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PFRA Face to Face Fundraising Code of Conduct

This code of conduct applies to all Public Fundraising Regulatory Association (PFRA)  members conducting face to face fundraising activities in New Zealand (this includes face to face fundraising conducted residentially, door to door, business to business, on the street, privately or through petitioning or two-step activity).

  1. Compliance & Application

  • Every face to face fundraiser working on behalf of an organisation must be given a copy of this code of conduct, whether they are working directly for the organisation or are employed or contracted to fundraise on behalf of an organisation.
  • This standard must be adhered to by all face to face fundraisers at all times.
  • This Code of Conduct applies in conjunction with PFRA’s Agreement, Constitution, Rule Book and Complaints Process. It also applies in conjunction with the Fundraising Institute of NZ’s (FINZ) Codes of Fundraising Practice, which includes the Code of Ethics and Professional Conduct, the Fundraiser’s Relationships with Donors and the FINZ Complaints Process (where members belong to FINZ)
  • It is mandatory for all organisations participating in public street site face to face fundraising in rostered cities to be members of the PFRA.
  • All face to face fundraisers will comply with NZ law. This standard does not replace nor override any law. This standard does not replace nor override any law.
  1. Training

The information and standards within this code of conduct must be included in a fundraiser’s initial and ongoing training (some of which should be conducted on the streets or residentially).

  1. Fundraiser Identification

3.1     Each organisation (PFO or NGO) must ensure appropriate background checks as to the suitability of their fundraisers to be representatives fundraising on the organisations behalf.

3.2     An organisation must require a fundraiser (who is contracted or employed) to clearly display to a donor:

a) an authorised pledge form (paper or electronic)

b) a photographic ID which clearly identifies the fundraiser, shows them to be in paid employment and if they work for a 3rd party, give the name. The badge must include the following elements:

  • fundraiser or agents full name
  • the charities full name
  • Photograph of the fundraiser/agent
  • state the words PAID FUNDRAISER, PAID COLLECTOR, PAID CAMPAIGNER or PAID [charity name] EMPLOYEE (for in-house programmes) (in a minimum font size the same as 10pt ARIAL)
  • If applicable, it must also state the organisation’s authorisation to use a third party, and the full name of the third party.

          The name tag can show the fundraiser to be ‘In Training’ or ‘Observation’ but these individuals must not be fundraising. Any individual who is on site IN branded clothing whether training or observing or managing MUST display a name badge.

c) on request, any mandatory identification requirements for a fundraising activity required by legislation, PFRA or the local governing body, such as the appropriate Auckland license when street fundraising in Auckland.

  1. Organisation Identification

4.1     Each organisation must have a professional dress code in place which, at a minimum, requires all face to face fundraisers to wear branded clothing as the top layer. This must include a requirement for:

a) clean and smart branded clothing – for example no stains, rips or holes in trousers, tights or other clothing (however fashionable this may be).

4.2     The fundraiser must never wear branded clothing supplied by the organisation whilst not engaged in a face to face fundraising activity. This means all branded clothing must be covered or removed during breaks and while journeying to or from their location. Branded clothing is never to be worn while smoking or drinking alcohol.

4.3     On the authorised pledge form (paper or online) required by this standard, an organisation must provide the:

a) full name of the organisation

b) charity registration number or IR Donee number

c)    full business address, telephone number

d) charity logo

e) membership of the PFRA logo (or details)  

  1. Organisation information disclosures & standards

5.1     An organisation must require a fundraiser to ensure a donor’s personal details and information are handled at all stages in a secure manner in accordance with the provisions of the Privacy Act 1993.

5.2     On request, a fundraiser must be able to:

a) show and explain to a donor the terms of a direct debit agreement on an authorised pledge form

b) provide clear information on any follow up procedure that is likely to be conducted by an organisation as a consequence of receipt of the donation/information

5.3       A disclosure statement must be included on all pledge forms stating:

          “[charity name] is a member of the face to face fundraising regulatory body - PFRA (Public Fundraising Regulatory Association). PFRA has calculated that on average its members cost per acquisition is approximately 25% of the average contribution. For information on our Code of Conduct go to www.pfra.org.nz

If the charity uses a third party agency to fundraise, then the following statement must be included:

          “[Agency name] has been authorised by [charity name] to conduct fundraising activities.

