Guidance on requesting gifts and fundraising

Your responsibilities as a public servant

All GCWCC activities must respect:

• Values and Ethics Code for the Public Sector
• Directive on Conflict of Interest
• organizational codes of conduct

This means:

• act with integrity and fairness
• avoid real, potential or apparent conflicts of interest
• do not use your position to benefit yourself or others

Requesting gifts and donations

The Directive on Conflict of Interest sets strict rules about asking for donations. These rules help protect the integrity of the Government of Canada and maintain public trust in our actions and decisions.

This matters because we must avoid any perception that:

• a donor could expect or receive favourable treatment
• a public servant is gaining personal benefit
• a donor feels pressure to give

Key points:

• Always consult your departmental Values & Ethics group prior to requesting gifts and donations
• You must not ask private sector entities (persons, groups, organizations or companies) for donations if they have, or could have, official dealings with your department, unless you have prior written approval from your deputy head

Not allowed:

• Asking a vendor your team works with to donate money, goods or services
• Contacting a company that is bidding on a contract with your department
• Using your role or title to encourage a supplier to contribute

May be allowed with appropriate approval (from deputy head or delegated authority):

• Soliciting donations from organizations that have no relationship with your department, if clearly done in a GCWCC context
• Soliciting donations from a company that has no current contract but has worked with your department in the past
• Soliciting donations from a personal contact who works for a company that may indirectly deal with your organization

Fundraising activities (games, raffles, draws)

Some activities and games of chance, like raffles, bingos, and 50/50 draws, are considered charitable gaming.

Key points:

• These activities are regulated by provincial and territorial laws
• A licence may be required
• Deputy head or delegated authority approval may also be required

Before organizing these activities:

• Read the considerations found in the directive’s frequently asked questions
• Contact your local GCWCC manager
• Confirm licensing requirements and ensure that all rules are followed

Participation during work hours

Participation in GCWCC activities during work hours are to be discussed with and approved by your manager in advance. Depending on the nature, duration and timing of the activity, a leave request may also be required.

Approaches can vary across organizations. In some cases, limited participation in workplace-based GCWCC activities may be approved without requiring leave. In other cases, longer activities such as volunteering or attending events outside the workplace during the workday may require employees to use their existing annual or compensatory leave.

Employees should confirm expectations with their manager beforehand. Managers may consult Labour Relations to ensure that decisions align with departmental practices and collective agreements.

When in doubt, ask

If you are unsure whether something is appropriate, seek advice.

Contact:

• your Values and Ethics team
• your Conflict of Interest office
• your departmental GCWCC coordinator

Checklist

Before launching a fundraising activity, ask yourself:

• Are we respecting the applicable values and ethics requirements (including the Values and Ethics Code for the Public Sector and our organization’s code of values and ethics)?
• Are we avoiding real, apparent or potential conflicts of interest?
• Does this activity reflect positively on the department?
• Are we soliciting donations appropriately?
• Do we need approvals or licences?

If any answer is unclear, seek guidance.