusal or reallocation of responsibilities, to mitigate the conflict.(c) Document the resolution process for transparency and accountability.

Chapter 9: Reporting and Accountability

9.1 Reporting Fundraising OutcomesRefPIC is committed to ensuring that fundraising outcomes are shared with stakeholders in a transparent and timely manner. This includes:(a) Publishing annual reports that detail the sources and allocation of funds raised.(b) Providing specific updates to donors on the impact of their contributions, supported by clear and measurable outcomes.(c) Ensuring all reporting materials are accessible to stakeholders, including donors, partners, and beneficiaries.

9.2 Accountability to DonorsTo foster trust and confidence, RefPIC adheres to strict accountability measures, including:(a) Maintaining financial records that are accurate, complete, and regularly audited.(b) Offering donors the opportunity to ask questions and receive detailed responses about the use of their contributions.(c) Implementing a grievance mechanism through which donors can report concerns about mismanagement or misuse of funds.

Chapter 10: Review and Monitoring

10.1 Periodic Review of Fundraising PracticesRefPIC acknowledges the importance of regularly evaluating its fundraising policies and practices to ensure alignment with ethical standards and donor expectations. This involves:(a) Conducting biannual reviews of fundraising policies to assess their effectiveness and relevance.(b) Incorporating feedback from donors, partners, and staff into the review process.(c) Benchmarking practices against industry standards to maintain excellence and competitiveness.

10.2 Monitoring for ComplianceTo ensure adherence to this policy, RefPIC will:(a) Assign compliance monitoring responsibilities to its internal audit team or an external auditor.(b) Evaluate fundraising campaigns and events to confirm that all activities align with the organization’s ethical principles.(c) Address any identified non-compliance promptly, implementing corrective actions and refining practices to prevent recurrence.