Kent Union: Ethical Fundraising Policy
Introduction
The Union welcomes and actively seeks fundraising, sponsorship, gifts and donations [all subsequent
references in this Policy to “fundraising”, “sponsorship”, “gifts” or donations” applies equally to all
four categories] from individuals, companies and other organisations, to support its work to deliver
its charitable purpose.
Purpose
This Policy is intended to state Union policy with regard to fundraising and to assist staff and
volunteers seeking to attract fundraising, and to ensure all fundraising is in accordance with the
Union’s charitable purpose and its values, and conforms to the highest ethical standards. The Policy
is intended to ensure clarity and transparency for all our stakeholders, and by adhering to our Ethical
Fundraising Policy to minimise any risk of bringing the charity into disrepute as a result of
collaborations with or fundraising from individuals or external organisations.
Scope
This Ethical Fundraising Policy applies to all trustees, career staff, student staff and volunteers,
including sports clubs and societies, of Kent Union or Kent Union Trading Limited, or any future
subsidiary entity of Kent Union.
Ethical Fundraising Policy
To ensure Kent Union can ensure the availability of funds to deliver its charitable purpose, the Union
actively engages in maintaining and growing a broad base of funding sources via fundraising
activities from external organisations and individuals, whilst adopting set criteria guiding our
fundraising activities, covering:
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Acceptance criteria defining the principles we observe for fundraising or donations
Avoidance criteria identifying the conditions under which we would not accept a donation,
gift or other contribution with a financial benefit
Ethical fundraising procedures
All fundraising should support the Union’s Strategy and be in keeping with its values, ethics and
integrity.
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All trustees, career staff, student staff and volunteers involved in fundraising or the acceptance of
gifts and donations (including gifts in kind) should ensure that they:
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Adhere to this Ethical Fundraising Policy
Adhere to the Union’s Financial Procedures and any other relevant policies and procedures
Act with fairness, integrity and in accordance with all applicable laws and the provisions of
applicable professional codes of ethics and standards of practice
Acceptance criteria
Under general principles of charity law, when deciding whether to accept any particular fundraising
or donation, Kent Union Trustees have a duty to demonstrate that they have acted in the best
interests of the charity, and that association with any particular donor does not compromise Kent
Union’s ethical position, harm our reputation or put any future funding at risk. Kent Union complies
with all relevant legislation.
Kent Union accepts fundraising, donations and other forms of support such as volunteering or gifts
in kind, from individuals, companies, and other organisations on the following conditions:
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There are strong grounds for believing the fundraising directly benefits our membership
If a gift or donation is offered for a specific purpose then it must be for a charitable purpose
of the Union
It is feasible to apply the donation in a way that is consistent with the donor’s wishes
Kent Union accepts a donation with any reasonable obligations attached, for example,
requirements of reporting back to donors the public benefit achieved from the funding
Avoidance criteria
Kent Union will not instigate fundraising or accept donations or support where any of the following
criteria apply:
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The source is known or suspected with credible evidence to derive from the proceeds of
crime, or from illegal activity, or from pornography, or from unethical activity
It has the potential to cause significant damage to the reputation of the Union or its
relationships with its membership, its funding Universities or other stakeholders
It derives from a source conflicting with Kent Union’s ethical values
The funding is known or suspected with credible evidence to derive from or be closely
associated with a regime known to be in violation of human rights, or from goods and
services produced under conditions involving the abuse or exploitation of any person(s)
If acceptance of a donation or sponsorship and any terms attached to it might lead to an
undue and inappropriate third party influence, or impression of such influence, on the
decisions or the independence of the Union
It has the potential to create unacceptable conflicts of interest
If the fundraising would conflict with Union Council policy
Acceptance is likely to deter other investors or jeopardise existing and future
relationships with other donors or fundraising sources
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Acceptance would involve onerous obligations, the cost of which would outweigh the
benefits
In common with general practice in convenience stores, the Union sells tobacco in its Retail outlets
in order to provide our members with choice, with individuals able to decide whether they wish to
purchase these products. However, the Union will not seek or accept fundraising or donations from
companies or organisations which actively promote or directly supply tobacco; nor will it seek or
accept fundraising from companies or organisations which actively promote or directly provide
gambling services.
