International Outreach Program
Guidelines for Donating Medical Equipment and Supplies to Developing
Countries
Donations of medical equipment and supplies to developing countries are appreciated and
essential to the care of patients and the efficient operation of their healthcare facilities,
however experience has shown that inappropriate donations may cause more effort than
realized assistance. These guidelines are intended to assist both Suppliers and Providers in
determining the most appropriate assistance to developing countries. These guidelines are not
published as an international regulatory document and only intended to provide guidance that
will achieve the best donation practices for both donors and recipients.
1.
Communicate with the recipient
All donations should be based on expressed need, and all equipment and supplies must be
clinically, economically and technologically appropriate.
2.
Supply fully functional equipment
Equipment, whether new or used, must be tested and all essential parts, accessories and
documentation included with the shipment. It should be first established that the
manufacturer intends to produce spare parts and that the life expectancy of the
equipment is no less than 5 years.
3.
Supply all documentation
Shipment must include all installation, operation, training, and maintenance/repair
manuals.
4.
Supply enough consumables and spare parts
Recipient’s procurement practices are sometimes complicated; therefore donated
equipment should be supplied with enough consumable supplies and spare parts to last at
least two years.
5.
Ensure proper packaging and shipping
The shipment is likely to endure a long delivery time with difficult on-route and storage
conditions; therefore the packaging must be strong and sturdy to endure rough handling.
6.
Offer technical and training assistance
Where possible, provide both technical and end user training.
7.
Understand the import regulations in the recipient’s country
There may be regulations, political restrictions or taxes and other charges that may apply
to donations and it is important to communicate with the recipient to understand these
conditions.
Donated medicines and supplies
8.
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 All donations should be based on expressed need and unsolicited donations are
discouraged
 If the quality of an item is unacceptable in the donor country, then it is unacceptable as
a donation
 Dated medicine or supplies must have an expiry date not less than two years (Some
consumable supplies with high usage may have shorter expiry dates, however this
should be discussed with the recipient prior to shipping)
 Donations should be sorted and packaged appropriately to ensure efficient storage and
distribution by the recipient; no mixed cases, and original packaging must be used
 Packaging of medicine and supplies that are considered to be sterile must be intact and
not compromised
 Consumable supplies associated to specific equipment technology not available to the
recipient must not be sent
 Quantities of medicines and supplies provided must be sufficient to ensure the
appropriate and sustained treatment of the patients
How to Donate
1. Complete the attached form and forward to:
Mr. Jay Ayres, Director
St. Joseph’s Health System, Group Purchasing Organization
99 Wayne Gretzky Parkway, Brantford, ON
N3S 6T6
Email: jayres@sjhcs-gpo.com
T: 519.751.7096 x2355
F: 519.753.8364
2. You will be contacted to discuss your donation.
3. The St. Joseph’s Health System International Outreach Program (IOP) is a registered
Canadian Charity. You can support our work in Haiti or Uganda by donating online via
CanadaHelps.org at: https://www.canadahelps.org/en/charities/st-josephs-healthsystem-international-outreach-program/ or by mailing a cheque to:
SJHS-IOP c/o St. Joseph’s Villa, 56 Governor's Road, Dundas, ON L9H 5G7.
Ours is a volunteer-driven organization and as such, 100% of your donation will go to
our international projects.
References:
World Health Organization, Guidelines for Medicine Donations, Revised 2010
World Council of Churches (WCC), Guidelines in Medical Equipment Donation
Clinical Engineering Handbook, edited by Joseph F. Dyro
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International Outreach Program
Medical Equipment and Supplies Donation Form
In order to determine the suitability of the equipment and supplies to be donated, please
provide the following information:
1. Contact Information:
Name of Company or Organization Donating Goods:
Address:
Primary Contact:
Telephone Number:
Email Address:
2. Description of Equipment or Supplies to be Donated (please included the following
information):
What is the condition of the equipment and/or supplies to be donated?
Is the equipment in good working condition?
What consumable supplies and ongoing maintenance/service items are needed to
operate the equipment?
Are the supplies still in there original packaging?
What is the age of the equipment and/or supplies?
Is there an expiry date on the supplies, if so what?
What is the quantity?
Are spare parts available and is the equipment still supported by the manufacturer?
Will service and training manuals be included?
3. Current location of Goods to be Donated:
4. We would like to track your equipment/supplies donation offer on a donor list and
contact you periodically should a specific need come up, are you in agreement with
this? Yes _____ No______.
Forward Completed Form to:
Mr. Jay Ayres, Director
St. Joseph’s Health System, Group Purchasing Organization
99 Wayne Gretzky Parkway, Brantford, ON
N3S 6T6
Email: jayres@sjhcs-gpo.com
T: 519.751.7096 x2355
F: 519.753.8364
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