  1. Fundraiser information disclosures

6.1     Upon request, all fundraisers must inform the donor that they are paid to speak with them and are not volunteers (and provide details of their PFRA Supplier member if applicable).

6.2     Upon request, all fundraisers should provide, or be able to direct the donor to the following (via the charity website or other contact point):

a) the objectives of the organisation which the fundraiser represents

b) the intended use of a donation

d) that the donor’s personal information will be used and stored in accordance with the provisions of the Privacy Act 1993

e) the means to access an organisation’s most recent financial statements or current annual report; All charities financial information must be easy to find on their website; Audited annual accounts must be available to view online

f) the means to access their private donor records

g) the existence, or otherwise, of the organisation’s policy requiring that a donor’s contact details not be exchanged, rented, or otherwise shared by the organisation with another person or body corporate without the express written consent of that donor, and that a fundraiser engaged by the organisation will comply with that policy

6.3     Confirm the NGO is a member of PFRA, and if they have member’s within FINZ.

6.4     Upon request, all fundraisers must inform the donor of the existence of the PFRA complaints processes on the PFRA website and of this code of conduct.

  1. Organisational: Professional conduct

7.1     All PFRA members will respect each other and act with the greatest integrity, professionalism and respect for the sustainability of face to face fundraising.

7.2     No organisation will allow any fundraiser, contractor or staff of one PFRA member to solicit another member's fundraisers, staff or contractors to enter the first member's employment.

7.3     The organisation will ensure that, while face to face fundraising, no team member engages in any activity that appears to be a criminal offence or is in breach of an organisation’s occupational health and safety policy.

  1. Fundraiser: Professional conduct

8.1     All face to face fundraising:

No fundraiser will:  

a) in any way denigrate the objectives of the organisation

b) obstruct or restrict a person from going about their lawful business, unreasonably pressuring or harassing them

c) behave in any way that might bring the organisation that they represent into disrepute

d) confuse or mislead the public, saying, doing, or displaying anything, or using any promotional material for which the fundraiser has not been given permission by the organisation

e) disparage any NGO or encourage the public to cancel their donations to any organisations

f) knowingly approach a person under the age of 18 with the intention of seeking a donation

g) seek a donation from a person if it is realised that a person lacks understanding of financial affairs, or has an obvious intellectual disability, seems frail or vulnerable. In this instance, then pledges will not be sought and the conversation should be politely but immediately ended

h) continue to seek a donation where a donor requests that they stop. In this instance, the conversation should be politely but immediately ended in a polite and respectful manner

i) state to a donor a cost to the organisation of conducting a face to face fundraising activity unless that cost is approved for public release by the organisation

j) seek a donation at a time or location other than that specified by the organisation

k) solicit or collect cash donations (one off donations via tablet or electronic devise is fine, selling items for cash is fine)

8.2     Specific to public, street site fundraising:

No fundraiser will: 

a) impede activities of commercial organisations in public places; fundraisers will comply with any reasonable requests of nearby businesses and local authorities

b) inconvenience members of the public in public places in the vicinity of commercial organisations; i.e., do not stand in front of doorways or prevent the flow of foot traffic;

c) disobey a site agreement entered into by the organisation

d) organise to use a private street site that is on, borders, adjacent to or up to 50 metres or within line of sight (whichever is most relevant) of a ‘recognised area’ used as a PFRA public site (if the line of sight is blocked due to the site being in a shop, or if the public site has remained un-used for some time. We accept that there are any exceptions please contact the PFRA for clarification & prior approval if you have concerns).

