STAFF ADMINISTRATION MANUAL by wulinqing

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									Crohn’s and Colitis Foundation of Canada



  STAFF ADMINISTRATION
         MANUAL
                 Crohn’s and Colitis Foundation of Canada
                      Administration Manual

                         Table of Contents

Policy                                                      Page

Preamble                                                    7

FINANCE, ADMINISTRATION AND HUMAN RESOURCES
1. Review and Updating of the Administration Manual         8
2. Office Protocol
      a. Code of Conduct                                    9
      b. Hours of Business                                  10
      c. Dress Code                                         11
      d. Office Facilities                                  12
      e. Visitors                                           14
      f. Consideration of Others                            16
      g. Social Committee                                   17
      h. Conflict of Interest                               19
      i. Staff Meetings                                     21
      j. Circulation                                        23
      k. Solicitation                                       24
3. Personnel
      a. Hiring                                             25
      b. Termination of Employment                          27
      c. Performance Evaluation                             29
      d. Professional Development                           30
      e. Succession Planning                                31
      f. Payroll                                            32
      g. Compensation Benchmarking                          33
      h. Benefits                                           34
      i. Leaves of Employment                               36
      j. Vacation                                           38
      k. Holidays                                           40
      l. Overtime                                           42
      m. Reference Letters/Calls                            43
      n. Outside Employment                                 44
      o. Position Descriptions                              45
      p. Mission Award                                      47
      q. Open Door Policy                                   48
      r. Workplace Discrimination and Harassment            49
      s. Grievances                                         51
4. Finance
      a. Annual Operating Plan                              53



                                                                   2
       b. Expenditures and Signing Limits                   55
       c. Revenues                                          59
       d. Monthly Financial Statements                      61
       e. Tendering and Requests for Proposals              62
       f. Investments                                       64
       g. Travel                                            65
       h. Cell Phones and Blackberries                      67
       i. Petty Cash                                        68
       j. Legal Contracts                                   69
       k. Insurance                                         71
       l. Tax Receipting                                    73
       m. Record Retention                                  78
       n. Supplies and Stationary                           80
       o. Equipment                                         82
5. Information Technology
       a. Hardware and Software                             84
       b. Information Protection                            85
       c. Email and Internet                                87
       d. External IT Consultants                           89
6. Privacy and Security
       a. Privacy Policy                                    90
       b. Employee Privacy                                  97
       c. Procedure for Safeguarding Personal Information   102
       d. Privacy Breach Response                           108
       e. Website Privacy                                   114
       f. Access to Personal Information                    119
       g. Privacy in Communications                         123
       h. Office Security                                   124
       i. Health and Safety                                 126

COMMUNICATIONS
7. Communications
     a. Official Languages                                  131
     b. CCFC Website                                        132
     c. Voicemail, Email and Correspondence                 133
     d. Core Messages                                       136
     e. Media                                               137
     f. Logo and Graphic Standards                          139
     g. Education Supplies                                  141

DEVELOPMENT
8. Fundraising
      a. Gift Solicitation and Acceptance                   144
      b. Donation Entry and Recording                       148
      c. Gift Acknowledgement                               149
      d. Principles for Corporate Support or Donations      150



                                                                  3
      e.   Donor Recognition and Naming             152
      f.   Major Gift Donation                      155
      g.   Gifts of Securities                      156
      h.   Sponsorship                              159
      i.   Planned Gifts                            166
      j.   Memberships                              168

VOLUNTEERS AND CHAPTER SERVICES
9. Volunteers
       a. Volunteer Toolkit                         169
       b. Volunteer Database                        170
       c. Volunteer Expectations                    175
       d. Recognition                               176
       e. Diversity                                 177
       f. Youth Program                             178
       g. Volunteer Advisory Council                179
       h. Volunteer Conflict of Interest            180
10. Chapter Services
       a. Regional Offices                          182
       b. Chapter Structure                         183
       c. Chapter Fundraising                       184
       d. Chapter Expectations                      185
       e. Chapter Standards                         186
       f. Congress                                  187
       g. Chapter Voting Delegates                  190
       h. Chapter Recognition Survey                191
       i. Chapter Awards                            192
       j. Chapter Annual Elections                  194

RESEARCH
11. IBD Research Institute
       a. CCFC Staffing Support                     196
       b. Membership                                198
       c. Scientific and Medical Advisory Council   200
               i. SMAC Core Group                   201
              ii. SMAC Advisory Cabinet             202
             iii. Honoraria                         204
             iv. Terms of Office                    204
              v. Responsibilities                   205
             vi. Committees                         205
            vii. Nomination and Selection Process   205
12. Knowledge Translation
       a. Programs and Awards                       207
               i. Grants in Aid of Research         208
              ii. Visiting Scientist Program        208
             iii. Innovations in IBD Research       208



                                                          4
              iv. Student Book Prize Program                       209
               v. Group Grants                                     209
              vi. Research Leadership Award (National Board)       209
        b. Research Knowledge Translation                          211
        c. CCFC Organizational Knowledge Translation               214
                i.  Annual Research Report Card                    214
               ii. Updates on the “Landscape of Research in IBD”   215
        d. Special Initiatives                                     216
               i.   Conference Sponsorship Program                 217
13. Partnerships
        a. Principles and Co-Funding Guidelines                    218
14. IBD Network Tissue Bank                                        220

MISCELLANEOUS
15. Miscellaneous
       a. Code of Ethics                                           223

RISK MANAGEMENT
16. Risk Management
       a. Special Events Alcohol Policy                            224




                                                                         5
Appendices
FINANCE AND ADMINISTRATION
1 - Request for Proposal Template
2 - Contract Template
3 – Confidentiality Agreement
4 – Information Technology Commitment
5 – Accident and Incident Report Form
6 – Staff Guidelines for Congress
7 - Tax Receipting
        - Gift in Kind Checklist
        - Tax Receipting Information and Examples

COMMUNICATIONS
8 - Standard Responses (voicemail, email, correspondence)
9 - Graphics Standard Manual

DEVELOPMENT
10 – Gift Agreement
11 – Gifts of Securities Form
12 – Sponsorship Letter of Agreement

VOLUNTEER AND CHAPTER SERVICES
13 – Youth Advisory Council – Terms of Reference
14 – Volunteer Expectations
15 – Volunteer Recognition Program
16 – Diversity Statement
17 – Volunteer Advisory Council Terms of Reference
18 – Confidentiality and Non-disclosure Agreement for Volunteers
19 – Chapter Standards
20 – Chapter and Office Roles
21 – Chapter Expectations
22 – Chapter Recognition Awards

RESEARCH
23 – Research Symposium Sponsorship Request
24 – Research Award Letter
25 – Instructions for Reviewers of Grant Applications
26 – Application Guidelines and Terms of Reference -
     Innovation Awards




                                                                   6
Preamble
The Administration Manual of the Crohn’s and Colitis Foundation of Canada (“CCFC”
or the “Foundation”) is intended to complement the Board of Directors’ Policy Manual.
Administrative policies and procedures may be amended from time to time as authorized
by the Chief Executive Officer.

This Manual is intended to assist all staff members of the Foundation by highlighting
operating requirements and recommendations for employees at all offices across the
country.

Staff members can find updated documents and forms, including this manual, on the staff
web page at www.ccfc.ca/staff. The username and password will be supplied to you at
the time of hiring.




                                                                                        7
                                                                                    Administration Manual


                                                                                                           Policy # 1



SUBJECT: Review and Updating of the                       EFFECTIVE: September 30, 2008
Administration Manual

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1   OF      1.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer


                 POLICY TYPE AND TITLE: Review and Updating of Administration
                 Manual
                 Policy:

                 The Foundation is committed to ensuring currency of policies and procedures.
                 Notwithstanding ad hoc requirements for new or modified policies/procedures, the
                 Foundation‟s policy is that the Administration Manual shall be systematically reviewed at
                 least once every three years.

                 Procedures:

                 This review, which may occur in staggered fashion (e.g., one-third of Manual reviewed
                 every year), will be initiated by the Director of Finance and Administration, and will
                 involve the relevant staff necessary for review, including the policy‟s author, and the
                 CEO for approval.




                                                                                                            8
                                                                                     Administration Manual


                                                                                                         Policy # 2



SUBJECT: Code of Conduct                                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       1.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Code of Conduct


                 Policy:

                 Foundation staff will act with integrity, professionalism and objectivity, and will promote
                 the Foundation‟s mission, vision and values in dealings with the public and stakeholders,
                 both internal and external.

                 Procedures:

                 Staff will act in accordance with applicable legislation and professional standards in
                 carrying out their duties for the Foundation. Policies and procedures of the Foundation
                 will be followed at all times.

                 Open and honest communication, consultation and exchange between and among staff
                 members is essential. Staff concerns should be expressed directly to the appropriate
                 person. If there is a serious concern about working conditions or other matters, discuss
                 them first with a supervisor. If the issue is not resolved satisfactorily, it can then be
                 discussed with the Director of Finance and Administration, or the CEO (for staff reporting
                 to the Director of Finance and Administration).




                                                                                                           9
                                                                                       Administration Manual

                                                                                                               Policy # 3




SUBJECT: Hours of Business                                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                       REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                          PAGES :        1    OF       1.

ISSUED BY: Chief Executive Officer                          AUTHORIZING SIGNATURE:

                                                                                                   Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Hours of Business


                 Policy:

                 Normal hours of work are either 9:00 a.m. to 5:00 p.m., or 8:30 a.m to 4:30 p.m.,
                 Monday to Friday, including a one-hour lunch break, representing seven working hours
                 per day, thirty-five hours per week. Regular working hours may vary from the above, with
                 the prior approval of the supervisor.

                 Procedure:

                 Flex time and any arrangements for off-site work must be approved by the supervisor;
                 such approval may be rescinded at any time. National Office staff are expected to be
                 present at the National Office during normal business hours, unless work duties
                 necessitate otherwise.

                 If a situation arises which makes it impossible to report to work, or arrive on time, staff
                 must contact the supervisor as soon as possible, and fill out a leave report where
                 necessary (see Policy #21).




                                                                                                               10
                                                                                  Administration Manual


                                                                                                      Policy # 4



SUBJECT: Dress Code                                        EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :     1   OF       1.

ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Dress Code


                 Policy:

                 A dress code is required to project a professional image for the Foundation. The
                 Foundation has a dress code of business casual which must be observed while in the
                 office or representing the Foundation in the normal course of business.

                 Procedure:

                 Business casual dress code excludes:

                    -      jeans
                    -      sweats/track pants
                    -      wording or logos that may be offensive
                    -      running shoes/sneakers
                    -      gym wear
                    -      revealing clothing
                    -      torn or dirty clothing

                 An exception to this policy is on Fridays when jeans in good condition and sneakers may
                 be worn. The Foundation may revoke “casual Fridays” at any time. If meetings with
                 external stakeholders are scheduled for Fridays, staff are expected to dress
                 professionally.



                                                                                                      11
                                                                                     Administration Manual


                                                                                                         Policy # 5



SUBJECT: Office Facilities                                EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Office Facilities

                 Policy:

                 Office facilities should be used in the manner intended and prescribed in this policy and
                 should be maintained by all staff to ensure they are kept presentable and functional.

                 Procedure:

                 Facilities located at National/Ontario Office:

                    Boardroom
                        The boardroom is used for several activities including meetings, mailings and
                          volunteer work.
                        The boardroom may be booked through the Office Assistant.
                        The boardroom is to be kept clean and tidy and presentable to visitors at all
                          times.
                        It is not to be used as a storage area.

                    Front Reception Window
                        The front reception window is monitored by the Office Assistant
                        When the Office Assistant is not present, the window is kept locked.
                        There is a bell and a note to ring for service.
                        Parcels and envelopes can be left on the front lobby table for pickup.

                    Kitchen and Meeting Room



                                                                                                         12
          Kitchen facilities are available to all staff, including a fridge, toaster oven,
           microwave, and kettle.
          Unused food items must be removed from the fridge before they spoil, or the
           Office Assistant will purge them periodically.
          The large common area attached to the kitchen is to be used for volunteers,
           mailings, staff meetings, and eating lunch.
          Both of these areas should be kept clean.
          The meeting room is not to be used for long-term storage, and any items
           stored there for short periods must be approved by the supervisor.

   Photocopy Room
       The photocopier/printer, shredder and fax are located in the common area.
       Also available are a paper cutter, hole punch and a variety of stationery and
         letterhead.
       All faxes and completed copy jobs should be placed in the appropriate inbox
         in the room, or delivered to the appropriate staff person immediately if staff
         come across a document with personal information.
       Garbage and cuttings should be placed in the blue box or the garbage.
       If there are any malfunctions with the equipment, notify the Office Assistant.
       If you take supplies which appear to be running low, or fill the shredder
         boxes, notify the Office Assistant.

   Office Areas
        Keep all office areas generally clean, tidy, uncluttered and presentable to the
          public.

   Mail Room
       The Office Assistant is responsible for the supplies and equipment located in
          the mailroom and can assist staff with use of these supplies and equipment.
       If the Office Assistant is needed for a task beyond daily routine, a request
          should be made to the Director of Finance and Administration.
       Available in the mailroom are: a postage meter; Foundation staff, chapter
          and Board member mailboxes; a cerlox binding machine; office supplies and
          extra stock.
       Generally, mailings should be given to the Office Assistant to metre as he/she
          will do all mailings at one time each day.
       If a large delivery is expected, notify the Office Assistant and arrange
          adequate storage in advance at your work station or office, not in common
          areas.


Facilities located at other Regional and District Offices:

The most senior staff person located at other Regional and District Offices shall
determine the policies regarding facility use.




                                                                                          13
                                                                                      Administration Manual


                                                                                                          Policy # 6



SUBJECT: Visitors                                         EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Visitors

                 Policy:

                 To maintain the security of Foundation staff and materials, visitors should not be
                 permitted entry into an office without staff accompaniment, except as described below.
                 Visitors shall sign-in to the National/Ontario office.

                 Procedures:

                 Visitors are defined as any non-Foundation employee requesting entrance to a
                 Foundation office.

                 Greet visitors courteously and ask them to wait at the entrance while the staff person
                 they are there to see is informed of their arrival. If the visitor does not have an
                 appointment with an employee and that employee is unavailable, inform the visitor and
                 ask them to leave a business card, where appropriate.

                 Visitors are to be escorted into and out of the office by staff. Visitors to the
                 National/Ontario office must sign-in using a visitor sheet maintained by the Office
                 Assistant. Visitors that will be coming to the office for an extended time period (for
                 example, a volunteer helping out in the office) may be given independent access as
                 appropriate. Keys or passes must be returned when the visitor will no longer be coming
                 to the office regularly. Otherwise regular access is only for current staff. Security codes
                 should not be shared with either long-term or occasional visitors, except where
                 necessary, and in that case, the code should be changed once the visitor no longer


                                                                                                          14
requires access.

Individuals visiting for special events, meetings, seminars, or social functions are to
remain in the area of the office where this event, etc. is occurring. Any access to other
areas of the office will be restricted to visitors who are accompanied by a staff person.

Some office buildings will restrict access to the facility past a certain time and on
weekends. If a staff member has organized an after hours visit, this employee will be
responsible for allowing the visitor access to the building and the office space.

Pets of any kind are not allowed, with the exception of service animals.




                                                                                            15
                                                                                        Administration Manual


                                                                                                               Policy # 7



SUBJECT: Consideration of Others                             EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                        REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                           PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                           AUTHORIZING SIGNATURE:

                                                                                                   Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Consideration of Others

                 Policy:

                 As with external stakeholders, employees must also be professional and courteous with
                 their co-workers. Improper behavior in the workplace has a negative effect on others. In
                 addition, effective work requires a minimum of interruptions. The privacy of fellow staff
                 members should be respected, as should the need to keep their interruptions to a
                 minimum, wherever feasible.

                 Procedures:

                 Some examples of behaviors that may be disruptive or inappropriate include, but are not
                 limited to:

                              demonstrating little or no respect for others‟ personal belongings and office
                               space;
                              playing loud music or otherwise creating excessive noise;
                              wearing strong perfume or cologne;
                              displaying inappropriate office decorations, including potentially offensive
                               pictures and jokes; and
                              using profanity.

                 Employees are expected to be reasonable and fair in their expectations of each other
                 and resolve any conflict in a mature and professional manner.



                                                                                                               16
                                                                                      Administration Manual


                                                                                                          Policy # 8



SUBJECT: Social Committee                                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Social Committee

                 Policy:

                 CCFC staff morale is a shared responsibility. The Social Committee is intended to
                 recognize staff accomplishments and milestones, and to organize social events for
                 members of the Foundation‟s staff.

                 Procedures:

                 The Social Committee consists of two groups: Recognition and Events Teams. Each of
                 the two groups will consist of at least three members. All members of the staff at the
                 Toronto office, excluding the CEO, are expected to assume equal responsibility to serve
                 on the Social Committee‟s Teams in rotation, quarterly. Assignment by quarter will be
                 circulated by the Office Assistant.

                 The Recognition Team will have responsibility for birthdays, weddings, staff departures,
                 accomplishments and the seasonal charity donation. The Events Team will organize the
                 year-end seasonal party and any other staff social events which are developed over
                 time.

                 For birthdays, the Recognition team will arrange for the purchase of a card and cake for
                 staff members at the Toronto office (to a maximum budget of $25 plus tax, paid by the
                 Foundation), and presentation of both. When two or more birthdays fall within a two
                 week period, the Team will arrange for the staff to meet during the week prior to the first
                 of these birthdays to celebrate all of them. The Committee will also arrange for the



                                                                                                          17
purchase, signing and delivery of a card and flowers (to a maximum of $40 plus tax) to
be sent to staff members working out of other offices on their birthdays.

The Recognition team will organize a voluntary staff collection prior to the marriage of a
staff member, and purchase and delivery of a suitable card and gift. The Recognition
team will likewise organize a voluntary staff collection and card/gift in the event of a staff
member becoming a parent through birth or adoption.

The Recognition Team will acquire and deliver a suitable card and/or gift to all departing
staff members, in accordance with their tenure, as follows:

   -   Less than one year – card
   -   One to two years - $30
   -   Three to five years (combined with voluntary staff collection) - $40
   -   Six to ten years (combines with voluntary staff collection) - $60
   -   More than ten years (combined with voluntary staff collection) - $100

The Recognition Team will consider and organize appropriate recognition for staff
members who successfully complete work-related diplomas, degrees, and/or
professional certification, with the approval of the relevant staff person‟s supervisor.

In lieu of seasonal gift exchanges, staff members may participate in an annual seasonal
charity donation. The Recognition Team will consult with staff at the November staff
meeting and will coordinate the identification of a recipient organization, collection of
donations, requests for charitable tax receipts, and the presentation of the gift(s) to the
named organization.

The year-end seasonal party for National/Ontario staff will be planned by the Events
Team who will seek staff input on the site and format at the October staff meeting, and
arrange the party. Other offices may organize seasonal staff events as well. Foundation
funds will be used to host these events, in line with annual budget.

Note: Staff members at all offices should be copied on notices regarding staff family
events and given an opportunity to contribute to gifts when appropriate.




                                                                                            18
                                                                                 Administration Manual


                                                                                                         Policy # 9




SUBJECT: Conflict of Interest                         EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                 REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                    PAGES :        1    OF       2.

ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



          POLICY TYPE : Office Protocol
          POLICY TITLE: Conflict of Interest


          Policy:

          Conflict of interest exists when an individual is involved in a decision regarding a matter
          where there is a real or perceived benefit to that person or someone related to him/her.
          This benefit may be a financial gain or another personal or professional advantage.
          Staff should notify their supervisor and remove themselves from situations where conflict
          of interest exists.

          Procedures:

          If a potential or actual conflict of interest arises while conducting Foundation business,
          the conflict shall be disclosed immediately in writing to the supervisor. If necessitated by
          the scope or nature of the issue, the CEO shall also be notified of the conflict. The
          individual may be required to withdraw from the decision-making process to alleviate the
          real or perceived conflict.