Donors sometimes wish to remain anonymous due to a desire not to exhibit their philanthropy
publically, or for other reasons. The Union will not normally accept donations or fundraising where
the donor wishes to remain anonymous, because such a donation may prohibit transparency of its
compatibility with this Ethical Fundraising Policy, unless the Union is able to satisfy itself that the
donation derives from ethical sources. Where a donor wishes to remain anonymous, the President
and Chief Executive (subject to the approval limits for fundraising detailed below) will review the
potential donation and approve or decline the donation or fundraising based on the principles
detailed in this Ethical Fundraising Policy.
Transparency
Kent Union will undertake to communicate this Ethical Fundraising Policy to all its stakeholders, and
undertake its fundraising activities in a transparent manner.
Ethical Fundraising Procedures
Policy Review
This Ethical Fundraising Policy is subject to review and approval by the Board of Trustees every 3
years, or more frequently if circumstances require.
Policy Administration
The Business Development Manager will administer the Policy, reporting to the Deputy Chief
Executive.
Approval Limits for Fundraising
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Fundraising amounts between £10,000 and £20,000 require approval by the President and
Director Group
Fundraising amounts between £20,001 and £50,000 require approval by Finance and Risk
Committee
Fundraising amounts in excess of £50,000 require approval by the Board of Trustees
The Union’s annual block and ring-fenced grant funding settlement and additional amounts
fundraised up to £50,000 from the University of Kent and the University of Greenwich are excluded
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from the above approval process; amounts fundraised from the University of Kent and the University
of Greenwich in excess of £50,000 do require approval by the Board of Trustees, in particular in
relation to considerations of maintaining the independence and strategic objectives of the Union.
Accountability
All items fundraised for a defined specific purpose, and the corresponding subsequent expenditure
extinguishing the fundraised amount, will be recorded separately with the Union’s financial
accounting system, and be recorded as charitable activity and restricted funds in the annual financial
statements.
Gift Aid
The Union is able to reclaim Gift Aid on any donation by an individual who has paid UK tax during the
year to at least the value of the gift, and in addition has made a declaration to Kent Union that this is
the case. There must be an audit trail back from each donor to a written declaration or confirmation
of a verbal declaration. Evidence of such declarations is maintained by the Finance department. Gift
Aid is claimed in accordance with HMRC Gift Aid regulations.
Communications and Confidentiality
All those involved in fundraising for Kent Union have a responsibility to donors as well as the
organisation and so will adhere to the following procedures:Donors and prospective donors are entitled to the following, and these will be given promptly upon
request:
 the most recent Kent Union financial statements
 a copy of this Ethical Fundraising Policy
The privacy of donors will be respected. Any donor records that are maintained by Kent Union will
be kept confidential to the greatest extent possible, and donor data held with be in compliance with
the Data Protection Act 1998. Donors have the right to see their own donor record, and to challenge
its accuracy. Information collected by Kent Union is not for sale or to be given away or disclosed to
any third party without consent.
Donors and prospective donors will be treated with respect, and after initial contact Kent Union will
honour any requests they make to:
 limit the frequency of solicitations
 not be solicited by telephone or other technology
 limit the amount or frequency of printed or online material that they are sent
Any communications to the public in the course of fundraising activity will be truthful and open.
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Reporting and Monitoring
To carefully monitor any risks and ensure that fundraising is carried out according to this policy, Kent
fundraising activity will be reported annually to the Union’s Finance and Risk Committee. Kent
Union’s Business Development Manager is responsible for collating this information from
throughout Kent Union and submitting this in the annual report under the following headings:
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Fundraising income amounts and principal sources
Plan of fundraising activity for the following year
Future opportunities and recommendations
Impact the fundraising activity has had on our members
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