8.3     Specific to residential door to door AND business to business fundraising:

No fundraiser will: 

a) seek an individual’s or organisation’s permission to enter their private or business residence under any circumstances

b) work in teams of less than two fundraisers per area if working door to door, meaning another fundraiser will be fundraising nearby. Fundraisers can attend pre-arranged appointments alone (does not apply to business to business fundraising)

c) persist in staying on a property, or in a business, when they have been asked to leave

d) leave a gate or door in a different state than they found , e.g. all closed gates should be left closed, open gate left open

e) gain entry to a private block of apartments, complex or area of a business by deceiving someone or withholding information regarding the nature of their business

f) work in a territory that has not been pre-allocated or pre-approved by the organisation or charity they are representing

g) continue to work in a territory or business they feel is unsafe or unsuitable for fundraising (notifying the organisation or charity they are campaigning on behalf of immediately)

h) make an ‘unsolicited’ approach to a residential or business property outside of the hours of 9am – 8.30pm

          Note:  PFRA strongly recommends all members adopt ‘winter fundraising hours’ or 9am to 7.00pm during winter daylight savings hours, for unsolicited approaches

  1. Remuneration ethics

9.1     PFRA supports FINZ’s Code of Ethics which prohibits the use of percentage based remuneration. To avoid doubt, the organisation may remunerate a fundraiser using performance based measures, providing a level of remuneration that a fundraiser may receive:

  1. can be ascertained by the fundraiser prior to undertaking a face to face fundraising activity
  2. is not calculated on the basis of a percentage of a donation
  1. Compliance and management of complaints, issues or debts

10.1   Complaints concerning this standard or the conduct of a face to face fundraiser will be determined by the PFRA complaints process

10.2   An organisation will confidentially inform the PFRA if any complaint is received that may impact on the wider sustainability of face to face fundraising so that the PFRA may provide some guidance

10.3   PFRA Charity members shall be liable for all, or any, PFRA debt incurred in their name or for activities or services used by them by their nominated Supplier Member or PFO or their employees, agents or contractors.

10.4   Should the debt or penalty only refer to a PFRA Supplier Member, then the PFRA Supplier member will be liable for all, or any, PFRA debt incurred in their name or for activities or services used by their nominated sub-contracting organisation or employed or contracted fundraisers or independent agents.

  1. Compliance with the PFRA rosters and rules

Fundraisers must adhere to the behaviours required under this code of conduct and those dictated by the governing bodies in the fundraising area.

Street Fundraising:

11.1   All organisations engaged in face to face fundraising must adhere to the:

a) rules within this code

b) monthly roster of public street sites allocated to their organisation

c) process to return sites that they will not be using. If sites are returned with seven days’ notice or by the 25th of each month, then they will not incur a fee. All other returns will incur a fee.

d) PFRA Rule Book for site rules and guidelines

e) site fundraiser numbers which are 4 people per site (including those being trained or supervising)

f) process and comply with regional permit and booking schemes when fundraising regionally

Door to Door fundraising:

11.2   All organisations engaged in residential or business to business face to face fundraising must adhere to the rules within this code and any rules provided by their agency or organisation.

  1. PFRA penalties

12.1   PFRA has a set of penalties for non-adherence to this code of conduct or the PFRA Rule Book. These penalties aim to ensure rules are followed, agreements adhered too and behaviours are changed.

12.2   PFRA reserves the right to determine or amend any penalties to suit the situation or as required.

12.3   The PFRA has a formal Complaints Process for appeal.

12.4   The following principles apply:

  1. Charity and Supplier member receive a ‘Name and Shame’ and/or for a fine penalty
    b)     If a 2nd offence is committed during the following 3 calendar month period from the first offence then the entire fundraising team is stood down for one week
    c)          If a 3rd offence is committed within the same or further 3 calendar month period then a set of fines apply.

12.5   The final responsibility for payment of penalties sits with the PFRA member charity, or if no PFRA charity member, then the PFRA Supplier member. Some penalties are directed at individual fundraisers or fundraising teams, this is to change behaviour, but it is accepted that any penalties will be enforced and owned by the PFRA Member employing or contracting the fundraiser or fundraising team or the PFRA Charity member as above.

12.6   A table of penalties sits in the PFRA Rule Book.

  1. PFRA Best Practice Guidelines

It is strongly recommended:

13.1   All Charity members have a programme of Verification or Welcome calls in place

13.2   All Charity members, who use PFO agencies to fundraise on their behalf, only use PFRA Supplier members to ensure commitment to professional standards and PFRA regulations.