          Staff members may not accept monetary or other payment in addition to normal salary
          for duties which they perform in the course of Foundation business. In addition, gifts to
          staff from suppliers and/or volunteers (beyond a value of twenty dollars) shall be
          reported promptly to the supervisor and may either be considered contributions to the
          Foundation, raffled amongst staff if appropriate, or returned to the donor. However, gifts


                                                                                                    19
of any value must be refused if there may be the perception of acceptance influencing a
business decision.

Foundation property and information must only be used for approved business activities.

Suppliers and other relevant stakeholders must be selected objectively and based on
business merit, with the best interests of the Foundation in mind, and without regard to
personal relationships.




                                                                                           20
                                                                                    Administration Manual


                                                                                                       Policy # 10



SUBJECT: Staff Meetings                                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                    REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                       PAGES :         1   OF      2.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Staff Meetings

                 Policy:

                 Staff meetings are intended to keep all staff connected and informed about what fellow
                 staff members are working on. The meetings are for sharing information and news.

                 Procedures:

                 Staff meetings are usually scheduled the last Thursday of the month at 11:00 a.m. A
                 change in this schedule will be distributed if necessary.

                 Staff meetings are mandatory. Please do not schedule appointments at this time. If you
                 are unable to attend a staff meeting, please notify your direct supervisor.

                 A Chair and Secretary from the Toronto Office are appointed for each meeting, with the
                 appointments rotating each meeting. A list of these positions will be distributed by the
                 Office Assistant at the start of each calendar year.

                 The Chair role is outlined below.

                                      Guidelines for Chairing CCFC Staff Meetings

                           1. Call the meeting to order
                           2. Welcome everyone to the staff meeting and introduce yourself as Chair



                                                                                                          21
        3. Do a role call of remote staff (this should include all regional, district and
           other offsite offices)
        4. Ask if there is any old business
        5. Ask if there is any new business
        6. Ask Toronto staff if they have any news to share
        7. Ask each off-site staff member if they have anything new to share
        8. Thank everyone for participating and adjourn meeting

The Secretary is responsible for preparing the „Decisions‟ of the meeting if there are any,
and distributing them to all staff immediately following the meeting. Each staff member
has the opportunity to inform staff of what they are currently working on and to discuss
any other topics of interest.

October Staff Meeting
Staff will give input at this meeting to the Events Team (see Policy #8) regarding the
Year-End Seasonal Luncheon.

November Staff Meeting
The Recognition Team (see Policy #8) will consult with staff regarding to the Seasonal
Charity Donation.




                                                                                            22
                                                                                    Administration Manual


                                                                                                      Policy # 11



SUBJECT: Circulation                                     EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                    REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                       PAGES :        1    OF      1.

ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Circulation

                 Materials Circulation
                         Keep circulation of mailed materials to a minimum; reading unnecessary
                           materials can create substantial wasted time.
                         All material should be circulated as quickly as possible within and among the
                           offices.
                         Do not keep circulation material for more than 3 days.
                         A circulation list for all offices can be found in the Shared network drive.
                           Attach this to the material and include the name of the person to whom it is to
                           be returned.
                         Cross off the names of the people who do not need to see the material.
                         Staff should cross off their names after the material is read.
                         Do not leave in someone‟s tray if he/she is away.
                         If you are unsure about your circulation group, please check with the
                           Assistant to the Chief Executive Officer.

                 Email / Mail Circulation

                 ALL staff should copy their supervisor and the Chief Executive Officer when sending out
                 "broadcast" letters/notices/emails to a number of Regional Directors, Chapter's, CID's
                 and/or Affiliates.




                                                                                                        23
                                                                                     Administration Manual


                                                                                                        Policy # 12



SUBJECT: Solicitation                                     EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       1.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Office Protocol
                 POLICY TITLE: Solicitation

                 Policy:

                 Dealing with door-to-door solicitors is not appropriate. We do not accept items left for
                 display or circulation in the office.

                 Procedures:

                 Advise the salesperson that we do not respond to door-to-door solicitation. They may
                 leave their business card or send us an information package.




                                                                                                            24
                                                                                   Administration Manual


                                                                                                        Policy # 13



SUBJECT: Hiring                                         EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                   REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                      PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                           Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Hiring

          Policy:

          The Foundation will employ sound hiring practices that are in line with employment
          legislation.

          Procedures:

          Staff vacancies shall be posted on the Foundation‟s Website, and made known as
          widely as practicable within the Foundation and without.

          Information related to decisions related to hirings, such as resumes, reference checks
          and interview notes, will be retained for one year.

          Staff family members may apply for external job postings, however, they will be subject
          to the same process as all other candidates and the related staff member may not be
          involved in the hiring. Under no circumstances will related persons be in a direct
          reporting relationship.

          Typically, employees will be hired initially for a probationary period of 6 months or less,
          unless otherwise approved by the CEO. Appointment to staff will be contingent on the
          successful completion of a performance review at the end of the probationary term,
          unless otherwise approved by the CEO. The probationary term may be extended no
          more than once, for a maximum of six months, and by completion of the extension the
          employment will either become a staff appointment or be terminated.


                                                                                                    25
In certain circumstances authorized by the CEO, employees will be hired for limited term
contracts. In all hiring circumstances, letter of offer/employment contracts will be signed
by the CEO after preparation and due diligence by the Director of Finance and
Administration.

Staff will undergo an orientation process upon hire. This will typically include meetings
with the supervisor, Director of Finance and Administration, and other key staff as
directed by the supervisor. The Director of Finance and Administration will provide a
package detailing administrative matters, including this Manual.

A confidentiality statement will be signed by all staff as provided by the Director of
Finance and Administration (see Appendix #3).




                                                                                            26
                                                                                  Administration Manual


                                                                                                        Policy # 14



SUBJECT: Termination of Employment                     EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                  REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                         Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Termination of Employment

          Policy:

          The Foundation will employ sound termination practices that are in line with employment
          legislation.

          Procedures:

          In the situation where a staff termination is required, the CEO will be advised in advance.
          The Director of Finance and Administration must be included in all staff termination
          proceedings, which do not involve the Director of Finance and Administration or the
          CEO.

          Where the termination is without cause, the notice period will be per the employment
          contract. Where there is cause for termination, there must be documentation of all prior
          and current matters related to the situation in the personnel file and all applicable
          legislative requirements will be followed.

          Where a staff member resigns, that person must give at minimum the agreed upon
          length of notice per the employment contract. Notice must be given in writing to the
          supervisor and the Director of Finance and Administration. Upon receipt of notice of
          resignation, the supervisor may waive or abridge the notice period and remuneration will
          be as if the staff member had worked during the waived or abridged period. Where
          possible, a staff member who has given notice will be required to aid in the training of
          the replacement staff.


                                                                                                  27
There will be an exit interview arranged with the Director of Finance and Administration
for a staff member who has given notice.

The staff member will be required to return his/her office access (i.e. key and/or pass),
corporate credit card and any other materials that belong to the Foundation. If staff are
in a home office, any CCFC materials and equipment will be moved and stored as
arranged by the outgoing staff person and the Director of Finance and Administration.
Staff may not copy electronic or hard copy materials for removal from the premises upon
leaving. Email and network passwords will be changed within one business day, and
email and files will be made accessible to the new or replacement staff member.




                                                                                       28
                                                                                   Administration Manual


                                                                                                        Policy # 15



SUBJECT: Performance Evaluation                         EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                   REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                      PAGES :        1    OF      1.

ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Performance Evaluation

          Policy:

          Barring exceptional circumstances, all employees will participate in the Foundation‟s
          performance evaluation program, at least annually.

          Procedures:

          Supervisors are responsible for ensuring their direct reports have performance
          appraisals at regular intervals. A written report in the required format will be signed by
          the employee and supervisor and placed in the employee‟s confidential personnel file
          with the Director of Finance and Administration and/or the CEO. The employee will be
          provided with a copy of the signed report.

          The Director of Finance and Administration will annually provide the CEO with a list of
          staff and whether the responsible supervisor has conducted a performance evaluation
          within the prescribed time. For persons for whom performance appraisals are missing,
          the Director of Finance and Administration will follow up with the supervisor.




                                                                                                       29
                                                                                Administration Manual


                                                                                                  Policy # 16



SUBJECT: Professional Development                     EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                 REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                    PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                       Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Professional Development

          Policy:

          The Foundation will sponsor structured learning opportunities such as courses,
          workshops, etc. in cooperation with the employee, and as budgeted for each area of the
          Foundation within the annual operating plan.       The employee must show that the
          development opportunity impacts his/her work or future goals within the Foundation.

          Procedures:

          In accepting such sponsorship payments of more than five hundred dollars, the
          employee assumes responsibility for successful completion of the course and to remain
          employed by the Foundation for at least one year following successful completion of the
          approved course of study. Failure to comply with either or both conditions will result in
          an obligation to repay the sponsorship in full.

          Upon acceptance of a sponsorship payment, the employee and the supervisor will sign a
          Professional Development Agreement as provided by the Director of Finance and
          Administration.

          Annual performance evaluations will include the identification of plans for the
          professional development of all staff members.




                                                                                                30
                                                                                  Administration Manual


                                                                                                    Policy # 17



SUBJECT: Succession Planning                            EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                   REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                      PAGES :        1   OF      1.

ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                        Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Succession Planning

          Policy:

          Each staff member will be responsible for succession planning for his/her role.

          Procedures:

          This will generally include the following:

                 -   Ensuring there is a staff backup for all critical processes
                 -   Developing a comprehensive package which details key contacts, documents
                     and their locations, and processes required for the position
                 -   Sharing information related to the position with other staff as appropriate

          Supervisors are responsible for ensuring staff are creating and maintaining succession
          plans through the annual evaluation process and general ongoing discussion.




                                                                                                   31
                                                                                 Administration Manual


                                                                                                      Policy # 18



SUBJECT: Payroll                                       EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                  REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                        Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Payroll

          Policy:

          Employees are paid bi-weekly through a third-party payroll provider, by direct deposit to
          bank accounts. Payments are adjusted for benefits, taxes and other statutory
          deductions as applicable.

          Procedures:

          Payroll is administered by the Director of Finance and Administration and this
          information is only accessible to this staff person, the Finance Assistant, the CEO and
          the CEO‟s Executive Assistant, as necessary. Payroll information is kept securely in the
          office of the Director of Finance and Administration.

          The CEO will sign-off on payroll changes made bi-weekly.




                                                                                                  32
                                                                                Administration Manual


                                                                                                 Policy # 19_



SUBJECT: Compensation Benchmarking                    EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                 REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                    PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                       Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Compensation Benchmarking

          Policy:

          The Foundation is committed to compensating staff competitively.

          Procedures:

          As per Board Policies, a comparison of Foundation compensation levels to market rates
          will be ongoing, as information is available, and will be formally compiled and reported
          on by the Director of Finance and Administration to the CEO at least once very three
          years.




                                                                                                33
                                                                                 Administration Manual


                                                                                                      Policy # 20



SUBJECT: Benefits                                      EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                  REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                         Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Benefits

          Policy:

          Permanent CCFC staff members who are employed for a minimum of twenty hours
          weekly are eligible for the CCFC benefits programs, including vacation as described in
          Policy #22. Other employees will be eligible for statutory benefits. Employee benefits
          do not apply to contracted consultants. Terms of employment for temporary employees
          will be defined at the time of hiring.

          Procedures:

          For details of health benefits, employees are referred to the health insurance carrier‟s
          benefits package that will be provided upon hiring. The Foundation pays 100% of
          premiums, excluding long-term disability, for Group Benefits at the single rate. Benefits
          include:

                    -   Life Insurance
                    -   Dependent Life Insurance
                    -   Extended Health Care
                    -   Dental Care
                    -   Accidental Death & Dismemberment
                    -   Long-Term Disability

          Employees may apply for family coverage for the dental and extended health programs
          at their own cost.


                                                                                                  34
Employees will pay the full premium for long-term disability insurance, so that any
benefit payments will be tax-free.

Employees may opt not to participate in the health and dental coverage options if they
are covered under a spousal plan. Participation in all other insurance programs is
compulsory.

All eligible full-time staff members may participate in the Foundation‟s Group RRSP
program via payroll deduction. The Foundation will match the staff member‟s
contribution to the plan to a maximum of 5% of base gross earnings. Staff are eligible to
participate after six months of employment, and after successful completion of their
probationary term.

The Director of Finance and Administration administers the benefit plans.




                                                                                         35
                                                                                 Administration Manual


                                                                                                   Policy # 21



SUBJECT: Leaves of Employment                         EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                 REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                    PAGES :         1   OF      2.
ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                        Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Leaves of Employment

          Policy:

          The policy relating to each type of allowable leave is described in the Procedures section
          below.

          Procedures:

          All forms for the leaves described must be signed off by the supervisor and then be
          forwarded to the Director of Finance and Administration for personnel records.

          Maternity and Parental Leave
          The Foundation will provide for maternity and parental leave as required by the law, and
          will maintain benefits for employees on such leave if they are already registered in these
          programs at the beginning of the leave.

          Compassionate Leave
          Employees may apply for compassionate leave, to a maximum of five days in any
          calendar year. Such leave with pay may be granted by the CEO only for cases of the
          critical ill health or death of parents, spouse, siblings or children of employees.

          Leave of Absence
          Employees may apply to their supervisor for a leave of absence without pay, where
          there are exceptional personal circumstances, and such leave may be granted at the



                                                                                                 36
sole discretion of the CEO in consultation with the supervisor and the Director of Finance
and Administration. Such applications must be made in writing.

Sick Leave
Up to ten days per year are accrued for time off work due to illness, prorated for part-
time staff, and sick leave may be accrued to a maximum of twenty days. Medical
documentation may be required for any sick leave in excess of three consecutive days.
Accrued sick leave will not be subject to cash reimbursement on termination of
employment.

In the case of extended sick leave beyond the amount accrued by an individual, there
will be 5 days available to borrow from future accruals. Those 5 days represent 6
months of future sick day accruals. If additional sick time needs to be taken within those
6 months, the days will be unpaid. If the individual leaves the Foundation before the 6
months are complete, the borrowed days will have to be repaid.

Time off work in excess of the sick leave policy will be covered by the Leave of Absence
policy above.

On an annual basis, the Director of Finance and Administration will provide the CEO with
a sick leave listing for all staff. All supervisors will be provided with this information for
direct reports as well.

Record of Leave
Each employee will promptly submit to the supervisor a “Record of Leave” form to
ensure accurate records. This form must be completed after a minimum ½ day absence
from the office except for approved vacation time. The form is to be submitted on the
first day of return to work. The form must indicate whether the leave was taken due to
sick time or other.




                                                                                           37
                                                                                Administration Manual


                                                                                                      Policy # 22



SUBJECT: Vacation                                     EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                 REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                    PAGES :        1     OF     2.
ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                       Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Vacation

          Policy:

          Annual vacation entitlement will be as follows unless otherwise authorized by the CEO:

          Directors & Managers                 All Other Employees

          15 days after each year              10 days after each year
          20 days after four years             15 days after three years
          25 days after ten years              20 days after ten years
          and thereafter                       and thereafter

          Entitlement is pro-rated in the case of part-time employees, on the basis of weekly hours
          employed.

          A maximum of one year‟s earned vacation may be carried forward to the next year, with
          the approval of the supervisor.

          Procedures:

          All employees should submit a completed Vacation Planning Form (located on staff
          webpage) at least two weeks in advance to their supervisor for approval, to ensure
          maximum continuity of Foundation work. Supervisors are responsible to ensure
          maximum continuity and coverage of Foundation programs and operations. As a
          general rule, vacation will not be authorized in the two-week period preceding the


                                                                                                 38
Foundation‟s annual Congress or during peak business cycles, unless otherwise
authorized by the supervisor.

Auto-reply email messages must be activated if a staff member is away from the office
for one day or more and unable to check email. Voicemail should also indicate the
period of absence and whom to contact for assistance.




                                                                                        39
                                                                                   Administration Manual


                                                                                                         Policy # 23



SUBJECT: Holidays                                       EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                   REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                      PAGES :        1    OF       2.
ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Holidays

          Policy:

          Employees will be entitled to the statutory and civic holidays per the region in which they
          live. Other holidays may be provided at the discretion of the CEO.

          Procedures:

          The common holidays across the country are:

                    -New Year‟s Day
                    -Good Friday (or Easter Monday in Quebec)
                    -Canada Day (Memorial Day in Newfoundland and Labrador)
                    -Labour Day
                    -Christmas Day

          Other holidays to be taken by staff are those as defined by applicable province or
          municipality.

          For part-time staff, statutory days will be paid days if the holiday falls on a regular
          working day. If the holiday falls on a non-working day, the staff will receive an additional
          accrual of vacation time, prorated for the part-time schedule. Where provincial
          legislation requires otherwise, this process will be amended.




                                                                                                    40
In addition to the statutory holidays applicable in each region, staff will have 2 floater
days available to use as desired throughout the calendar year. A Record of Leave must
be filled out for approved floater day use.

The Director of Finance and Administration maintains a list of statutory holidays for each
region if required for reference.




                                                                                        41
                                                                                  Administration Manual


                                                                                                    Policy # 24



SUBJECT: Overtime                                       EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                   REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                      PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



                 POLICY TYPE : Personnel
                 POLICY TITLE: Overtime

                 Policy:

                 Due to the nature of the work at the Foundation, some time beyond the normal
                 workweek may be required. The Foundation will provide compensatory time off work for
                 approved overtime.

                 Procedures:

                 Compensatory time must generally be taken within thirty days of the overtime worked
                 and must be taken on a planned basis, with the agreement of the supervisor. Overtime
                 entitlement should not be carried forward more than ninety days unless otherwise
                 authorized by the supervisor.

                 Where accrued overtime builds up beyond 5 days, staff must get approval from the
                 supervisor before accruing additional overtime hours.

                 Overtime accruals will generally not include work extending less than 3 consecutive
                 hours beyond usual work hours. The supervisor may approve exceptions to this policy
                 where appropriate.

                 When staff are requested by colleagues or the supervisor to attend an event or meeting
                 outside of regular working hours to assist, the time expended may be accrued as
                 overtime.



                                                                                                      42
                                                                                      Administration Manual


                                                                                                         Policy # 25



SUBJECT: Reference Letters/Calls                           EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer



                 POLICY TYPE : Personnel
                 POLICY TITLE: Reference Letters/Calls


                 Policy:

                 Upon receiving a reference call or request for a reference letter, staff may only provide
                 confirmation of employment and dates of employment unless authorized by the
                 individual in question to discuss information of a more specific nature, including opinion-
                 related assessments.




                                                                                                          43
                                                                                      Administration Manual


                                                                                                         Policy # 26



SUBJECT: Outside Employment                                 EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                       REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                          PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                          AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer



                 POLICY TYPE : Personnel
                 POLICY TITLE: Outside Employment


                 Policy:

                 Staff members considering supplementary employment, including self-employment, shall
                 get approval from their supervisor prior to undertaking such employment.

                 Procedures:

                 The staff member shall ensure the supplementary employment does not:

                          cause an actual or apparent conflict of interest
                          appear to represent the Foundation
                          interfere with regular duties
                          involve using the Foundation‟s facilities, equipment or resources (e.g., copyright
                           material)
                          occur during regular Foundation business hours, or regular part-time hours in the
                           case of part-time employees




                                                                                                          44
                                                                                     Administration Manual


                                                                                                          Policy # 27



SUBJECT: Position Descriptions                            EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1    OF      2.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Personnel
                 POLICY TITLE: Position Descriptions

                 Policy:

                 Each Foundation position must have a current, approved position description.

                 Procedures:

                 As job requirements change, the description must be reviewed, modified as appropriate,
                 and approved. All position descriptions will be kept on file by the Director of Finance and
                 Administration and employees will be given a copy of their own descriptions.

                 Following position description creation/modification by the supervisory in conjunction
                 with the Director of Finance and Administration, the Director of Finance and
                 Administration and the CEO must sign off on the final position description.