Door to door fundraising Territory Management Best Practice:

13.3   It is strongly recommended all organisations adopt the following best practice:

  • Commit to using door to door territory honestly and ethically. For example, practices such as skipping houses are not accepted (the only exceptions are if the team member feels it is a health & safety risk, inappropriate to fundraise at the property or it has been provided on an exemption list)
  • Door to door territory needs to be rested, the ideal rest period between same charity visits is 6 months, or longer if an area is showing signs of over-use
  • Size, location and impact on the area must be strongly considered when deciding team numbers to avoid oversaturation. If a charity/supplier is seen to have had more team members/agents than deemed sustainable to door to door fundraise in the area it will be brought to the attention of the PFRA
  • Fundraisers/agents should always feel the neighbourhood they are working in is conducive to a safe and healthy work environment
  • Any serious issues should be reported to the PFRA
  • A charity must ensure the organisation contracting or employing door to door fundraisers has, and enforces, a specific door to door health and safety policy/guidelines which should include:
    • Each fundraiser having access to a working cell phone at all times to ensure the ability to be contacted (network permitting)

    • A process or best practice guideline (noting that Independent Contract Agents are by law independent) to ensure fundraisers have breaks to eat, hydrate or visit the toilet

    • A process whereby each team knows where its members are, or can locate them, at all Various methods can be applied, depending on the time of day, team make-up or location. Methods used include ‘alternate house visiting’, using an item to define location, using a live GPS tracking device or regular meet-up/check-in times/points

    • Having an emergency process in place; this may include emergency texts or phone numbers, code words, check in times or a whistle, a freephone 0800 number to call for assistance (this alleviates the responsibility of a fundraiser to have credit on their phone).

Definitions

 

Complaint

Notice provided by any person to PFRA or FINZ, concerning an alleged issue or breach by a PFRA & FINZ member to any part of the PFRA/FINZ code of conduct and or the governing laws of New Zealand

Donation

A voluntary contribution by a donor of money, property, goods or services to an organisation for the purpose of furthering that organisation’s objectives. It does not include a sponsorship or community business partnership.

Donor

An individual or other entity that makes a contribution of value to an organisation to further the organisation’s objectives. A donor does not include an individual or entity that engages with an organisation for the purpose of trade.

Face to Face Fundraising Activity

An activity carried out by a person, company or organisation, whether for remuneration or as a volunteer, through face to face interaction for the purpose of raising a donation for an organisation. This is done through recruiting donors to pledge, typically, regular donations to that organisation. This type of fundraising includes council owned property (i.e. public streets), business to business, door to door in residential areas and private venues (i.e. shopping centres)

FINZ

Fundraising Institute of New Zealand

Fundraiser

A person, company or organisation, who carries out activities, whether for remuneration, or as a volunteer, for the purpose of raising donations for an organisation. This person can be employed or contracted.

Fundraising Activity

An activity carried out by a person, company or organisation, whether for remuneration or as a volunteer, for the purpose of raising funds for the object of an organisation.

NGO

Non-governmental organisation

Organisation

Entity incorporated under either the Incorporated Societies Act 1908 or the Charitable Trusts Act 1957 and established for a purpose other than profit.

PFO

Professional fundraising organisation, also known as a third party agency or Supplier Member.

PFRA

Public Fundraising Regulatory Association

Promotional Material

Any material in connection with a donation, fundraising activity or an organisation, whether in printed, electronic or verbal form, made available by a fundraiser or organisation to any person.

Rosters

The spreadsheet used to list all the suitable public places that can be allocated to organisations in any city. This is managed by the PFRA with the sites equally allocated to organisations wanting to fundraise in that particular city.

Site

A public place owned by the council that has been authorised to be used as place for face to face fundraising.

Supplier

A third party supplying goods or services for payment to a fundraiser and/or organisation.

Territory

Means any location, regardless of size/location where door to door or (business to business) fundraising is occurring or could occur. It’s the area where a team is knocking on doors to fundraise.

 

 
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