                 Where material differences to a position are made or a new position is created, the
                 Director of Finance and Administration will convene an ad hoc meeting of the Job
                 Evaluation Committee (4 staff members chosen by the Director of Finance and
                 Administration, and including this staff person, from different levels, experience and
                 program areas of the Foundation). A job evaluation questionnaire will be required for the
                 new position (filled out by the incumbent, or supervisor if position vacant, and approved
                 by the supervisor). The Job Evaluation Committee will perform the function necessary
                 for the position to be placed in a grade and compensation range by the Director of
                 Finance and Administration.



                                                                                                           45
All position descriptions will be reviewed and updated, as necessary, at least once every
three years.




                                                                                       46
                                                                                  Administration Manual


                                                                                                        Policy # 28



SUBJECT: Mission Award                                 EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                  REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                     PAGES :         1   OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Mission Award

          Policy:

          The Foundation‟s policy is to periodically formally recognize exceptional service by staff.

          Procedures:

          The CCFC Mission Award was created in order to recognize a staff member who is
          judged to be an exemplary contributor to the achievement of the CCFC Mission through
          his or her work

          The award may be presented annually to a staff member selected by a vote of all other
          staff members. Each staff member is entitled to one nomination, which will be forwarded
          privately to the CEO, along with comments on the selection. The staff person receiving
          the greatest number of votes will receive the award. A staff member is eligible to receive
          the Award any number of times. The nominations are due on July 1 of each year.

          The recipient will be presented with an individual plaque or symbol, and a permanent
          plaque will be displayed at the CCFC‟s National office.

          The CEO will be ineligible for this Award, will receive all nominations and will announce
          the Award winner.




                                                                                                   47
                                                                                   Administration Manual


                                                                                                          Policy # 29



SUBJECT: Open Door Policy                               EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                   REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                      PAGES :         1   OF       1.
ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                           Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Open Door Policy

          Policy:

          The Foundation encourages staff to come forward with information on practices that they
          believe are illegal or in contravention of organizational policies. There will be no reprisal
          against any person who does come forward in good faith, and there will be protection of
          the confidentiality of individuals who make reports. The goal of this policy is to
          encourage communication and address problems before serious harm is done.

          Procedures:

          Where appropriate, reports should be made in the first instance to the supervisor. The
          Director of Finance and Administration should be informed if the matter requires
          escalation, or if the supervisor is involved. The Director of Finance and Administration
          will inform the CEO of all such matters. In matters involving the Director of Finance and
          Administration, the CEO should be notified. In matters involving the CEO, the National
          President of the Board of Directors should be notified

          All reports made in good-faith will be investigated and the appropriate action will be
          taken.




                                                                                                    48
                                                                                  Administration Manual


                                                                                                     Policy # 30



SUBJECT: Workplace Discrimination and                  EFFECTIVE: September 30, 2008
Harassment

DEVELOPED BY: Director of Finance and                  REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                     PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



          POLICY TYPE : Personnel
          POLICY TITLE: Workplace Discrimination and Harassment

          Policy:

          The CCFC is committed to ensuring a work environment where all employees are
          treated with dignity and respect and are able to contribute fully and have equal
          opportunities. The Foundation does not tolerate or condone workplace discrimination or
          harassment in any form and will take necessary steps to create a workplace of mutual
          respect and to prevent, discourage and deal with discrimination and harassment.

          The right to freedom from discrimination and harassment extends to all employees,
          including full-time, part-time, temporary, probationary, casual and contract staff, as well
          as volunteers. This policy also extends to discrimination and harassment of employees
          in business dealings with volunteers, suppliers or supporters.

          It is also unacceptable for employees of the Foundation to engage in harassment or
          discrimination when dealing with external parties for business purposes, such as
          suppliers or supporters.

          Procedures:

          Discrimination
          Discrimination is any form of unequal treatment based on any ground proscribed by the
          federal human rights code or provincial statutes, whether imposing extra burdens or
          denying benefits. It may be intentional or unintentional. It may involve direct actions that


                                                                                                   49
are discriminatory on their face, or it may involve rules, practices or procedures that
appear neutral, but have the effect of disadvantaging certain groups of people.

Harassment
Harassment is a course of comments or actions that are known, or ought reasonably to
be known, to be unwelcome. It can involve words or actions that are known or should be
known to be offensive, embarrassing, humiliating, demeaning, or unwelcome, based on
a ground of discrimination identified by this Policy. Harassment can occur on any of the
grounds of discrimination.


This policy applies at every level of the Foundation and to every aspect of the workplace
environment and employment relationship. The policy also applies to events that occur
outside of the physical workplace, such as during events or business trips.

All supervisors are responsible to prevent these behaviours and to deal promptly with
problems of which they become aware, including prompt reporting of any complaint to
Director of Finance and Administration, who will in turn inform the CEO. All employees
have the right to register concerns about discrimination or harassment with the person
perceived as discriminating/harassing. If such direct communication is not practicable,
comfortable or acceptable for the complainant, he/she may bring the concern promptly to
the next appropriate reporting level in the organization, up to the CEO or National
President if necessary.

The CEO or his/her delegate, typically the Director of Finance and Administration, will
take prompt action to review and act on any complaint. All correspondence and a
written report of the investigation will be confidentially filed by the CEO or delegate, and
all other copies of correspondence and the report will be destroyed on conclusion of the
investigation. If the complaint was ultimately found to be justified, a copy of the report
and any related correspondence, including letters of warning, reprimand or termination
of employment will be filed in the confidential personnel file of the subject of the
complaint.

Every person has a right to claim and enforce their right to a workplace free of
harassment and discrimination. No person shall be negatively treated for bringing
forward a complaint, providing information related to a complaint, or assisting in the
resolution of a complaint.

The provisions of this Policy in no way affect the right of any person to exercise his or
her rights under applicable human rights legislation.

In regions where provincial legislation differs from the policy here, the Foundation will
abide by the relevant statutes and regulations.




                                                                                         50
                                                                                   Administration Manual


                                                                                                     Policy # 31



SUBJECT: Grievances                                      EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                    REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                       PAGES :        1   OF      2.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



                 POLICY TYPE : Personnel
                 POLICY TITLE: Grievances

                 Policy:

                 The Foundation is committed to a harmonious and equitable working environment for
                 staff. Open communication and mutual respect is central to the success of staff work.

                 Procedures:

                 Any staff member who feels that he/she has a grievance with regard to working
                 conditions that has not been resolved through discussion with the supervisor (or where
                 the staff member does not feel comfortable speaking with the supervisor), is encouraged
                 to submit a written grievance to his/her supervisor promptly. If the grievance is not
                 resolved to the employee‟s satisfaction, it may be appealed to the Director of Finance
                 and Administration, or to the CEO where the Director of Finance and Administration is
                 involved, or the National President where the CEO is involved.

                 A supervisor shall discuss any grievance received by a staff member immediately with
                 the Director of Finance and Administration. The CEO will be informed promptly by the
                 Director of Finance and Administration of formal grievances. A written report detailing
                 the grievance, the process taken and outcome shall be maintained. This written report,
                 signed by the employee, the supervisor and the Director of Finance and Administration
                 (or CEO/National President, as appropriate) will be filed in the employee‟s confidential
                 personnel file. A copy of the signed report will be provided to the employee.




                                                                                                      51
No employee shall be subject to reprisal for using or participating in the grievance
procedure.




                                                                                 52
                                                                                      Administration Manual


                                                                                                         Policy # 32



SUBJECT: Annual Operating Plan                             EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer

                 POLICY TYPE : Finance
                 POLICY TITLE: Annual Operating Plan

                 Policy:

                 An Operating Plan (“the plan”) will be created in each year for the following fiscal year of
                 the Foundation.

                 Procedures:

                 The Director of Finance and Administration will be responsible for the circulation of the
                 plan template to the relevant staff for development, and for coordination of the
                 appropriate meetings and timeline for the plan‟s overall completion. Staff will be
                 responsible for completion of their own section of the plan as relevant.

                 The final Operating Plan will be approved by the CEO, and subsequently the Finance,
                 Audit and Risk Committee of the Board of Directors, or the full Board, per the
                 Committee‟s recommendation. This approval process will be complete by June 30th
                 annually. Once the Committee or Board of Directors approves the annual Operating
                 Plan, it may only be amended with the Committee‟s or full Board‟s approval.

                 Underlying the Operating Plan will be a detailed budget for each functional area of the
                 Foundation. A budget timeline will be developed and distributed to all staff responsible
                 for budgeting, along with templates for completing the budgets, which will provide prior
                 years‟ results and current budgets to help inform new budgeting.

                 The budget timeline will generally follow the following template, which is subject to
                 modification based on Board approval timelines:



                                                                                                             53
    Mid-February – Distribution of budget templates to staff and
  Chapters/CIDs/Affiliates by Director of Finance and Administration
  End of March – Chapters/CIDs/Affiliates submit budgets to Regional Directors or
  Volunteer Service Coordinators, where appropriate, for review and amendments.
  Volunteer Service Coordinators have approximately one extra week to review before
  submitting to Regional Director.
  Mid-April – Budgets submitted to Director of Regional and Volunteer Affairs and
  Director of Communications and Development for review and amendments
  End of April – All budgets submitted to Director of Finance and Administration for
  consolidation, review and amendments
  Month of May – Review of budgets compared to Operating Plan draft for
  consistency, amendment of budgets where required
  End of May – Operating Plan reviewed by CEO for approval and presented to
  Finance, Audit and Risk Committee of Board
  June 30 - Approved budgets circulated to staff and Chapters/CIDs/Affiliates

All staff are responsible for communicating to their supervisors any furniture, office
equipment, development expenses, or other items they feel are required in the upcoming
year.

Each quarter, the Board of Directors, staff and Chapters/CIDs/Affiliates will be able to
track variances from budgeted amounts as financial statements which will show budget
and actual results.

In each year, there will be a review by the CEO and staff, as appropriate, of the previous
plan and consistency of results.




                                                                                        54
                                                                                    Administration Manual


                                                                                                        Policy # 33



SUBJECT: Expenditures and Signing Limits                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1   OF       4.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Expenditures and Signing Limits

                 Policy:

                 The Foundation will expend funds in a manner consistent with the mission, and with
                 regard to budgetary restrictions and reasonable practice, as described below.

                 Procedures:

                 Expenses may be incurred in a number of ways, such as Foundation credit card
                 purchases, invoice payments and reimbursements of payments made by personal funds.
                 Each type of expense transaction is processed in its own manner, as detailed below.

                 Any GST incurred on expenditures must be segregated on reporting/claim forms to
                 ensure the Foundation is able to claim the 50% rebate entitled to it as a registered
                 charity.

                 National cheque runs are prepared on a weekly basis. Approved claims that are
                 submitted to the Finance Assistant will be processed in the next cheque run, barring
                 exceptional delays.

                 Reimbursements

                 The Foundation will reimburse required business expenses, with the exception of
                 parking fines, alcoholic beverages and personal expenses (for example, hotel movies or


                                                                                                         55
mini-bar). When travelling for business, brief daily phone calls from the hotel or cell
phone/Blackberry to home will be reimbursed.

See Policy #38 for travel reimbursement information. Mileage will be reimbursed at
$0.40/km, however, for round trips in excess of 350km, car rentals with unlimited
mileage are to be used at economy rates. If a staff member chooses to use his/her own
vehicle for these trips, mileage will be reimbursed at $0.20/km.

There is no daily meal allowance for business travel. The following are the maximum
meal amounts that will be reimbursed (plus tip and taxes), with receipts attached:

       -   Breakfast - $15
       -   Lunch - $20
       -   Dinner - $35

To obtain a reimbursement, staff may use the Expense Requisition form. Expenses
must fall within this policy and must be accompanied by original receipts. Supervisors
must approve expense forms. Once approved, the form may be submitted to the
Finance Assistant for cheque preparation and distribution.

Expense forms should not be submitted for less than $40; accumulate receipts until they
exceed this minimum. Processing and payment is time consuming and expensive.
However, if a reimbursement for under $40 has been owing for longer than two months,
staff may submit the form for payment. This will ensure relatively timely reimbursement
and accurate financial reporting of expenses.

Under no circumstances shall a CCFC employee, consultant or volunteer approve
his/her own CCFC-related expense claim or write a cheque to him/herself; authorization
must occur by the relevant staff or consultant‟s supervisor, or by the volunteer‟s staff
representative as evidence by authorizing signature. Expense claims emanating from
the Director of Finance and Administration must be authorized by another signing officer;
typically this would be the CEO. Expense claims emanating from the CEO must be
authorized by another signing officer; typically this would be the Director of Finance and
Administration, but on occasion may be the Chair of the Board of Directors in
accordance with contractual stipulations.

Invoices

When an invoice is received, staff must review and approve it. For disbursements up to
and including $3,000, authorized VSCs and RDs may pay the invoice using their
encoded Chapter Chequing account cheques, or gaming cheques where applicable.
Chapter disbursements up to and including $3,000 must be signed by two authorized
volunteers.

The disbursements must be detailed on the monthly Form B for allocation purposes and
sent to the Finance Assistant. Form Bs are due on the 10th of each month detailing
expenses of the prior month. Similarly, for VSCs and RDs in the Toronto office, invoices
under $3,000 may be approved without the signature of a supervisor. For Chapters,
disbursements up to and including $3,000, two authorized signatories may sign a coded
Chapter cheque to pay the invoice and send in a Form B with supporting documents as
described above.


                                                                                          56
For disbursements over $3,000, and for other departments, the staff member
responsible for the expense must sign-off on the invoice and code it to the appropriate
accounts. The invoice must then be approved, by signature, by the supervisor before
being submitted to the Finance Assistant for payment. Alternatively, a cheque may be
written and signed by the authorized regional/district staff and volunteers, and signed off
by either the CEO or Director of Finance and Administration as well.

When a payment is needed for which no invoice has been received, a cheque request
form must be filled out, and appropriate approvals obtained. If support for the expense
payment cannot be provided prior to payment, support must be obtained after payment
in the form of a receipt for services/items received. This support must be attached to the
cheque requisition and payment stub.

CCFC disbursements up to and including $150,000 from all bank accounts other than
the Chapter Chequing and gaming accounts, require the signature of both the CEO and
the Director of Finance and Administration, or a delegate during a short-term absence of
either individual, which may be the Executive Director of the CCFC IBD Research
Institute and Scientific Liaison, the Director of Regional and Volunteer Affairs, or the
Director of Communications and Development, according to the prevailing Board
resolution. If a delegate is used as a signatory in place of the CEO or Director of
Finance and Administration in one of their absences, the CEO or Director of Finance and
Administration will review the cheque run details upon his/her return as a third reviewer
and will sign off on the cheque run.

CCFC disbursements greater than $150,000 CAD require the signature of at least one
Board signing officer of the Foundation (i.e., a Board Director) in addition to the
signature of the CEO or Director of Finance and Administration. Disbursements greater
than $150,000 outside the course of normal CCFC operations require prior Board (or
Executive Committee) approval.

Purchase Orders

For the purchase of equipment or furniture over $250, a purchase order must be
approved. Please refer to Policy #46

Credit Cards

A Foundation credit card will be issued to staff where necessary (for example, where the
staff member travels for business regularly). Credit cards should only be used for
Foundation business and use should be kept to a minimum. Cheques should be used
where possible.

Each month, credit card statements will be sent to staff for review and expense
allocation. The expense form detailing allocation should be sent to the immediate
supervisor with all detailed receipt backup attached. Once the supervisor has signed off
on the form as approved, it will go to the Director of Finance and Administration for
processing. The balance will be paid immediately by the Foundation to avoid interest
charges.




                                                                                         57
Where reward points are awarded for CCFC credit card usage by the financial institution,
the rewards will be used to offset future business travel or other Foundation costs.




                                                                                     58
                                                                                    Administration Manual


                                                                                                     Policy # 34



SUBJECT: Revenues                                        EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                    REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                       PAGES :        1    OF      2.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Revenues

                 Policy:

                 Revenues received by the Foundation will be processed with due diligence and with
                 regard to internal controls to ensure the most responsible handling of the funds
                 entrusted to the Foundation.

                 Procedures:

                 Revenues collected by staff located at the National or Ontario Office should be
                 processed as follows:

                     Generally, for cash, cheques or credit card revenues received by the National
                      Office, the revenue must be appropriately coded by the Fundraising Department
                      and then sent to the third party fundraising database company for processing. A
                      sample of items sent to the third party will be tested regularly for processing
                      accuracy.

                     For cash, cheques or credit card revenues received by the Ontario Office, a Form A
                      must be completed detailing the revenue, account coding and tax receipted
                      amounts, and backup must be attached (i.e. copy of the cheque or credit card slip).
                      The Form can then be given to the Finance Assistant to deposit the funds and/or
                      process the accounting entry.



                                                                                                        59
Revenues collected by Regional and District Offices, as well as Chapters, should be
deposited as soon as possible upon receipt. A Form A must be submitted to the
Finance Assistant by the 10th of each month detailing the prior month‟s deposits.

Monthly financial statements will be distributed to staff and Chapters (see Policy #35),
and revenues as well as expenses should be reviewed for accuracy. Where a
discrepancy is detected, the Director of Finance and Administration should be notified.




                                                                                           60
                                                                                       Administration Manual


                                                                                                           Policy # 35



SUBJECT: Monthly Financial Statements                       EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                       REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                          PAGES :        1    OF       1.

ISSUED BY: Chief Executive Officer                          AUTHORIZING SIGNATURE:

                                                                                                   Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Monthly Financial Statements

                 Policy:

                 The Director of Finance and Administration will create internal financial statements for
                 each month-end in the fiscal period. The Foundation will provide information on financial
                 results of fundraising activities to the public as requested.

                 Procedures:

                 The relevant statements will be electronically distributed to regional and district staff, and
                 to chapter Presidents and Treasurers via their staff representative. Where a chapter
                 cannot receive the statements electronically, as communicated by the staff
                 representative to the Director of Finance and Administration, a hard copy statement will
                 be distributed.

                 The CEO and Senior Management Team will receive consolidated monthly statements
                 for the Foundation, along with an analysis on major variances from prior year balances.

                 The CEO, and all members of the Finance, Audit and Risk Committee will receive a
                 summary income statement and balance sheet each month. All Board Directors will
                 receive a quarterly balance sheet and income statement.

                 Statements distributed at quarter ends to staff and Chapters will show budget, actual
                 and prior year balances to allow for analysis of results to budget. Other monthly
                 statements will show actual and prior year balances only.


                                                                                                            61
                                                                                     Administration Manual


                                                                                                        Policy # 36



SUBJECT: Tendering and Requests for Proposals             EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Tendering and Requests for Proposals

                 Policy:

                 In order to show due diligence as an organization entrusted with public monies, pre-tax
                 and delivery contracts or payments for a single service/product (other than research
                 awards, which are subject to peer review competition and/or other selection processes)
                 in excess of $50,000 shall be subject to a competitive tendering/request-for-proposals
                 (RFP) process. The tendering/RFP process must occur once every three years for
                 contracts signed annually or vendors used regularly. Generally, contracts for fundraising
                 venues that are chosen due to particular attributes (such as location or amenities) will be
                 excluded from this process.

                 The CEO and his/her staff may award contracts for amounts less than or equal to
                 $200,000 per annum (exclusive of applicable taxes) in the course of normal CCFC
                 operations, which may or may not involve tendering/RFPs, and which shall abide by the
                 Expenditures and Signing Limits Policy #33. Any contract, including multiyear research
                 funding commitments (with or without milestones), in excess of a total potential CCFC
                 commitment of $1,000,000 (exclusive of applicable taxes) must be brought to the
                 Board‟s attention and receive approval from either the Board-as-a-whole or the
                 Executive Committee.

                 See Board Policy Manual for discussion of the tendering process for exceptional
                 circumstances.


                                                                                                         62
Where tendering is required, staff should use the RFP template in Appendix #1,
amended as appropriate for the circumstances, and approved by the supervisor. When
proposals are received, staff, in consultation with the supervisor must evaluate cost,
timing and other relevant factors in determining the relative merits of each proposal.
Where possible, staff should meet with the vendors/consultants of the three proposals
determined to be the most suitable. This will help to ascertain compatibility and discuss
the proposals further. A final candidate may then be chosen. A contract template is
provided in Appendix #2 for staff use with vendors and consultants, as appropriate. See
contract policy #41.




                                                                                       63
                                                                                     Administration Manual


                                                                                                        Policy # 37



SUBJECT: Investments                                      EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       1.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Investments

                 Policy:

                 The Foundation will only invest in securities as allowable by the Investment Policy
                 Statement approved by the Board of Directors. In addition, the Foundation will not
                 accept gifts of securities that do not comply with the Gift Acceptance Policy (see Policy
                 #144), and Canada Revenue Agency regulations.

                 Procedures:

                 The Director of Finance and Administration will ensure compliance with the Investment
                 Policy Statement through regular monitoring of the portfolio and its transactions.
                 Proposed gifts that may not comply with the Gift Acceptance Policy or Canada Revenue
                 Agency regulations will be investigated by the Director of Finance and Administration
                 and the Director of Communications and Development before acceptance.

                 Where gifts of securities are made to the Foundation that are not consistent with the
                 Investment Policy Statement, the security will be sold immediately and the proceeds will
                 be invested as appropriate.




                                                                                                         64
                                                                                       Administration Manual


                                                                                                          Policy # 38



SUBJECT: Travel                                            EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                  Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Travel

                 Policy:

                 Staff are often required to travel for business. This policy outlines the conditions under
                 which travel should be booked and will be reimbursed. Employees will generally be
                 reimbursed for ordinary, necessary and reasonable business travel expenses. Expense
                 reimbursements, in general, are detailed in Policy #33

                 Procedures:

                 Employee travel must be selected in a manner which ensures that the most economical
                 mode of transit is used, with regard for the purpose and urgency of the trip. Staff must
                 also choose to travel via the lowest cost alternative with safety in mind, e.g. if the lowest
                 cost alternative is accommodation in an unsafe area, staff should book elsewhere.
                 Travel should be in line with the operating budget of the applicable Foundation region or
                 program area. Unless the nature of the trip renders it impractical, return tickets, reduced
                 fares, special rates or limited tickets should be used.

                 Where air reward points are awarded for Foundation credit card usage, the rewards will
                 be used to offset future business travel or other Foundation costs.

                 Non-reimbursable expenses include, but are not limited to: Alcoholic beverages, airline
                 club dues, rental car club membership fees, in-room movies, fines for traffic violations,
                 insurance on life or personal property while traveling, repair costs for damage to luggage



                                                                                                            65
or personal effects, additional cost for family members or others beyond the single room
rate, and expenses for family, pet, home and property care while on a trip.


Automobile travel

Where a private car is used to travel between cities, the maximum total allowance is not
to exceed regular economy air transportation. Employees are expected to refuel rental
cars prior to returning them to the rental company to avoid high-cost refueling charges.

Employees are only authorized to use their automobile if they have both a valid driver‟s
license and current comprehensive auto insurance, including liability.

As detailed in Policy #33, for automobile travel for trips in excess of 350 kilometres
return, a car rental with unlimited mileage is to be used at economy rates. If a staff
member opts to use his/her own vehicle for these trips, mileage will be reimbursed at a
rate of $0.20/km. Rentals should be booked with the Foundation credit card as there is
insurance included (only for mini-vans or smaller vehicles – other rentals must be leased
with insurance). Mileage for trips under 350 km return will be reimbursed at $0.40/km.
Exceptions to this policy may only be made with prior approval from the supervisor in
consultation with the Director of Finance and Administration.

Mileage from employee's home to the work location is not a reimbursable expense.
However, if the employee goes directly from home to another work assignment other
than the regular work location, and the distance to the work assignment is greater than
the distance to the regular work location, the employee can expense the difference.

The employee assumes the responsibility for all parking and traffic fines.




                                                                                          66
                                                                                      Administration Manual


                                                                                                         Policy # 39



SUBJECT: Cell Phones and Blackberries                      EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Cell Phones and Blackberries

                 Policy:

                 Blackberries or cell phones will be provided for staff that travel regularly. These devices
                 are issued to staff that are required to travel to facilitate the conduct of business while
                 away from the office.

                 Procedures:

                 To keep shared minutes to a minimum
                       o use of these devices should be restricted where there are other methods of
                           communication available, e.g. if in the office with a land line and email,
                       o staff should be cognizant of time spent on calls and size of emails sent, and
                       o distribution of contact information for these devices should be restricted as
                           appropriate.

                 These devices are to be used for business purposes. Staff will reimburse CCFC for any
                 personal use where additional charges are incurred.

                 Use of these devices is not authorized while operating a motor vehicle unless a hands-
                 free adapter is used.

                 Staff who do not have these devices may make business calls with their personal cell
                 phones, as authorized by a supervisor, and be reimbursed for the cost of the call. If this
                 situation arises regularly, a CCFC calling card is preferable and may be issued.


                                                                                                          67
                                                                                      Administration Manual


                                                                                                         Policy # 40



SUBJECT: Petty Cash                                        EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :         1   OF       1.

ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                  Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Petty Cash

                 Policy:

                 Requests for petty cash must be for small Foundation expenditures that would not be
                 practical or timely to be paid from a weekly cheque run and where immediate settlement
                 is required.

                 Procedures:

                 Petty cash is available from the Finance Assistant at the National Office. Where
                 possible, petty cash needs should be communicated to the Finance Assistant in advance
                 to ensure the necessary funds are on hand. Receipts and account coding must be
                 provided to the Finance Assistant.

                 For any disbursement greater than $20, the supervisor must approve the expenditure by
                 signing the petty cash voucher.

                 Petty cash will be reconciled at least once each fiscal quarter by the Finance Assistant,
                 and the reconciliation will be approved by the Director of Finance and Administration.
                 The amount of cash on hand will be topped up to $600 after each quarterly
                 reconciliation.

                 Petty cash will remain in a secure, locked location at all times with access limited to the
                 Finance Assistant and the Director of Finance and Administration.



                                                                                                           68
                                                                                     Administration Manual


                                                                                                          Policy # 41



SUBJECT: Legal Contracts                                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Legal Contracts


                 As detailed in the Board Policy Manual, the authorized signing officers of the Foundation
                 for the purposes of legal agreements, shall be the Chair/President, Vice Chair/National
                 First Vice-President (in alternate years with Past President), National Treasurer, National
                 Secretary, Chief Executive Officer, and Director of Finance and Administration.

                 With the exception of staff employment agreements (which are to be signed by the
                 CEO), two signatures will be typically required for legal agreements; strategic, over-
                 riding agreements shall require the signature of an authorized Board Director (i.e., Chair
                 or Vice Chair) in addition to that of the CEO. Legal agreements which involve less than
                 $5,000 in obligation to the Foundation and relate to standard Foundation operations can
                 be signed by either the CEO or the Director of Finance and Administration, whereas all
                 other agreements will typically require two signatures, one of which will be the CEO‟s.

                 All agreements, leases, letters of understanding and contracts received by staff must be
                 referred to the office of the Director of Finance and Administration. The Director of
                 Finance and Administration will keep a copy of signed contracts until they are no longer
                 required.

                 Where there is a time limitation on execution of the contract, staff should provide as
                 much notice as possible to ensure that there is the opportunity to consult with legal
                 counsel or the insurance broker as necessary, prior to amendment and/or signing.




                                                                                                           69
Fiscal signing protocols and authorized spending limits (including number of signatories
required) are further defined under Policy #33.




                                                                                       70
                                                                                       Administration Manual


                                                                                                           Policy # 42



SUBJECT: Insurance                                         EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :         1    OF       2.
ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                  Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Insurance

                 Policy:

                 The Foundation will carry insurance for liability and property protection at all times.

                 Procedures:

                 The Foundation carries $5 million in commercial general liability insurance. Some
                 activities of the Foundation are covered separately from or added to our general policy if
                 they have not previously been disclosed to the insurance company or involve particular
                 risks, including but not limited to events involving alcohol, physical exertion or activities
                 with a high degree of risk.

                 New events or activities that are outside of usual operations and are being planned by
                 volunteers and staff should be discussed with the Director of Finance and Administration
                 to determine if the insurer needs to be informed or involved in planning. Additionally,
                 these new events must be added to a list of events submitted to the insurance company
                 annually by the Director of Finance and Administration.

                 The Foundation will occasionally be asked to provide proof of insurance to a party with
                 whom a contract is signed. There are three types of insurance certificates which can be
                 provided upon request without contacting the insurance broker first. These certificates
                 are for:




                                                                                                            71
    Heel „N‟ Wheel-a-Thons
    Booth/Mall Display & Raffle Ticket Sales
    Education Events

If a chapter is holding one of these events and has been requested to provide proof of
insurance, the blank template certificate for the event should be filled out. Once
completed, the certificate can be sent to the requestor, along with the insurance broker
and a copy to the Director of Finance and Administration. If assistance is required, the
Director of Finance and Administration should be consulted.

For events other than those listed above, a certificate of insurance will have to be
received from the insurance broker, where required. A Request for Insurance Certificate
form should be filled out and sent to the insurance broker with a copy to the Director of
Finance and Administration. The form requires as many details of the event as possible.
The certificate will be forwarded by the insurance broker once complete.

The Foundation‟s insurance covers both bodily injury and property and covers members
of Chapters in their role as Foundation volunteers when acting at the direction of CCFC
and within the scope of their duties for the Foundation. When volunteers use their own
vehicle for CCFC business, they are only covered by their personal insurance, as are
staff.

The Foundation carries theft coverage up to $5,000. When large sums of cash are
being transported or collected at an event, the total should be separated among a small
group of staff (or volunteers where they have responsibility for the event) to help
minimize the risk of theft. Cash must be tracked appropriately if it has been separated.
Where possible and practical considering costs, a secure pick-up from a third party (eg:
Brinks) should be used after an event where a large amount of cash is on hand. If this is
not practical or possible, a night deposit should be organized with the Director of
Finance and Administration at a local bank branch. Safety for staff and prevention of
loss in handling large amounts of cash is key. If there are concerns before an event,
contact the Director of Finance and Administration to discuss.

If a Chapter is holding an event that requires physical exertion above moderate, all
participants should be asked to sign the Foundation‟s waiver form which releases the
Foundation from liability resulting from injury or illness.

All template certificates, the waiver, and the Request for Certificate form can be found on
the staff webpage.




                                                                                        72
                                                                                       Administration Manual


                                                                                                            Policy # 43



SUBJECT: Tax Receipting                                    EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :         1   OF       5.
ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                  Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Tax Receipting

                 Policy:

                 The Foundation will tax receipt for eligible gifts over $15 (unless specifically requested to
                 receipt for gifts under that amount) in compliance with Canada Revenue Agency
                 regulations and the Income Tax Act.

                 Procedures:

                 The Foundation is subject to strict government regulations regarding tax receipting.
                 There are rules related to the situations in which a charity can receipt, as well as the
                 amount that is receiptable. If the Foundation does not follow these rules, there is the
                 potential to incur monetary penalties and possibly lose charitable status.

                 The Director of Finance and Administration will keep abreast of Canada Revenue
                 Agency receipting regulations and updates and staff should consult with this staff
                 member when a receipting situation is unclear. The Director of Finance and
                 Administration is responsible for educating staff about tax receipting rules.

                 The following are some situations where the Foundation can and cannot issue receipts.

                 A tax receipt cannot be issued where:

                  1.       amounts are received by “loose collection”, where it is impossible to know the
                           amount donated by each donor (i.e. coin containers).


                                                                                                             73
 2.      there is a donation of services. As it is difficult to determine the fair market
         value of services, the government does not allow issuance of tax receipts for
         services. This includes any transaction where there is not an evident transfer of
         property. See Gift in Kind section below.
 3.      there is a discount for an invoiced expense i.e., “we‟ll give you 20% off if you
         issue us a tax receipt.”
 4.      there is a donation of used clothing, furniture etc. that has little or unknown
         monetary value.
 5.      labour is provided to the Chapter by a volunteer.
 6.      amounts are paid to enter casinos, play bingo, etc.
 7.      a request is made to receipt on behalf of another organization or charity
 8.      a request is made to receipt in a name other than the name of the true donor.

A split receipt can be issued in some cases:

Split receipting occurs where there is a donation, but the donor also receives an
advantage or benefit in exchange. Generally, the portion of the donation above the fair
market value of the advantage to the donor is receiptable. However, the advantage
cannot exceed 80% of the amount paid. Some examples are as follows:

 1.      A gala or dinner where the cost of a ticket is more than the value of the event
         or the amount a comparable non-charitable event would cost.
 2.      A golf tournament where the cost of entry is higher than the price for a day of
         golf, including any extras, such as dinner.

There are numerous situations where split receipting is possible. But there are also a
number of rules around receipting in this manner. For detailed information and examples
on split receipting, see the Tax Receipting Summary in Appendix #7.

The CRA has introduced the De Minimis threshold, where if the amount of the
advantage received by the donor does not exceed the lesser of 10% of the value of the
property being transferred to the Foundation and $75, the advantage will not be
regarded as such in determining the eligible amount of the tax receipt. For example, a
door prize at a gala may fall under this rule and not need to be deducted from the ticket
price as part of the donor‟s advantage when calculating the receiptable amount.


A receipt for a gift in kind can be issued if the following conditions are met:

See “Valuing Gift in Kind Donations” sections below and Gift in Kind Checklist in
Appendix #7 for more details

 1.      There is a transfer of physical property (eg: donations of gift certificates by the
         business they relate to are not receiptable as there is no property transfer until
         redemption).
 2.      There is a determinable fair market value for the item being donated
 3.      Support is received for the fair market value (eg: a receipt, a price list, or an
         advertisement for a comparable item on the market) to be attached to the
         Foundation‟s copy of the tax receipt.




                                                                                           74
 4.      The donor has not purchased the item at a low cost with the intention of
         donating it to receive a higher tax receipt value than what was paid
 5.      An appraisal has been performed to determine the value of the item if the value
         is believed to be over $1,000, or if the value is difficult to determine without an
         expert, such as with art or jewellery.

Valuating Gift in Kind donations

Fair market value (FMV) is not defined in the Income Tax Act. The FMV is generally the
highest price, expressed in a dollar amount, that the property would bring in an open and
unrestricted market between a willing buyer and a willing seller who are both
knowledgeable, informed, and prudent, and who are acting independently of each other.
The Foundation must be able to determine the FMV of any non-cash gift on the day that
the gift is donated.

The onus is on the Foundation to reflect the true FMV of gifts on all receipts. If the FMV
cannot be reasonably determined, then an official donation receipt cannot be issued. If
the FMV of an item can be otherwise determined, a third-party appraisal is not required.
For example, a donation of new items such as a new car, or new golf clubs, would not
require an appraiser as the FMV could easily be obtained and supported by a bill of sale
or a listed price.

Generally, if the fair market value of an item is less than $1,000, and a person with
sufficient knowledge of the item can determine its value, the services of a third-party
appraiser would not be required. However, if the fair market value is expected to be
more than $1,000, the Canada Revenue Agency strongly recommends that the property
be independently appraised by a third party who is qualified to evaluate the particular
property being transferred by way of a gift.

Gifts of property are subject to the Canada Revenue Agency‟s deemed fair market value
rule, which generally applies to any property donated within three years of acquisition or
acquired through a gifting arrangement. The deemed FMV is the lesser of the actual
FMV or the donor‟s cost to acquire the property, or in the case of capital property, the
adjusted cost base, with a few exceptions, such as gifts out of inventory or by bequest.

The FMV of an item does not include taxes paid on purchasing the item. The amount
entered on the official donation receipt is the FMV of the item before taxes.


PENALTIES FOR INCORRECT OR FALSE RECEIPTS

A registered charity that issues an official donation receipt that includes incorrect
information is liable to a penalty equal to 5% of the eligible amount stated on the
receipt. This penalty increases to 10% for a repeat infraction within 5 years.

A registered charity that issues an official donation receipt that includes false
information is liable to a penalty equal to 125% of the eligible amount stated on the
receipt, where the total does not exceed $25,000. Where the total exceeds $25,000, the
charity is liable to a penalty equal to 125% and the suspension of tax-receipting
privileges.



                                                                                          75
ISSUING AND HANDLING RECEIPTS

Tax receipts are available in two formats, as follows. Receipts can be obtained from the
Director of Finance and Administration who will issue a tracking sheet with each
distribution to the relevant staff person. That staff person is responsible for both receipts
in his/her possession and those distributed to his/her Chapters/CIDs/Affiliates.

 1.      Books of receipts are used when we need to issue a receipt immediately or
         when we have only one or two receipts to give out.
 2.      Laser receipts are designed for laser printers and are used when a large
         number of receipts need to be issued at one time. A template for laser receipts
         is available from the Director of Finance and Administration.

Items required on tax receipts:

 All Donations (cash and gifts in kind)
 1.     Name of donor
 2.     Address of donor
 3.     Amount of gift
 4.     Date donation received
 5.     Date receipt issued
 6.     The place or locality where the receipt was issued (e.g., Lethbridge Heel „n‟
        Wheel-a-Thon under space for “Campaign”)
 7.     The name Canada Revenue Agency and the Web site address www.cra-
        arc.gc.ca/charities
 8.     Statement that it is an official receipt for income tax purposes
 9.     Name, address, authorized signature and charitable number of the Foundation

 For donations where there is an advantage to the donor
 10.    Value of advantage, i.e., the total amount of all benefits provided to donor or
        any other person for the gift (eg: value of books, meals, golf tournaments, etc.).
        See Tax Receipting Summary
 11.    Eligible amount of gift for tax purposes, i.e., amount that the donor can claim
        for tax purposes for the donation

 Gift in Kind donations
 12.      Name and address of appraiser. The CRA recommends that property be
          appraised if the value is over $1,000. If not, we are required to substantiate the
          value of the property. See Gift in Kind Checklist
 13.      Brief description of property
 14.      Eligible amount of gift for tax purposes, see „i.e.‟ above. The eligible amount of
          the gift for gifts in kind cannot exceed the fair market value of the item.


RECEIPT TRACKING

The government requires the Foundation to account for every receipt that the
Foundation has distributed. Therefore, complete records must be kept of all receipts,
even those spoiled or voided. All used receipt books must be sent to the National Office



                                                                                          76
(this should be done annually after year end) to be stored. All Foundation receipts are
individually numbered. Receipts should be kept in numerical order.

For manual receipts, the yellow and white copies are for the donor. Keep the pink copy
of the receipt for Foundation records. For laser receipts, keep one of the three serrated
copies for Foundation records.

Staple all three copies of a voided receipt together and write the word VOID across the
top copy. If a duplicate receipt is requested, locate the CCFC copy of the original first to
confirm that the donation was made. Write out a duplicate and included the following
statement: “This receipt cancels and replaces the original receipt #XXXXXX”. Fill in the
original receipt number.

How to Track Receipted Revenue

All registered charities are obligated to report total tax receipted revenue to the Canada
Revenue Agency annually. This amount is reported on the annual T3010A return which
has a strict deadline. Failure to comply could put our charitable license in jeopardy.

To obtain this amount to be reported, each Form A (see Policy #34 for a description of
Form A) has a Tax Receipted Amount and Tax Receipt Number(s) Column. Each time a
deposit is made, the amount that has been or will be tax receipted should be filled out in
the appropriate column. If it is a deposit that has not yet been receipted, fill out the
amount that will be receipted and leave the Tax Receipt Number column blank. Once the
receipt number is known, the Director of Finance and Administration should be informed.

If a receipt is issued for a gift amount that does not appear on a Form A, such as a Gift
in Kind, the receipted amount must be reported to the Director of Finance and
Administration so that it may be included in the total amount receipted. The appropriate
supporting documents must also be forwarded, i.e., backup for the fair market value of
the item in the case of a gift in kind.

Staff who process credit card donations and use a separate form to report the revenue
to the Finance Assistant must also indicate on this form if the amount was receipted.




                                                                                           77
                                                                                     Administration Manual


                                                                                                        Policy # 44



SUBJECT: Record Retention                                 EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1    OF      2.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Record Retention

                 Policy:

                 The Foundation shall retain records for the period of their current use, unless longer
                 retention is necessary for reference or to comply with contractual or legal requirements.
                 Records and documents outlined in this policy include paper, electronic files (including e-
                 mail) and voicemail records regardless of where the document is stored, including
                 network servers, desktop and/or laptop computers and handheld devices.

                 Procedures:

                 The Foundation will not knowingly destroy a document with the intent to obstruct or
                 influence a legal investigation.

                 Where third parties are used for record keeping or retention, the Foundation maintains
                 responsibility for compliance with legal requirements and this policy.

                 The Foundation is required to retain books, records, and their related accounts and
                 source documents for a minimum of six years from the end of the last fiscal year to
                 which they relate.

                 Duplicate donation receipts, other than receipts for donations of property which are to be
                 held for a period of not less than ten years, must be retained for two years from the end
                 of the calendar year in which the donations were made.



                                                                                                          78
Records maintained by the Foundation must be reliable and complete, provide the
Foundation with the correct information required and be supported by source
documents. The Foundation is also responsible for keeping, maintaining, retaining, and
safeguarding records.

Refer to privacy policy #51 for information on general retention of Personal Information
records. The period of retention for personal information will be set by the supervisor of
each functional area of the Foundation and must be communicated with the relevant
staff. There is no standard retention period set as different types of personal information
will be required for different lengths of time.




                                                                                         79
                                                                                    Administration Manual


                                                                                                        Policy # 45



SUBJECT: Supplies and Stationary                          EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Supplies and Stationary

                 Policy:

                 Supplies and stationary will be ordered centrally where possible, and both local and
                 central purchasing will be carried out with regard for keeping Foundation costs at a low
                 level, as practical.

                 Procedures:

                 National/Ontario Office

                 Office supplies and stationery are available in the mailroom and the photocopy room.
                 When stock is low, the Office Assistant should be notified.

                 Any office supplies that are not kept in stock should be ordered through the Office
                 Assistant who will be aware of any preferred rates and arrangements with vendors.
                 Effort should be made to obtain the supplies at the lowest cost available (i.e. a cost
                 comparison should be made where more than one vendor is available). The Office
                 Assistant will order supplies as requested by staff once a week. The supervisor of the
                 staff requesting the order must sign-off on the order form before the purchase is made.

                 For equipment or furniture over $250, please see Policy #46.

                 Other Regional/District Offices



                                                                                                         80
Material order forms are available on the staff web page. All order forms should be sent
to the Office Assistant who will fill the order and/or direct requests as appropriate to
other staff.

For general office supplies, purchases should be made locally with effort made towards
obtaining the lowest cost available. Where a national supplier is being used by the
Foundation to obtain price discounts, the Office Assistant will make this information
available to offices outside of Toronto.

Staff require business cards at the time of hiring or when inventory becomes depleted.
The cards are ordered through the Office Assistant once details are forwarded.
Temporary staff should use a supply of business cards without name identification,
which can also be obtained through the Office Assistant.




                                                                                         81
                                                                                    Administration Manual


                                                                                                      Policy # 46



SUBJECT: Equipment                                       EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                    REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                       PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



                 POLICY TYPE : Finance
                 POLICY TITLE: Equipment

                 Policy:

                 Phones, fax, mailing equipment, photocopier, office supplies and stationery that belong
                 to the Foundation should only be used for business purposes. Purchase and
                 maintenance of equipment should be done centrally, as practical.

                 Procedures:

                 The Director of Finance and Administration handles leases and purchases of most
                 equipment. Where staff purchase equipment or furniture, the following procedures will
                 apply. If the cost does not exceed $250, normal expense procedures will be applicable,
                 see Policy #33. For purchases over $250, a purchase order must be completed and the
                 form must be approved by the supervisor before the purchase is made. The CEO must
                 approve any purchase orders over $1,000.

                 The Office Assistant is responsible for maintenance of equipment at the Toronto office.
                 For equipment at other offices, the local staff are responsible for equipment maintenance
                 and the Director of Finance and Administration may be used as a resource if help is
                 required.

                 An equipment listing is maintained by the Director of Finance and Administration. This is
                 important for both asset management and for property insurance purposes. When a
                 new piece of equipment or furniture is purchased by other staff members, the Director of



                                                                                                       82
Finance and Administration must be notified. Likewise, any disposal of equipment or
furniture must be communicated to the Director of Finance and Administration.

If a charge on Foundation equipment is incurred for personal reasons, the Foundation
must be reimbursed. Likewise, each month, staff in all offices will be provided with a
copy of their phone charges. These charges should be reviewed for errors, signed off
on and returned to the Finance Assistant, and any personal charges must be
reimbursed.




                                                                                         83
                                                                                    Administration Manual


                                                                                                      Policy # 47



SUBJECT: Hardware and Software                           EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                    REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                       PAGES :        1    OF      1.

ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer



                 POLICY TYPE : Information Technology
                 POLICY TITLE: Hardware and Software


                 Policy:

                 Staff will avoid damage to and misuse of hardware and software.

                 Procedures:

                 See policy #50 regarding use of external consultants for computer problems.

                 See policy #46 regarding equipment. Both hardware and software needs should be
                 directed to the Director of Finance and Administration. The Foundation maintains a
                 number of software programs on hand, however, licenses must often be purchased
                 before installing them on additional machines.

                 Hardware and software needs should be budgeted for as part of the annual operating
                 plans, where possible. If a need arises outside of the budget (for example, if a computer
                 crashes and cannot be repaired), the Director of Finance and Administration will analyze
                 available funds for the purchase. The supervisor must approve the purchase.




                                                                                                        84
                                                                                     Administration Manual


                                                                                                        Policy # 48



SUBJECT: Information Protection                           EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1    OF      2.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Information Technology
                 POLICY TITLE: Information Protection

                 Policy:

                 The Foundation will ensure protection of electronic information in its possession.

                 Procedures:

                 Computers in the Toronto office have virus and backup protection provided by the
                 servers.

                 Each staff member at the Toronto office will have access to the network, including a
                 dedicated personal drive for confidential work. All files should be saved to the network
                 to ensure that they are backed up nightly. The backup system will be maintained by the
                 Director of Finance and Administration or a delegate and if done in-house, will be set up
                 to ensure that backup materials (e.g. tapes) are kept securely off-site as appropriate, in
                 case of disaster recovery requirements.

                 Other offices should ensure that important documents are saved on disk as well as hard
                 drive, or on an external drive as a backup. All computers used for CCFC work must
                 have current virus protection. Software should be updated as often as required. If you
                 suspect that your computer has a virus, advise the Director of Finance and
                 Administration immediately.

                 Computers should be set to download critical Windows and Office updates
                 automatically. This will help to maintain the computer‟s operations.


                                                                                                         85
Third party email spam protection and any related instructions will be provided by the
Director of Finance and Administration.




                                                                                         86
                                                                                     Administration Manual


                                                                                                        Policy # 49



SUBJECT: Email and Internet                               EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Information Technology
                 POLICY TITLE: Email and Internet

                 Policy:

                 Email and Internet use will be professional and business-related.

                 Procedures:

                 When conducting business over email, it is important to recognize that the tone of emails
                 is not always clear and extra care should be taken to be courteous. Sarcasm and jokes
                 do not always translate through email.

                 If a message is received that requires a response, but staff are unable to respond in a
                 timely matter due to schedule issues, an email should be sent to notify the inquiry that a
                 response will be forwarded as soon as possible.

                 Email messages to/from staff members are to be considered confidential and not sent to
                 others. No e-mail messages should be forwarded to others without the prior consent of
                 the sender.

                 Any sensitive information transmitted by email should be protected through password
                 protected documents or encryption. Email signatures should include a privacy
                 disclaimer as follows:

                      The information in this e-mail is intended solely for the addressee(s) named,
                      and is confidential. Any other distribution, disclosure or copying is strictly


                                                                                                         87
 prohibited. If you have received this communication in error, please reply by e-
 mail to the sender and delete or destroy all copies of this message.

 Les renseignements contenus dans le présent message électronique sont
 confidentiels et concernent exclusivement le(s) destinataire(s) désigné(s). Il
 est strictement interdit de distribuer ou de copier ce message. Si vous avez
 reçu ce message par erreur, veuillez répondre par courriel à l'expéditeur et
 effacer ou détruire toutes les copies du présent message.


All staff must sign a Information Technology Commitment (see Appendix #4) upon
hiring.

Chapter email addresses will be aliases for the most part, directed to the staff
member who represents that group. The staff person will forward that email to the
appropriate Chapter. Where a Chapter often conducts business over email and a
dedicated volunteer has agreed to regularly check the account, a separate CCFC
email address may be set up for that group by the Director of Finance and
Administration.




                                                                                    88
                                                                                     Administration Manual


                                                                                                        Policy # 50



SUBJECT: External IT Consultants                          EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       1.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Information Technology
                 POLICY TITLE: External IT Consultants

                 Policy:

                 The Foundation shall retain an external IT consulting company at all times to deal with
                 emergency situations and IT issues beyond the ability of the Director of Finance and
                 Administration. This staff person will, however, act as the Foundation‟s liaison with the
                 consultants.

                 Procedures:

                 The Director of Finance and Administration manages the Foundation‟s information
                 technology. Any questions or concerns should be directed to him/her. If the Director of
                 Finance and Administration is unable to resolve the situation internally, external IT
                 consultants will be used.

                 A maintenance program shall be in place with the Foundation‟s external IT consultants
                 to ensure that all server systems are being monitored on a regular basis.

                 Where appropriate, local IT assistance for offices other than Toronto may be sought to
                 help resolve an issue. Before use of a separate third party, however, queries must be
                 first directed to the Director of Finance and Administration to determine whether our
                 national IT consultants are a feasible option.




                                                                                                          89
                                                                                    Administration Manual


                                                                                                       Policy # 51



SUBJECT: Privacy Policy                                   EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1   OF       7.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer



                 POLICY TYPE : Privacy and Security
                 POLICY TITLE: Privacy Policy

                 Policy:

                 The Foundation is committed to protecting and securing the personal information
                 entrusted to us by our stakeholders. We take great care in managing personal
                 information. Our priority is to comply with the privacy laws that apply to our business,
                 including the Personal Information Protection and Electronic Documents Act (PIPEDA)
                 and any other data protection laws that apply to the Foundation from time to time,
                 including provincial legislation, where applicable

                 Procedures:

                 1 . Accountability

                 The Foundation is responsible for personal information under its control. Toward that
                 end, it has established internal procedures to comply with this Policy and has designated
                 a Privacy Officer to be accountable for compliance with the following principles.

                 1.1. Responsibility for ensuring compliance with the provisions inherent in this policy
                 rests with the Privacy Office and the Privacy Officer of the Foundation. The Privacy
                 Officer will then delegate responsibilities to one or more employees to act on his or her
                 behalf, and to oversee the day-to-day management of personal information handling
                 practices and procedures. The Privacy Office includes a designated back-up Privacy
                 Officer as well. The Director of Finance and Administration is the Privacy Officer and the



                                                                                                            90
Executive Director of the CCFC Inflammatory Bowel Disease Research Institute and
Scientific Liaison is the back-up Privacy Officer.

1.2. The Foundation shall make known, upon request, the Privacy Officer, the back-up
Privacy Officer, and the person or persons designated to oversee the Foundation‟s
compliance with this policy.

1.3. The Foundation is responsible for personal information in its possession or control.
It shall use contractual or other means to ensure that third parties provide a comparable
level of protection while information is being processed by them.

1.4. To give effect to the principles of privacy, in addition to developing this policy, the
Foundation has:

       a) Developed and implemented procedures to protect personal information;
       b) Established procedures to receive and respond to privacy inquiries or
       complaints;
       c) Established a training program and regular staff communications regarding the
       Foundation‟s privacy policies and practices; and
       d) Developed public information to explain the Foundation‟s privacy policies and
       practices.

2. Identifying Purposes for Collection of Personal Information

The Foundation identifies the purposes for which personal information is collected at or
before the time the information is collected.

2.1. The Foundation collects personal information only for the following purposes:

           a) to understand stakeholder needs;
           b) to communicate Foundation and IBD information;
           c) to carry out fundraising campaigns and events;
           d) to meet legal and regulatory requirements; and
           e) to provide the products and perform the services expected by our
           stakeholders as set out in contractual obligations;

2.2. The Foundation shall make reasonable efforts to ensure that it only collects and
uses personal information that is necessary for the purposes identified in section 2.1.

2.3. The Foundation shall specify orally, electronically or in writing the identified
purposes to the stakeholder at or before the time personal information is collected. Upon
request, persons collecting personal information shall explain these identified purposes
or refer the individual to a designated person with the Foundation who shall explain the
purposes.

2.4. Unless required by law, the Foundation shall not use or disclose for any new
purpose, personal information that has been collected without first identifying and
documenting the new purpose and obtaining the consent of the stakeholder.

3. Obtaining Consent for Collection, Use or Disclosure of Personal
Information


                                                                                               91
The knowledge and consent of a stakeholder is required for the collection, use or
disclosure of personal information, except where inappropriate.

3.1. In obtaining consent, the Foundation shall use reasonable efforts to ensure that a
stakeholder is advised of the identified purposes for which personal information collected
will be used or disclosed.

3.2. The Foundation shall seek consent to use and disclose personal information for a
new purpose, before it is so used or disclosed.

3.3. In determining the appropriate form of consent, the Foundation shall take into
account the sensitivity of the personal information and the reasonable expectations of its
stakeholders.

3.4. In general terms, the continued engagement of a stakeholder with the Foundation
constitutes implied consent for the Foundation to continue collecting, using and
disclosing personal information for all identified purposes.

3.5. A stakeholder may withdraw consent at any time, subject to legal or contractual
restrictions and reasonable notice. The Foundation will inform stakeholders of the
implications of withdrawing consent.

4. Limiting Collection of Personal Information

The Foundation limits the collection of personal information to that which is necessary
for purposes identified by the Foundation. Personal information is collected by fair and
lawful means.

4.1. The Foundation shall specify both the amount and type of information to be
collected, limited to that which is necessary to fulfill the purposes identified, in
accordance with the Foundation‟s policies and procedures.

4.2. The Foundation collects personal information from its stakeholders and may also
collect personal information from other sources, with the consent of the individual or
where permitted or required by law.

4.3. The Foundation will make reasonable efforts to ensure that it only collects and
receives information that is necessary for the purposes identified, and that the data is
used only for the purpose for which it was obtained.

5. Limiting Use, Disclosure and Retention of Personal Information

The Foundation does not use or disclose personal information for purposes other than
those for which it is collected, except with the consent of the individual or as required by
law. The Foundation retains personal information only as long as necessary for the
fulfillment of those purposes, or as required by law.

5.1. The Foundation may disclose personal information to:




                                                                                           92
       a) an agent or third party retained by the Foundation in order to assist the
       Foundation fulfill the purposes set out in Section 2.1, provided the third party
       commits to protecting personal information in accordance with this policy;

       b) credit grantors and reporting agencies;

       c) a person who, in the reasonable judgment of the Foundation based on
       identification provided, is seeking the information as an agent of the stakeholder;

       d) a third party or parties, where the stakeholder consents to such disclosure; or

       e) comply with any legal obligation that requires or permits the disclosure of
       personal information (for example, in the context of an investigation of any
       contravention of a law).

5.2. Only the Foundation‟s employees and volunteers with a business-related need to
know, or whose duties reasonably so require, are granted access to personal
information about stakeholders.

5.3. The Foundation does not and will not sell any personal information to third parties
for marketing or any other commercial purposes.

5.4. The Foundation retains personal information only as long as it is deemed
necessary, as set out in the Foundation‟s record retention policies, to fulfill the identified
purposes for which the information was collected.

5.5. Personal information no longer necessary or relevant for the identified purposes or
no longer required to be retained by law, shall be securely destroyed, erased or made
anonymous. The Foundation shall maintain reasonable and systematic controls,
schedules and practices for such information, its retention and destruction.

6. Accuracy of Personal Information

The Foundation makes reasonable efforts to keep personal information as accurate,
complete and up-to date as is necessary to fulfill the purposes for which the information
is to be used.

6.1. The Foundation relies upon its stakeholders to ensure accuracy of the personal
information provided to us.

6.2. The Foundation shall update personal information about stakeholders as and when
necessary to fulfill the identified purposes, or upon notification by the individual.

6.3. The Foundation has internal procedures to preserve the accuracy of the personal
information received by stakeholders.

7. Security Safeguards

The Foundation protects personal information with security safeguards appropriate to
the sensitivity of the information.



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7.1. With the use of appropriate physical, administrative and technical security
measures, the Foundation protects personal information against a variety of risks, such
as, loss, theft, unauthorized access, disclosure, copying, use, modification or destruction
of such information.

7.2. The Foundation uses commercially reasonable efforts to ensure the protection of
personal information it discloses to third parties. For example, contracts with third parties
stipulate responsibilities to protect personal information and only use it for specific
purposes.

7.3. All of the Foundation‟s employees with access to personal information shall be
required, as a condition of employment, to respect the privacy of personal information
accessible by the employee. All employees are required to sign a procedure for the
safeguarding of personal information upon hire. The President of each Chapter, or
another member of the Executive if there is no President, will also be required to sign
this procedure upon the start of his/her term on behalf of the Chapter. For an affiliate or
Chapter in Development, if an executive does not exist, a responsible member of that
group, as identified by the staff representative, will be required to sign this form on behalf
of the group.

8. Openness Concerning Policies and Practices

The Foundation makes readily available specific information about its personal
information management policies and practices to its stakeholders and the public upon
request.

8.1. This information includes:

       a) the name, title and address of the Privacy Officer to whom inquiries or
       complaints can be forwarded;

       b) the means of gaining access to personal information held by the Foundation;

       c) a description of the type of personal information held by the Foundation,
       including a general account of its use and disclosure; and

       d) a copy of any documents that explain the Foundation‟s policies or information
       handling practices.

8.2. The Foundation makes information available to help stakeholders exercise choices
regarding the use and disclosure of their personal information.

9. Stakeholder Access to Personal Information

The Foundation informs stakeholders of the existence, use and disclosure of their
personal information upon request, and gives them access to that information. A
stakeholder is given the opportunity to challenge the accuracy and completeness of his
or her information and have it amended as appropriate.

9.1. Upon request, the Foundation will afford stakeholders a reasonable opportunity to
review the personal information in the individual‟s file. Personal information shall be


                                                                                           94
provided in understandable form within a reasonable time, and at a minimal or no cost to
the individual, as set out in the Foundation‟s Access to Personal Information Procedure.

9.2. Upon request, the Foundation will provide an account of the use and disclosure of
the stakeholder‟s personal information and, where reasonably possible, will state the
source of the information. In providing an account of disclosure, the Foundation will
provide a list of organizations to which it may have disclosed personal information about
the individual, when it is not possible to provide an actual list.

9.3. In order to safeguard personal information, a stakeholder may be required to
provide sufficient identification information in order for the Foundation to authorize
access to the individual‟s file.

9.4. The Foundation shall promptly correct or complete any personal information found
to be inaccurate or incomplete. Any unresolved differences as to accuracy or
completeness shall be noted in the individual‟s file. Where appropriate, the Foundation
shall transmit to third parties having access to the personal information in question, any
amended information or information regarding the existence of any unresolved
differences.

9.5. Stakeholders can seek access to their individual files by contacting the staff
representative for their region at the Foundation or by contacting the Privacy Officer as
described below.

10. Challenging Compliance

A stakeholder shall address a challenge concerning the Foundation‟s compliance with
the principles set out in this privacy policy to the Privacy Officer.

10.1. The Foundation maintains procedures for addressing and responding to all
inquiries and complaints by stakeholders with regards to the Foundation‟s handling of
personal information.

10.2. All complaints concerning compliance with this privacy policy shall be investigated
by the Foundation in accordance with its Privacy Breach Response Policy. If a complaint
is found to be justified, the Foundation shall take appropriate measures to resolve the
complaint including, if necessary, amending its policies and procedures.


Definitions

Privacy Officer: the person within the Foundation who is responsible for ensuring
compliance with privacy obligations, including this policy, with respect to the collection,
use, disclosure and handling of personal information by the Foundation, its employees,
volunteers, contractors, officers and authorized agents.

Collection: refers to the act of gathering, acquiring, recording or obtaining personal
information from any source, by any means.

Consent: voluntary agreement to the collection, use and disclosure of personal
information for defined purposes. Consent can be express or implied and can be


                                                                                            95
provided directly by the individual or by an authorized representative. Express consent
can be given orally, electronically or in writing but is always unequivocal and does not
require any inference on the part of the Foundation. Implied consent can be reasonably
inferred from an individual‟s action or inaction.

Disclosure: the act of making personal information available to others outside the
Foundation

Personal Information: information about an identifiable individual that is recorded in
any form, not including the individual‟s name, business title, business address or
business phone number. Personal information does not include aggregate information
that cannot be associated with a specific individual.

Retention: refers to the act of keeping personal information as long as is necessary to
fulfill the stated purposes, or as long as otherwise specified by law.

Stakeholders: refers to all individuals who provide personal information, such as
donors, volunteers, web store customers, event participants, employees and other
parties.

Third Party: any individual or organization aside from this the Foundation and its
employees and volunteers.

Use: refers to the treatment, handling and management of personal information by the
Foundation.




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                                                                                     Administration Manual


                                                                                                        Policy # 52



SUBJECT: Employee Privacy                                 EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       5.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Privacy and Security
                 POLICY TITLE: Employee Privacy


                 Policy:

                 This Privacy Policy applies to the personal information of all individuals who seek to be,
                 are or were employed by the Foundation (collectively, an "employee").

                 The Foundation is committed to protecting and securing the employee personal
                 information entrusted to us by our employees. Our priority is to ensure workplace privacy
                 in accordance with internationally accepted privacy principles and any data protection
                 laws that apply to the Foundation from time to time. This Employee Privacy Policy
                 stands as a reflection of our commitment to privacy.

                 Procedures:

                 What Personal Information does the Foundation Collect?

                 We collect and maintain different types of personal information in respect of those
                 individuals who seek to be, are, or were employed by the Foundation, including the
                 personal information contained in:

                            o   resumes and/or applications;
                            o   references and interview notes;
                            o   photographs;
                            o   letters of offer and acceptance of employment;


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           o   mandatory policy acknowledgement sign-off sheets;
           o   payroll information; including but not limited to social insurance number,
               pay cheque deposit information, and RRSP information;
           o   forms relating to the application for, or in respect of changes to, employee
               health benefits; and
           o   beneficiary and emergency contact information.

In addition to the examples listed above, personal information also includes identification
information such as name, home address, telephone, personal email address, date of
birth, marital status, and any other information necessary to the Foundation‟s business
purposes, which is voluntarily disclosed in the course of an employee‟s application and
employment with the Foundation

As a general rule, the Foundation collects personal information directly from staff. In
most circumstances where the personal information that we collect about staff is held by
a third party, the Foundation will obtain permission before this information is sought from
such sources, except as necessary to administer benefit plans (such permission may be
given directly by staff, or implied from staff‟s actions).

From time to time, the Foundation may utilize the services of third parties and may also
receive personal information collected by those third parties in the course of the
performance of their services for the Foundation or otherwise. Where this is the case,
the Foundation will take reasonable steps to ensure that such third parties have
represented to the Foundation that they have the right to disclose staff‟s personal
information.

Where permitted or required by applicable law or regulatory requirements, the
Foundation may collect information about staff without their knowledge or consent.

Why Does the Foundation Collect Personal Information?

The personal information collected is used and disclosed for the Foundation‟s business
purposes, including establishing, managing or terminating the employment relationship
with the Foundation. Such uses include:

           o   determining eligibility for initial employment, including the verification of
               references and qualifications;
           o   administering pay and benefits;
           o   processing employee work-related claims (e.g. worker compensation,
               insurance claims, etc.)
           o   establishing training and/or development requirements;
           o   performance reviews and determining performance requirements;
           o   assessing qualifications for a particular job or task;
           o   gathering evidence for disciplinary action, or termination;
           o   establishing a contact point in the event of an emergency (such as next of
               kin);
           o   complying with applicable labour or employment statutes;
           o   compiling directories;
           o   ensuring the security of Foundation-held information; and
           o   such other purposes as are reasonably required by the Foundation



                                                                                          98
Monitoring

The work output of the Foundation‟s employees, whether in paper record, computer files,
or in any other storage format belongs to the Foundation, and that work output, whether
it is stored electronically, on paper or in any other format, and the tools used to generate
that work product, are always subject to review and monitoring by the Foundation

In the course of conducting business, the Foundation may monitor employee activities
and CCFC property. Pursuant to our e-mail and Internet use policies, the Foundation
has the capability to monitor employees‟ computer and e-mail use – see Policy #49.

This section is meant to bring staff‟s attention the fact that such monitoring may occur
and may result in the collection of personal information from employees (e.g. through
their use of Foundation resources). When using the Foundation equipment or resources
employees should not have any expectation of privacy with respect to their use of such
equipment or resources.

How does the Foundation Use an Employee‟s Personal Information?

The Foundation uses employee‟s personal information:

           o   for the purposes described in this Privacy Policy; or
           o   for any additional purposes that we advise staff of and where staff
               consent is required by law the Foundation has obtained consent in
               respect of the use or disclosure of personal information.

The Foundation may use staff‟s personal information without knowledge or consent
where the Foundation are permitted or required by applicable law or regulatory
requirements to do so.

When does the Foundation Disclose an Employee‟s Personal Information?

The Foundation will share personal information with employees, contractors, consultants
and other parties who require such information to assist with administering the
employment relationship, including: third parties that provide services to the Foundation
or on its behalf; third parties that collaborate with the Foundation in the provision of
services to staff; and, third parties whose services are used to perform the Foundation‟s
services.

Further, staff‟s personal information may be disclosed:

           o   as permitted or required by applicable law or regulatory requirements. In
               such a case, the Foundation will endeavor to not disclose more personal
               information than is required under the circumstances;
           o   to comply with valid legal processes such as search warrants, subpoenas
               or court orders;
           o   to protect the rights and property of the Foundation;
           o   during emergency situations or where necessary to protect the safety of a
               person or group of persons;
           o   at the staff‟s request;
           o   where the personal information is public; or


                                                                                         99
           o   with consent where such consent is required by law.

Notification and Consent

By reviewing this Privacy Policy or providing personal information to the Foundation,
unless an employee advises otherwise, such employee will be deemed to have given
consent, where such consent is required, to the collection, use, or disclosure of such
personal information in accordance with and for the purposes stated in this Privacy
Policy (including any other purposes stated or reasonably implied at the time such
personal information was provided to the Foundation, or for which staff have
subsequently or otherwise received notice, and where consent is required by law, the
Foundation has obtained your consent).

At any time, each employee may withdraw their consent, where such consent was
required by law, subject to legal or contractual restrictions and reasonable notice. All
communications with respect to such withdrawal or variation of consent should be in
writing and addressed to the Privacy Officer.

How is an Employee‟s Personal Information Protected?

The Foundation endeavors to maintain physical, technical and procedural safeguards
that are appropriate to the sensitivity of the personal information in question. These
safeguards are designed to prevent personal information from loss and unauthorized
access, copying, use, modification or disclosure.

How Long is Employee Personal Information Retained?

Except as otherwise permitted or required by applicable law or regulatory requirements,
the Foundation endeavors to retain staff‟s personal information only for as long as it
believes is necessary to fulfill the purposes for which the personal information was
collected (including, for the purpose of meeting any legal, accounting or other reporting
requirements or obligations). The Foundation may, instead of destroying or erasing
personal information, make it anonymous such that it cannot be associated with or
tracked back to staff.

Updating Employee Personal Information

It is important that the information contained in the Foundation‟s records is both accurate
and current. If staff personal information happens to change during the course of
employment, please keep the Foundation informed of such changes.

In some circumstances the Foundation may not agree with the request to change
personal information and will instead append an alternative text to the record in question.

Access to an Employee‟s Personal Information

Staff can ask to see the personal information that the Foundation holds about them. If
staff want to review, verify or correct their personal information, please contact the office
of the Privacy Officer. Please note that any such communication must be in writing.




                                                                                           100
When requesting access to personal information, please note that the Foundation may
request specific information to enable confirmation of identity and right to access, as well
as to search for and provide the personal information that is held. If staff require
assistance in preparing a request, please contact the office of the Privacy Officer.

Staff‟s right to access the personal information that is held about them is not absolute.
There are instances where applicable law or regulatory requirements allow or require the
Foundation to refuse to provide some or all of the personal information that is held. In
addition, the personal information may have been destroyed, erased or made
anonymous in accordance with record retention obligations and practices.

In the event that the Foundation cannot provide staff with access to their personal
information, the Foundation will endeavour to inform staff of the reasons why, subject to
any legal or regulatory restrictions.

Inquiries or Concerns?

If staff have any questions about this Privacy Policy or concerns about how the
Foundation manages their personal information, please contact the office of the Privacy
Officer. The Foundation will endeavor to answer staff‟s questions and advise of any
steps taken to address the issues raised. If staff are unsatisfied with the response, they
may be entitled to make a written submission to the Privacy Commissioner applicable for
the jurisdiction.




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                                                                                     Administration Manual


                                                                                                        Policy # 53



SUBJECT: Procedure for Safeguarding Personal                   EFFECTIVE: September 30, 2008
Information

DEVELOPED BY: Director of Finance and                          REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                             PAGES :     1   OF     6.
ISSUED BY: Chief Executive Officer                             AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer



                 POLICY TYPE : Privacy and Security
                 POLICY TITLE: Procedure for Safeguarding Personal Information

                 Policy:

                 Personal information must be protected by physical, organizational and technological
                 safeguards appropriate to the sensitivity of the information. Sensitive personal
                 information includes an individual‟s financial or health information. In addition to
                 understanding and complying with the Foundation‟s Privacy Policy, the Foundation‟s
                 employees and contractors are responsible for ensuring that they implement the
                 following internal safeguards.

                 Procedures:

                 1.0 Securing the Work Environment

                 1.1. Any rooms or offices with doors on the Foundation‟s premises that contain or may
                 contain personal information shall be locked when no one is in the room or office for
                 longer than 30 minutes. The following steps shall be taken during the day by staff who
                 leave their cubicle work environment for more than 30 minutes:

                             o   Any paper documents containing personal information should be placed
                                 in file folders or in a desk drawer so they are not in plain view.
                             o   The computer screen should be locked after 10 minutes of inactivity.

                 1.2 At the end of the day, all staff shall:


                                                                                                        102
           o   Place all documents containing personal information in a locked office, a
               locked desk drawer or a locked filing cabinet.
           o   Workstation users should close all applications and log off the computer.
           o   Laptop users should close all applications and shut down the computer.

1.3 Staff are required to place documents in their appropriate files and locations as soon
as possible when they are no longer using them, and close electronic files containing
personal information when no longer in use.

1.4 When personal information regularly appears on a staff member‟s computer screen,
the monitor shall be positioned in such a way that the personal information is not easily
visible to non-staff and non-authorized staff.

2.0 Access Controls

2.1 Access controls for paper storage areas shall be implemented to ensure only
personnel with a business need have access to paper files containing personal
information.

           o   Paper files containing personal information shall not be taken-off site
               unless absolutely necessary for work-related purposes. The files must be
               securely transported and stored to avoid unauthorized access.

           o   A current record of key holders for offices, rooms, and storage areas for
               the National and Ontario office shall be maintained by the Director of
               Finance and Administration. Supervisors at other offices shall also
               maintain a similar record.

2.2 Electronic access shall be granted to the Foundation‟s employees and contractors
upon the supervisor‟s approval. Read-only or write access shall be provided to specific
systems depending on the job functions of the individual. Standard exit procedures (see
Policy #14) ensure that electronic access is terminated or updated as soon as an
employee leaves the Foundation or takes on a different job function.

2.3 Employees or contractors who are given access rights to personal information shall
not search for or review personal information about any individual beyond what is
required in order to effectively perform their specific job duties.

2.4 Remote access to the Foundation‟s systems shall be given only to individuals who
require such off-site access in order to perform their job functions.

2.5 Owners of folders on the server must provide only those individuals who need
access to perform their job functions with read-only or write access rights, as
appropriate. This is particularly true if files in these folders contain personal information
about employees or confidential information about the Foundation‟s stakeholders.

2.6 One shall never provide more personal information than requested or required,
regardless of whether the request is coming from a stakeholder or another staff member.
If there is uncertainty as to whether the person requesting the information is authorized
to receive it, the employee providing the information shall consult with their supervisor.


                                                                                           103
3.0 Use of Fax Machines, Photocopiers and Printers

3.1 All faxes shall have a specific recipient and shall be sent using the Foundation‟s
standard fax coversheet containing a privacy disclaimer. The Foundation employees and
contractors should only fax information that would be reasonable to discuss over the
telephone.

3.2 Fax machines shall be secured such that they are inaccessible to non-staff and
sensitive incoming faxes are only sent to machines in private offices, and are not
accessible to staff at large, or staff are notified first and wait for the transmission by the
machine.

3.3 When sending personal information by fax, the recipient must be contacted to
confirm receipt. Whenever possible, a printed confirmation that the fax was successfully
transmitted should also be filed. Any misdirected faxes must be investigated to ensure
that the information is properly disposed of by the unintended recipient.

3.4 If received faxes have no recipient specified and appear to contain personal
information, the sender shall be contacted by the Office Assistant in order to redirect the
fax to the appropriate recipient.

3.5 Auto-dial and fax number verification utilities should be used for frequently used fax
numbers to avoid incorrect entry.

3.6 Documents containing personal information shall not be left unmonitored at the
photocopiers and printers.

3.7 Printouts containing personal information shall be picked up immediately. At the end
of the day, the Office Assistant shall shred any printouts containing personal information
remaining at the printers.

3.8 Documents containing sensitive personal information shall be directed to printers
contained in private offices or department printers whenever possible.

4.0 E-mail Communications

4.1 The sender shall exercise caution in addressing e-mail to avoid sending a message
to the wrong party.

4.2 E-mail shall not be used for communicating personal information, unless absolutely
necessary. If personal information will be sent via e-mail, it must be encrypted or
password protected in a secure attachment.

4.3 Personal information shall never be included in the subject line of an e-mail.

4.4 An e-mail message containing personal information should only be forwarded on a
need-to-know basis, and must not be broadly distributed. The sender shall read the
entire contents of an e-mail message before forwarding it, to ensure information is
deleted if it is not necessary.



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4.5 Users with computers that are set up to allow e-mail to be viewed and received
without logging on to the network or computer shall clear out their e-mail Inbox and Sent
Items folders on a regular basis. This helps minimize the potential risk of confidential
information being breached if a computer, laptop or mobile device becomes lost or
stolen.

If a computer owned by an employee is being used for business on a regular basis and
may contain personal information of the Foundation‟s stakeholders, a separate user
account including a secure login must be created for business use and shall remain
confidential.

4.6 Spam and other suspicious mail shall be deleted without opening such messages,
and email chain letters of any kind shall not be distributed.

4.7 Mail servers and communication networks shall contain industry standard security
features such as up-to-date virus protection software and firewall patches, as
administered by the Director of Finance and Administration.

4.8 See Policy #49 for email disclaimer to be used in all CCFC emails.

5.0 Passwords

5.1 All Foundation computers shall have password-protected screen savers that
automatically activate when the keyboard or mouse has not been in use for 10 minutes.

5.2 Passwords should be protected. An employee or contractor must not share their
passwords, write them down in public view or give them out over the phone.

5.3 All staff are required to select secure passwords for the Foundation systems and
screen savers. Selected passwords should follow these rules:

           o   Must be a minimum of 8 characters.
           o   Must contain at least three of the following: Upper case letters, lower case
               letters, numbers, special characters (#@!%, etc.).
           o   Must avoid the use of personal information.
           o   Must be changed once every six months.

5.4 If an employee or contractor suspects that their password is known by someone
else, it must be changed immediately and any potential privacy breach must be reported
to the Privacy Officer.

6.0 Voice Communications

6.1 Caution shall be used when providing personal information over the telephone. The
recipient should be authenticated using specific questions to ensure that they
are entitled to receive such information.

6.2 Cell phones and Blackberries shall not be used when communicating highly sensitive
personal information.

6.3 PIN numbers shall be used to authenticate voicemail users.


                                                                                       105
6.4 Voicemail shall not be used when leaving messages containing sensitive personal
information.

6.5 Caution shall be exercised in redirecting voicemail to avoid sending it to the wrong
party.

7.0 Hardcopy Communications

7.1 Sensitive personal information sent via interoffice mail shall be sent in sealed
envelopes, properly addressed, and appropriately labeled as “confidential”.

7.2 Sensitive personal information for external use shall be mailed using first class mail,
courier, or via a method that allows tracking and verification of receipt.

8.0 Disposal of Personal Information

8.1 Shredding services are provided to the Foundation‟s Toronto office by an external
vendor. The locked shredding bins are picked up as filled, as organized by the Office
Assistant. A Certificate of Destruction is provided to the Foundation by the vendor. All
offices not using an external shredding service should have shredders on-site.

8.2 Personal information shall be immediately disposed of when no longer needed for
any business or legal reasons. Personal information in hardcopy form shall be disposed
of by shredding. Personal information stored on electronic media (e.g. computer tapes,
disks) shall be made unreadable before disposal, by overwriting or crushing the media.

8.3 If there is some doubt as to whether a paper document needs to be shredded or
whether it should be recycled, the employee or contractor shall err on the side of caution
and shred the document. This applies to notes, rough drafts, faxes and system print-
outs.

8.4 As with paper records, obsolete or duplicate electronic files on a hard drive or on the
server should be deleted when no longer needed. Documents containing personal
information should be stored on the server and not the hard drive at the National and
Ontario office. Staff at all offices shall clean out their files regularly. For remote offices
(not attached to the Foundation‟s server), personal information will not be able to be kept
on a server, but access to the computer‟s hard drive should be secure and limited.

9.0 Visitors and Security Access

See Policy #6.

10.0 Laptop Safeguards

10.1 Laptop computers must be physically secured at all times (e.g. secured with a
security cable, or kept in locked offices or cabinets).

10.2 Employees shall avoid storing files containing confidential information on a laptop
hard disk. If an employee must temporarily store such files on their laptop hard disk, they
should perform a backup of the data to a network server as soon as possible and delete


                                                                                          106
the information from the laptop. If the laptop hard drive is the only storage available (i.e.
there is no access to a server or desktop hard drive), a backup external drive must be
used where personal information can be stored in a fixed location at the office, rather
than on the laptop which travels.

10.3 If confidential information must be temporarily stored on a laptop, data encryption
tools or password protection must be used to protect the information.

10.4 In the office, laptop computers should be secured with a lock-down cable or placed
in a locked room or locked cabinet.

10.5 Employees with Foundation laptops should not keep their user IDs and passwords
in their laptop cases . They shall keep them separate.

10.6 For those traveling with laptops:

           o   Do not check-in the laptop as luggage. Carry it on board and store it
               under the seat in front of you rather than in the overhead luggage racks.
           o   Keep a watchful eye on your laptop as it goes through security scans at
               airports. This is a known location for computer theft.
           o   Do not leave your laptop unprotected in your hotel room. You can lock it
               with a cable to a piece of furniture in the room, take it with you, lock it in
               the truck of your car, or check it in at the hotel desk as a valuable.
           o   Be aware of your surroundings when using your laptop. Do not access
               files containing sensitive or personal information where unauthorized
               persons can view it.

10.7 In the event of a stolen or lost laptop, the Privacy Officer must be notified
immediately.

11.0 Third Party Processors of Personal Information

11.1 Personal information being processed or handled outside the Foundation by a third
party must be adequately protected to prevent unauthorized use, disclosure or retention.
Accordingly, the Foundation‟s protection of privacy and security clauses shall be
contained in the service agreement with the third party, such that the third party is
contractually bound to safeguard the personal information provided to it by the
Foundation. Alternatively, if the third party‟s privacy policies are in line with the
Foundation‟s policies, a copy of these shall be attached as an appendix to the service
agreement. Where a service agreement is not used, a separate privacy contract must
be signed by the third party which can be provided by the Privacy Officer.

Compliance with these Personal Information Safeguarding Procedures

These safeguards have been instituted to ensure that the Foundation employees and
contractors are aware of their privacy responsibilities and are being proactive about
privacy compliance in their day-to-day management of personal information. Employees
who fail to follow the established safeguarding procedures shall be subject to disciplinary
action.




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                                                                                      Administration Manual


                                                                                                            Policy # 54



SUBJECT: Privacy Breach Response                           EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :        1   OF       6.
ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer



                 POLICY TYPE : Privacy and Security
                 POLICY TITLE: Privacy Breach Response

                 Policy:

                 This Policy has been adopted to allow for prompt and reasonable action by the
                 Foundation in the event of a privacy breach. It will provide guidance on all reasonable
                 steps necessary to limit, to the degree possible, substantial harm or inconvenience to
                 individuals, including any stakeholders of the Foundation.

                 The Foundation shall ensure a consistent, compliant approach to the handling of privacy
                 breaches. Each department of the Foundation is responsible for integrating this Policy
                 into its operations and incident response programs. Upon identification of a privacy
                 breach, the Privacy Officer must be immediately notified.

                 Procedures:

                 Definition of a „Privacy Breach‟: Unauthorized access to or collection, use, loss of,
                 access to or disclosure of personal information. Activity is deemed “unauthorized” if it
                 occurs in contravention of applicable privacy laws or regulations.

                 1. Breach Containment and Preliminary Assessment

                 Immediate steps will be taken to limit the privacy breach and its consequences,
                 including:




                                                                                                            108
                  o   Contain the breach, e.g. put an end to the unauthorized practice,
                      recover the records, shut down the system that was privy to the
                      breach, revoke or change computer access codes or correct
                      weaknesses in physical or electronic security.

                  o   Designate an appropriate individual to lead the initial investigation.
                      This individual should have appropriate authority within the
                      Foundation to conduct the initial investigation and make initial
                      recommendations. If necessary, a more detailed investigation may
                      subsequently be required.

                  o   Determine who needs to be made aware of the incident internally
                      and externally. Inform the Foundation‟s Privacy Officer.

                  o   Determine the need to assemble a team comprised of
                      representatives from appropriate parts of the business.

                  o   If breach is deemed to involve theft or other criminal activity,
                      police shall be notified.

                  o   Ensure an investigation of the breach is not compromised. Any
                      and all evidence that are potentially valuable in determining the
                      cause of the breach or that would allow the Foundation to take
                      appropriate corrective action must not be destroyed.

2. Evaluate Risks Associated with the Breach

The following factors will be considered in assessing the risks associated with the
breach:

(i) Personal Information Involved

           o   Determine the type of personal information compromised.

           o   Assess the nature and scope of the breach and identify the level of
               sensitivity of personal information compromised. Some information is
               considered more sensitive than others, e.g. health information, social
               insurance numbers, driver‟s licences, health care numbers, credit or debit
               card numbers). The greater the level of sensitivity, the greater the risk of
               harm to individuals. Publicly available information would be deemed to be
               of a lower risk.

           o   Determine if the personal information is adequately encrypted,
               anonymized or otherwise not easily accessible.

           o   Assess the manner in which the personal information can be used, e.g.
               can the
               information be used for fraudulent or otherwise harmful purposes? The
               combination of certain types of sensitive personal information along with
               name, address and date of birth suggest a higher risk due to the potential
               for identity theft.


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Upon assessing the personal information involved, a proper determination can then be
made as to how to respond to the breach as well as who should be informed, including
the appropriate privacy commissioner(s) and regulators, and what form of notification to
the individuals affected, if any, is appropriate.

(ii) Cause and Extent of the Breach

           o   To the extent possible, determine the cause of the breach

           o   Evaluate if there is a risk of ongoing breaches or further exposure of the
               information.

           o   Determine whose information has been affected by the breach, e.g.
               employees, contractors, volunteers, donors. Evaluate the number of
               individuals whose personal information was affected by the breach.

           o   Establish the extent of the unauthorized access to or collection, use or
               disclosure of personal information, including the number and nature of
               likely recipients and the risk of further access, use or disclosure, including
               via mass media or online.

           o   Determine if the information was lost or stolen. And, if stolen, was it the
               target of the theft in question.

           o   Inquire as to whether personal information been recovered.

           o   Assess what steps, if any, have already been taken to mitigate the harm
               of breach.

           o   Consider whether breach can be deemed a systemic problem or an
               isolated incident.

(iii) Foreseeable Harm from the Breach

           o   In assessing the possibility of foreseeable harm from the breach, consider
               an individual‟s reasonable expectations.

           o   Determine the recipient of the personal information (if possible) and
               whether a relationship exists between the unauthorized recipients and the
               subjects of the breach, i.e. evaluate if the recipient is a trusted and known
               entity who can reasonably be expected to return information in question
               without disclosure or use.

           o   Evaluate the potential harm of breach to individuals, e.g. security risk,
               identity theft, financial loss, loss of business or employment opportunities,
               humiliation, or damage to reputation or relationships.

           o   Assess the potential harm of the breach to the Foundation, e.g. loss of
               trust, loss of assets, financial exposure or legal proceedings.



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3. Notification

Should a privacy breach create a risk of harm, those affected shall be notified promptly.
In this way, individuals can take steps to protect themselves, mitigating any subsequent
damage. The Foundation‟s Privacy Officer will maintain a template notification letter.
The challenge is to determine whether and when privacy breach notification is required.
Inform the appropriate privacy commissioner(s) of material privacy breaches so they are
aware of the breach.

In determining whether notification is required, consideration must be made as to
whether it would be necessary to help an individual avoid or mitigate harm whose
personal information has been inappropriately accessed, collected, used or disclosed.
The Foundation shall also take into account the ability of the individual to take specific
steps to mitigate any such harm.

(i) Procedure to Notify Individuals

After all necessary facts have been obtained, and a risk assessment has been
completed, the Foundation will make a proper determination as to whether notification is
required.

When to notify: Once it is determined that notifying individuals is necessary, notification
of those affected shall occur as soon as is reasonably possible following assessment
and evaluation of the breach. However, if law enforcement authorities are involved, the
Foundation shall confer with those authorities to determine whether notification must be
delayed to ensure the investigation is not compromised.

How to notify: Upon identifying the individuals affected by the breach, the Foundation
must determine the appropriate manner of delivery of notification. Delivery may be made
in any manner designed to ensure that an individual can be reasonably expected to
receive it. The preferred method of notification is direct – by phone, letter or in person –
to affected individuals. Email notification is only acceptable where express consent has
been previously provided by the individual to receive important information in this way.
Indirect notification – website information, posted notices, media – should occur only
where direct notification could cause further harm, is prohibitive in cost, or the contact
information for affected individuals is not known. Using multiple methods of notification in
certain cases may be appropriate. The Foundation will also consider whether the
method of notification might increase the risk of harm.

Who should notify: The Foundation will generally notify the affected individuals directly,
even if the breach occurs at a third party service provider that has been contracted to
maintain or process the personal information on behalf of the Foundation.

(ii) Content of Notification

The content of notifications will vary depending on the particular breach and the method
of notification chosen. Notification must be given in a clear and conspicuous manner and
should include, as appropriate:

           o   General description of the incident and its timing.



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           o   A description of the personal information involved in the breach.

           o   A general account of what the Foundation has done to control or reduce
               the harm.

           o   A description of how the Foundation plans to assist individuals affected
               and what steps individuals can take to avoid or reduce the risk of harm.
               Possible actions include arranging for credit monitoring and terminating
               credit card accounts.

           o   Information designed to assist individuals in further protecting themselves
               against identity theft.

           o   Contact information of a an individual within the Foundation who can
               answer questions or provide further information.

           o   If applicable, information on whether the Foundation has notified a privacy
               commissioner‟s office and/or other organizations (such as law
               enforcement agencies or credit reporting agencies).

           o   Additional contact information for the individual to address any privacy
               concerns to the Foundation, and

           o   Contact information for the appropriate privacy commissioner(s).

(iii) Others to Contact

(a) Privacy Commissioners: The Foundation may also report material privacy
breaches to the appropriate privacy commissioner(s) in order to help the commissioners‟
offices respond to inquiries made by the public and any complaints they may receive.
The following factors shall be considered in deciding whether to report a breach to
privacy commissioners‟ offices:

           o   any applicable legislation that may require notification;

           o   whether the personal information is subject to privacy legislation;

           o   the type of personal information, including:

                     whether the disclosed information could be used to commit
                      identity theft;
                     whether there is a reasonable chance of harm from the disclosure,
                      including non-monetary losses;

           o   the number of people affected by the breach;

           o   whether the individuals affected have been notified; and

           o   if there is a reasonable expectation that the privacy commissioner‟s office
               may receive complaints or inquiries about the breach.



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The following authorities or organizations may also be informed of the breach if such
notifications are in compliance with applicable laws:

(b) Police: if theft or other crime is suspected.

(c) Insurers or others: if required by contractual obligations.

(d) Professional or other regulatory bodies: if professional or regulatory standards
require notification of these bodies.

(e) Credit card companies, financial institutions or credit reporting agencies: if
their
assistance is necessary for contacting individuals or assisting with mitigating harm.

(f) Other internal or external parties not already notified:

           o   third party contractors or other parties who may be impacted; or
           o   other Foundation staff not previously advised of the privacy breach

4. Prevention of Future Breaches

Once the appropriate steps to mitigate the risks associated with the breach are taken,
the Foundation will then investigate the cause of the breach and consider whether to
develop a prevention plan. The decision shall be influenced by the significance of the
breach and
whether it was a systemic breach or an isolated instance. The plan may include the
following:

           o   a security audit of both physical and technical security;

           o   a review of policies and procedures and any changes to reflect the
               lessons learned from the incident and investigation (e.g., security policies,
               record retention and collection policies, etc.);

           o   a review of employee training practices; and

           o   a review of service delivery partners.

The resulting prevention plan may include a requirement for an audit at the end of the
process to ensure it has been fully implemented.




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                                                                                     Administration Manual


                                                                                                        Policy # 55



SUBJECT: Website Privacy                                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1    OF      5.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Privacy and Security
                 POLICY TITLE: Website Privacy

                 The Foundation shares the concerns of visitors to the Foundation‟s web site (the
                 “Website”) regarding the protection of personal information online. This privacy policy
                 describes our practices regarding the privacy of information that we collect through this
                 site, which is hosted and operated from Canada.

                 We encourage you to read this Policy before using our Website. By using the Website,
                 you agree to the terms and conditions of this Policy. If you do not agree to the terms and
                 conditions of this Policy, please do not use the Website.

                 1. Information the Foundation Gathers Through the Website

                 The Foundation gathers two basic types of information through the Website: "Personal
                 Information", being information from which an individual can be identified, and
                 "Aggregate Information," from which an individual can not be identified.

                 a. Aggregate Information. When you visit and interact with the Website, the Foundation
                 and third parties with whom the Foundation has contracted to provide services to the
                 Foundation, may collect anonymous information from three sources: server log files,
                 cookies, and "pixel tags".


                        i. Server Log Files. Your Internet Protocol (IP) address is an identifying number
                        that is automatically assigned to your computer by your Internet Service Provider
                        (ISP). This number is identified and logged automatically in our server log files


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       whenever you visit the Website, along with the time(s) of your visit(s) and the
       page(s) that you visited. We use the IP addresses of all Visitors to calculate
       Website usage levels, to help diagnose problems with the Website‟s servers, and
       to administer the Website. We may also use IP addresses to communicate or to
       block access by Visitors who fail to comply with our Terms of Service. Collecting
       IP addresses is standard practice on the Internet and is carried out automatically
       by many web sites.

       ii. Cookies. Cookies are data that a web server transfers to an individual‟s
       computer for record-keeping purposes. Cookies are an industry standard used by
       most web sites, and help facilitate users‟ ongoing access to and use of a
       particular web site. Cookies do not cause damage to your computer systems or
       files, and only the web site that transferred a particular cookie to you can read,
       modify or delete such cookie. If you do not want information collected through the
       use of cookies, there are simple procedures in most browsers that allow you to
       delete existing cookies, to automatically decline cookies, or to be given the
       choice of declining or accepting the transfer of particular cookies to your
       computer. You should note, however, that declining cookies may make it difficult
       or impossible for you to use portions of the Website.

       iii. Pixel Tags. The Website may use so-called "pixel tags," "web beacons,"
       "clear GIFs" or similar means (collectively, "Pixel Tags") to compile aggregate
       statistics about Website usage and response rates. Pixel Tags allow us to count
       users who have visited certain pages of the Website, to deliver branded services,
       and to help determine the effectiveness of promotional or educational materials.
       When used in HTML-formatted e-mail messages, Pixel Tags can tell the sender
       whether and when the e-mail has been opened.

b. Personal Information. You are not ordinarily required to register or provide Personal
Information in order to access our Website, though certain functionalities (such as the
membership program) may require registration. We collect Personal Information from
you only when you voluntarily provide it to us – for example, in contacting us through the
Website, answering surveys and polls, signing up for email updates and
announcements, registering for volunteer positions or events, making online donations
and purchasing merchandise. Personal Information may include your contact
information (such as your name, postal address, telephone numbers and/or e-mail
address), optional info about demographics, as well as your payment information, such
as credit card number and expiration date ("Payment Information"), which we collect if
you wish to purchase any product or service made available through the Website
("Transaction"), make a donation, register for an event or become a member.

2. Use and Disclosure of Information the Foundation Gathers Through the Website

a. Personal Information. We may use your Personal Information in any of the following
ways.

       i. Communications. We encourage Visitors to contact us with questions and
       comments. Personal Information may be used in order to respond to your
       questions and comments.




                                                                                       115
ii. Business Purposes. We may also use your Personal Information for internal
business purposes, such as analyzing and managing our operations. The
Personal Information you provide through the Website may be combined with
other information you provide to the Foundation (via online or offline means), with
demographic information and other information that is publicly available, or with
other information about you that the Foundation may otherwise obtain online or
offline.

iii. Transactions. When you take part in a Transaction through the Website such
as purchasing merchandise or making a donation, we may collect Payment
Information from you related to such Transaction as well as other Personal
Information such as a shipping address so that we can send you the products
you have purchased or send other relevant information such as your charitable
tax receipt. We may use your Personal Information or Payment Information in
order to complete the Transaction and, if applicable, to fulfill your purchase. We
may also provide such Payment Information to third parties as necessary to
complete your Transaction (for example, to process your credit card). As soon as
the Transaction has been completed, your Payment Information is kept securely
and only as necessary for our records.

iv. Auctions, contests, and other promotions. We may operate auctions,
contests and similar promotions through the Website that may require online
registration (which may include name, email, user ID and password). We typically
ask you for certain Personal Information when you enter and, if applicable, win
an auction, contest or similar promotion. We may share this Personal Information
with third parties and sponsors of such auctions, contests and promotions
(irrespective of whether it is hosted by us), or otherwise in accordance with the
rules applicable to such auctions, contest or promotion. You should carefully
review the rules of each auction, contest and promotion in which you participate
through the Website, as they may contain additional important information about
the Foundation‟s or a sponsor‟s use of your Personal Information. To the extent
that the terms and conditions of such rules concerning the treatment of your
Personal Information conflict with this Policy, the terms and conditions of such
rules shall govern.

v. Special Promotions and Information. In addition, the Foundation may use
your Personal Information to provide you with e-mail updates and
announcements. You may opt-out of receiving these messages from us at any
time (see "Contact Us" below).

vi. Critical Communications. From time to time we may use your Personal
Information to email you important information regarding your Transactions, or
changes to our terms, conditions, and policies ("Critical E-mails"). Because this
information may be critical to your use of the Website, you may not opt-out of
receiving these emails.

vii. Third Party Service Providers. We work with third parties who provide
services, including web site hosting, credit card processing, data analysis,
newsletter services, promotional activities, and other administrative services. We
may share your Personal Information, including your Payment Information, with



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       such third parties for the purpose of enabling such third parties to provide such
       services.

       viii. Miscellaneous. Finally, we may disclose your Personal Information if we
       believe that we are required to do so: (i) by law; (ii) to comply with legal process
       or governmental requests; (iii) to enforce our Terms of Service; (iv) to protect our
       operations; (v) to protect the rights, privacy, safety or property of the Foundation,
       you or others; and (vi) to permit us to pursue available remedies or limit the
       damages that we may sustain.

b. Aggregate Information. We analyze Aggregate Information in order to enhance web
site security, track the popularity of certain pages of the Website, the success of our
email
notifications, traffic levels on the Website and other usage data, all of which helps us to
provide content tailored to your interests, improve the Website and related services and
to
otherwise enhance your experience on the Website and with the Foundation. We may
share Aggregate Information with affiliated entities and other third parties.

3. Other Important Notes Regarding Our Privacy Practices

a. Special Note for Parents. The Foundation takes seriously its obligations concerning
the collection of Personal Information from individuals under the age of thirteen (13). The
Website is not directed at children, and we request that children under the age of 13 not
provide Personal Information through the Website.
.
b. Security. We have security measures and tools in place to help protect against the
loss, misuse, and alteration of the information under our control. Any time you provide
us with your credit card number, that credit card number is transmitted to us by your
browser in an encrypted format using industry-standard, SSL (secure socket layer)
encryption. No method of transmitting or storing data is completely secure. As a result,
although we strive to protect your Personal Information, we cannot guarantee the
security of any information you transmit to us through or in connection with the Website.
If you have reason to believe that your interaction with us is no longer secure (for
example, if you feel that the security of any account you might have with us has been
compromised), you must immediately notify us of the problem by contacting us in
accordance with "Contact Us," below (note that physical mail notification will delay the
time it takes for us to respond to the problem).

c. Other Third Party Websites. The Website may contain links to third party web sites.
These linked sites are not under the Foundation‟s control and we are not responsible for
the privacy practices or the contents of any such linked site, or any link contained in any
linked site. We provide such links only as a convenience, and the inclusion of a link on
the Website does not imply endorsement of the linked site by the Foundation. If you
provide Payment Information or other Personal Information through any such third party
web site, your transaction will occur on such third party‟s web site (not the Website) and
the Personal Information you provide will be collected by, and controlled by the privacy
policy of, that third party. It is important that you familiarize yourself with the privacy
policies and practices of any such third parties.

4. Updating Your Information and Contacting Us


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The Foundation has procedures in place to keep Personal Information accurate,
complete and up to date for the purposes for which it is collected and used. You may
review the information we have collected and where appropriate you may request that it
be corrected. We also provide you with several options for reviewing, correcting,
updating or otherwise modifying information you have previously provided:

1. You may email us at: ccfc@ccfc.ca
2. You may call us at 1-800-387-1479
3. You may send mail to the following postal mail address:
Attn: Website Privacy Policy, c/o Privacy Officer
600-60 St. Clair Avenue East, Toronto, Ontario, M4T 1N5

Please clearly indicate the information that you wish to review or have changed. We will
endeavor to comply with your request as soon as reasonably possible.

Note that despite any removal of or change to Personal Information requested there may
also be residual information that will remain within our databases and other records.

5. Choice

From time to time, we may ask you to indicate whether you are interested in receiving
emails and other information from the Foundation. If you elect to receive these
communications, we will occasionally send you e-mails or other information that match
your requests.

If at any time you wish to stop receiving these email communications from us, please
let us know by emailing, calling or writing to us using the contact information listed
above in Contacting Us. Please indicate that you wish to stop receiving email
communications from the Foundation.

In addition, we do not disclose your Personal Information to third parties, for the third-
party‟s direct marketing purposes if we have received and processed a request from you
that your Personal Information not be shared with third parties for that purpose. If you
would like to submit such a request, please just let us know by e-mailing, calling or
writing to us using the contact information listed above in Contacting Us. Please indicate
that you request that the Foundation not disclose your Personal Information to the
Foundation affiliates and/or other third parties for direct marketing.




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                                                                                     Administration Manual


                                                                                                        Policy # 56



SUBJECT: Access to Personal Information                   EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1    OF      4.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



                 POLICY TYPE : Privacy and Security
                 POLICY TITLE: Access to Personal Information

                 Policy:

                 The Foundation places a high priority on protecting the privacy of its stakeholders and
                 on effectively dealing with any privacy-related requests. This document demonstrates
                 how the Foundation will meet its obligations under our privacy policies and the law with
                 respect to the subject of permitting access to personal information. Any and all privacy-
                 related access requests will be given great significance and will be addressed promptly
                 and handled in a confidential manner.

                 Procedures:

                 This procedure will apply to a stakeholder seeking access to review his or her own
                 personal information. The document also applies to any other individual (e.g. law
                 enforcement authorities) seeking access to information on a stakeholder. For the
                 purposes of this procedure, a stakeholder or other person making a request is referred
                 to as the “Applicant” and the “Access Administrator” is a title used to describe the
                 employee with access to the majority of info held at the Foundation on a particular
                 Applicant, for example, the Director of Volunteer Programs for a volunteer Applicant.
                 The Access Administrator will be assigned by the Privacy Officer after being informed
                 that an Applicant has contacted the Foundation. This person will be responsible for the
                 access process.

                 To make an access request, the following procedure will apply:


                                                                                                        119
1. The Applicant shall contact:
       a. The Privacy Officer in the case of an external party; or
       b. The person designated as having personnel management responsibilities, in
       the case of an employee.

This individual will serve as the first point of contact.

Access requests must be in writing (a letter, e-mail or using the Access Request Form
provided by the Privacy Officer).

As electronic mail transmissions may be lost or misdirected by reason of network,
hardware and software failures or other technical malfunctions, an e-mail message will
not be considered to be received by the Foundation until an acknowledgement of the
message is obtained.

2. The first point of contact will send:

        i.      an acknowledgement of receipt of the request by letter or e-mail (if the
                only address provided is an e-mail address) to the Applicant. The
                acknowledgment shall indicate the date of receipt and the form of the
                request (e.g. by letter or e-mail);
        ii.     a copy of the access request and acknowledgement to the Privacy
                Officer; and
        iii.    a copy of the access request to the person deemed to be the Access
                Administrator in the particular circumstances.

If not the first point of contact, the Privacy Officer will record the request in an Access
Request Log and will confirm the access request is being processed no later than fifteen
days following the date of the request.

3. The Access Administrator or his or her delegate will then determine whether the
request for access is legitimate, i.e. neither frivolous nor vexatious. The Foundation may
request information to confirm that an Applicant (other than an employee) is authorized
to request access prior to processing the request.

4. If the Access Administrator concludes that the request for access is not legitimate or
that the Applicant is not effectively authorized to make the request, he or she

        a. will decline permission to access the file,
        b. record the reasons for the denial of the request,
        c. place this record in the file, and
        d. inform the Applicant, in writing, as to the reason for declining access. A copy of
        this letter will be sent to the Privacy Officer.

If the Applicant disagrees with the decision, he or she may file a written objection directly
to the Foundation‟s Privacy Officer. The Privacy Officer will review the decision of the
Access Administrator and make a determination as to whether he or she agrees with the
decision. If the Privacy Officer does not agree with the decision of the Access
Administrator, he or she may permit access to all or part of a file.



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6. When access is permitted, the Access Administrator will first examine the file and
make a copy of the contents to be disclosed prior to allowing access to personal
information.

The Access Administrator shall not disclose any information:

       a. identifying third parties unless the document containing the information
       includes a consent by the third party to the release of his/her name in connection
       with the information in question; or
       b. that falls under an exception to the right of access indicated in the the
       Foundation Privacy Policy or any applicable law.

7. Access to personal information may be pursued in one of three ways:

       a. In person, or
       b. By mail, or
       c. By fax.

If in person, the Access Administrator shall schedule an appointment during regular
business hours within 30 days of the Foundation‟s receipt of the access request.

In person access shall take place in the presence of the Access Administrator or a
person designated by the Access Administrator. The following rules will apply to the
Applicant:

       i.      Access will only be provided to his or her own file.
       ii.     Notes may be taken on the contents of the file.
       iii.    A request for the Access Administrator to make copies of specific
               documents is permitted.
       iv.     Contents of the file shall not be removed.
       v.      An “Inspection Statement” must be signed upon completion of inspection,
               indicating the date and place of inspection.
       vi.     The Access Administrator will place the “Inspection Statement” in the file.
       vii.    Written comments concerning any information Applicant deems
               inappropriate or inaccurate may be submitted for insertion in the file.
               Comments may be submitted at the time of inspection or at a later time.
       viii.   In the event the Access Administrator determines that the record of
               Applicant‟s personal information is inaccurate or incomplete, he/she shall
               correct the information and make a notation in the file as to the date and
               nature of the correction.

8. If Applicant does not choose in person access, the Access Administrator will

       a. Make copies of documents that will be released;
       b. Mail or, if requested, fax or transmit electronically, copies of the documents to
       be released, and
       c. Insert a note in the file listing the documents transmitted and indicating the
       date and method of transmission of the documents to the place of inspection.

The Applicant may then submit written comments to the Access Administrator
concerning any information he or she deems inaccurate or incomplete for insertion in the


                                                                                         121
file. The Access Administrator will place these comments in the file with relevant
responses by the Foundation, where applicable.

9. If, for any reason, the specific information sought by the Applicant is not maintained in
designated files but has been identified as being held by the Foundation, the Access
Administrator will obtain a copy of the information requested. In this particular situation,
the Access Administrator will take the following steps:

       a. Locate the holder of the file containing the record sought.
       b. Inform the holder that a request for access has been made to the Access
       Administrator.
       c. Request that a copy of the information, in a form understandable to the
       Applicant, be transferred to the Access Administrator to permit an examination
       under Step 6 and completion of Steps 7 or 8.
       d. Where possible, consolidate personal information into one file.




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                                                                                  Administration Manual


                                                                                                        Policy # 57



SUBJECT: Privacy in Communications                     EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                  REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                     PAGES :        1    OF      1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                         Chief Executive Officer



          POLICY TYPE : Privacy and Security
          POLICY TITLE: Privacy in Communications

          Policy:

          The Foundation will take all reasonable measures to ensure an individual‟s name and
          other identifying information, including photographs, will not be published in
          communications or public correspondence without prior approval from that individual.

          Procedure:

          Where it is impractical to get direct consent from the individual (for example, when taking
          pictures or video at a large event), a disclaimer shall be posted in a visible area that
          explains participants or attendees may be photographed and their image used by the
          Foundation, or that their identifying information may be recorded, in general. The
          statement must include an opt-out option for individuals if they do not want their
          identifying information used. The Privacy Officer can help develop appropriate wording
          for the particular situation.

          Where it is possible to get the direct consent for use of an individual‟s name and other
          identifying info, the Privacy Officer can provide a Release form for that person to sign
          (form can be obtained from the Privacy Officer). A copy of the release should be
          returned to the Privacy Officer.




                                                                                                 123
                                                                                      Administration Manual


                                                                                                          Policy # 58



SUBJECT: Office Security                                   EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                      REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                         PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                                  Chief Executive Officer



                 POLICY TYPE : Privacy and Security
                 POLICY TITLE: Office Security

                 Policy:

                 Any staff member working alone will secure the workspace and permit only authorized
                 entry. As a general rule, employees should avoid being alone in Foundation offices
                 outside of hours of business, to ensure personal security unless the premises are
                 secure.

                 Procedures:

                 National/Ontario Office

                 Concerns regarding the building should be reported to the Director of Finance and
                 Administration. If the Director of Finance and Administration is not available, staff can
                 reach the building‟s superintendent directly per the contact information posted in the
                 copy/fax room. Contact with the superintendent should be in cases of emergency or for
                 building related problems or inquiries, such as heating, security etc.

                 Normal Building Hours are 8:00 a.m. to 6:00 p.m, Monday to Friday. Card Access is
                 required at other times, both for the front door and elevator.

                 In the event of a fire alarm, the Fire Marshall will escort everyone out of the office. Take
                 your important personal belongings with you. Close office doors. Ensure everyone is
                 out of the office. Do not use the elevators.



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Front door office keys are available to permanent staff (at time of hiring). Staff members
are responsible for their office key. The main office doors should be unlocked by the first
staff member arriving at 8:30 a.m. and should be locked by the Office Assistant at 5:00
p.m. The last staff member leaving the office daily should turn off the main office lights.
Keys must be returned upon leaving employment with the Foundation. If locks on side
entrances are unlocked for a specific purpose (eg: a delivery), they must be relocked as
soon as possible once this purpose is fulfilled.

All valuables, purses etc., should be kept in a closed desk drawer.

Report any suspicious individuals in the area of the elevators or washrooms,
immediately to the building superintendent.

Other Offices:

Staff located in office buildings must ensure they are aware of the necessary contacts,
such as the landlord, superintendent, and emergency procedures the building may have,
such as fire evacuation. Staff should limit access to offices for security purposes.




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                                                                                    Administration Manual


                                                                                                       Policy # 59



SUBJECT: Health and Safety                                EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                     REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                        PAGES :        1   OF      5.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer



                 POLICY TYPE : Privacy and Security
                 POLICY TITLE: Health and Safety

                 Policy:

                 The Foundation is committed to the promotion of the health, safety and well-being of all
                 employees, the provision of a safe and healthy work environment, and the prevention of
                 occupational injuries and illnesses.

                 Management will work in consultation and cooperation with employees, joint health and
                 safety committees, volunteers, contractors and visitors to ensure that the requirements
                 of the applicable Occupational Health and Safety Act and its regulations, other
                 applicable legislation, and the Foundation's Occupational Health and Safety policies and
                 procedures are fully implemented and integrated into the Foundation.

                 Where reasonable, the Foundation will strive to exceed the legislated requirements by
                 adopting the best practices available to protect employees and to promote a positive
                 health and safety culture. The Foundation will work towards continuous improvement in
                 its health and safety program.

                 Managers and supervisors will take responsibility and accountability for the health and
                 safety of those individuals under their direction and those workplaces under their
                 charge. They will advise their employees of the existence of potential or actual
                 workplace hazards, and will ensure that they work safely and in accordance with the
                 Occupational Health and Safety Act and its regulations, and all applicable Foundation




                                                                                                       126
policies and procedures. They will take every precaution reasonable in the
circumstances for the protection of their employees.

All Foundation employees have some responsibility for ensuring health and safety in the
workplace. Employees will work safely and in compliance with the Occupational Health
and Safety Act and its regulations, and Foundation policies and procedures. Employees
will report all unsafe and unhealthy conditions and practices in the workplace to their
immediate supervisors so that they may be promptly remedied.

Employees will be required to sign a health and safety agreement acknowledging their
understanding of this policy upon hiring and when changes are made to the policy.
Health and safety training will be provided as required.

Compliance with the Statutory and Foundation‟s Health and Safety Policy, rules,
procedures and practices is considered a condition of employment.

Procedures:

Roles and responsibilities

The Health and Safety Committee (or the Director of Finance and Administration in
offices where there is no committee) is responsible for developing appropriate Health
and Safety procedures. They will implement all Health and Safety Policy and
Procedures in consultation with management, and are responsible for ensuring that the
requirements of all Health and Safety legislation are met.

Managers are directly responsible for ensuring all processes and procedures used in
their departments meet Statutory and Foundation Health and Safety requirements. They
will ensure that all staff; volunteers and visitors know and comply with the appropriate
Health and Safety rules/guidelines when in their area of responsibility.

All employees are required to take an active role in protecting and promoting their health
and safety on site and that of others with whom they work. All employees are
responsible for the health and safety of all that personally visit them at work and for
conducting them safely on and off the premises.

The Health and Safety Committee

A Health and Safety Committee will be formed in each workplace as required by
legislation. Meetings and inspections will occur regularly at not less than quarterly
intervals or as otherwise required by legislation and proper reports and minutes will be
kept and distributed appropriately.

Reporting

The Committee reports directly to the CEO or delegate who will implement
recommendations or carry out actions on the advice of the committee, as are reasonable
and practical.

The role of the committee



                                                                                       127
The role of the Health and Safety Advisory Committee shall be:

    To advise all employees in the relevant workplace on health and safety matters.
    To provide health and safety training or source appropriate training, as required.
    To advise the CEO or delegate on all matters concerning Health and Safety at the
  Foundation.
  To take an active role in the promotion and protection of the health and safety of all
  those persons working for the Foundation.
  To act as the link between employees and management on all Health and Safety
  issues.
  To be the appropriate forum for any individual or group to take, give notice or
  otherwise communicate any Health and Safety issue, concern, problem or suggestion.
  To assess any accident or incident concerning Health and Safety reported as
  happening on site and recommend procedures or practices to prevent reoccurrence.
  To Individually act as Health and Safety representatives and as initial points of
  contact between staff and the Committee.

The committee will be made up of the requisite number of employees and management
representatives and will be elected or requested to be on the committee in the manner
prescribed by legislation. In most cases, staff will be asked to volunteer and other staff
will be given the opportunity to present any concerns about a representative to the
Director of Finance and Administration. In the National/Ontario office, the Director of
Finance and Administration will generally act as the management representative.

Accident and incident reporting

Accidents, injuries and medical emergencies

All incidents requiring any form of first aid, hospitalization or calling of an ambulance
occurring on site to employees, volunteers or visitors must be reported using the
standard CCFC Accident and Incident Report Form (see Appendix #5). Similarly any
work related accident or injury to staff or volunteers occurring off site must be reported.

It is a mandatory condition of employment that all employees notify all reportable
accidents or injuries within 72 hours of occurrence to their supervisor who must also
inform the Health and Safety Committee where applicable, or the Director of Finance
and Administration.

All incidents or accidents not requiring medical attention but affecting Health and Safety
must similarly be reported on the CCFC Accident and Incident Report Form.

Accidents resulting in damages to property or materials, potential safety hazards,
suggestions or other health and safety related issues must be reported using the
Accident and Incident Report Form. Supervisors are responsible for ensuring these are
completed and sent to the Director of Finance and Administration.

Accident prevention and incident analysis

Health and Safety is to be given primary importance in every aspect of planning and
performing all the tasks carried out by the Foundation. We are dedicated to protect and
prevent avoidable accidents and injuries to our staff and volunteers and to minimizing


                                                                                         128
avoidable expense.

The Director of Finance and Administration will ensure that copies of all accident and
incident reports are distributed to supervisors, the CEO, and the Health and Safety
Committee, where applicable. Each supervisor will carry out an analysis and review of
each accident/incident that occurred in their department and are responsible for
amending or implementing internal processes to prevent reoccurrence. The Health and
Safety Committee, where applicable, will also review the reports and processes and
make recommendations/suggestions to improve Health and Safety on site.

Late or working out of regular hours

Those employees working late or outside of regular hours must make prior
arrangements with their supervisor. In such cases supervisors must establish a
procedure to call or otherwise contact staff for assistance if the employee requests it.

Securing the office

The employee who is the last to leave any Foundation office is responsible for locking
and securing the building or the home office at the end of the working day. In the
National/Ontario Office, the Office Assistant will lock the main doors upon leaving.
However, if these doors are opened for late meetings by other staff, they must be locked
by those staff when leaving the building.

Fire and other emergency evacuation procedures

All employees will familiarize themselves with the fire and emergency evacuation
procedures applicable for their office, fire alarms and location of extinguishers, which
should be readily available in each office. In the event of an emergency evacuation of
the building, the specific employee allocated the role of Marshal will carry out these
responsibilities. Each office must choose a Marshal. At the National/Ontario office, the
reps on the Health and Safety Committee will act as such. The Marshal will ensure the
CCFC facilities, including the washrooms, are evacuated before leaving the building.

Violence

The Foundation is committed to preventing workplace violence. Violence of any kind in
the workplace will not be tolerated. This applies to employees, management, volunteers
and contractors/vendors.

Electrical Safety

Electrical outlets and wiring can present opportunities to become injured. To avoid this,
do not overload outlets, do not force a 3-prong plug into a 2-prong outlet by breaking off
the third prong. Immediately replace worn or frayed cords and ensure cords are out of
the way and not a tripping hazard.

Ergonomics

Repetitive office tasks can cause injuries to muscles and joints in the hands, arms and
back. They generally develop over time and can range from mild and temporary to


                                                                                           129
debilitating and chronic. These types of injuries are often sustained as a result of fixed
or constrained body positions, continual repetition of movements, concentration of force
on small party of the body, such as the hand or wrist, and a pace of work that does not
allow sufficient recovery time between movements.

Prevention of these injuries is key. Recognize the early signs of discomfort and attempt
to discern the factors responsible. Attempt to break up the day with varied tasks that are
well paced. Do not use excessive force or pressure. Take frequent short rest breaks
(approximately five minutes each hour) from a repetitive task. Report any early signs of
injury to the Health and Safety Committee or the Director of Finance and Administration.

Office Environment

Health and safety in the workplace includes air quality, temperature, noise and lighting.
If a workplace inspection or general observance results in a conclusion that the office
environment is not healthy or safe, report this to the Health and Safety Committee or
Director of Finance and Administration.

Storage of Materials and Supplies and Care When lifting

Ask for assistance in lifting heavy or awkward objects. Shelves and filing cabinets that
are improperly attached or poorly loaded can be hazardous. Ensure shelves are
securely anchored, do not overload shelves or cabinets, and do not place heavy object
on overhead shelves.

Safe materials handling

Do not throw objects, always pass or carry them. Only use flammable or toxic/hazardous
materials in accordance with the instructions and dispose of them safely.

Preventing falls

To prevent slips and falls all persons will clean up spills and pick up debris immediately
after they occur or are noticed. It is all our responsibility; avoid blocking aisles; keeping
stairways clear, and avoid blocking emergency exits. Store equipment properly and
safely. Do not place heavy objects on high shelving, keep filing cabinets and desk
drawers closed. Place ladders securely and use them instead of standing on desks,
chairs or other devices not intended for this purpose. Secure loose carpeting and floor
coverings. Do not carry loads that block your vision.

Workplace Inspections

Each office will conduct an inspection as required by legislation, but minimally, at least
once annually. A checklist for this inspection can be obtained from the Director of
Finance and Administration. Once complete, the checklist should be forwarded to the
Director of Finance and Administration.




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                                                                                    Administration Manual


                                                                                                    Policy # 60



SUBJECT: Official Languages                            EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and           REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                     PAGES :        1    OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                           Chief Executive Officer



              POLICY TYPE : Communications
              POLICY TITLE: Official Languages

              Policy:

              The official languages of the Foundation are English and French.

              Procedures:

              CCFC collateral materials are available in both official languages.

              Research materials on the website will be made available in both official languages
              where practical.




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                                                                                Administration Manual


                                                                                                   Policy # 61



SUBJECT: CCFC Website                                   EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                   REVIEWED/REVISED
Administration and the Director of Communications and
Development

DATE DEVELOPED: September 29, 2008                      PAGES :      1   OF       1.

ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



              POLICY TYPE : Communications
              POLICY TITLE: CCFC Website

              Policy:

              The CCFC website is located at www.ccfc.ca. The website serves as an important point
              of contact to present and potential stakeholders of the Foundation.

              Procedures:

              The role of the Webmaster is performed by staff as designated by the Director of
              Communications and Development in consultation with the Director of Finance and
              Administration. The Webmaster is responsible for overall website structure and design,
              subject to the approval of the Director of Communications and Development. All
              suggestions and questions should be directed to the Manager of Electronic Publications.

              Regional staff members are responsible for updating and maintaining their respective
              web pages in both French and English. The Communications department may request
              content from various staff for announcements and information to be posted on the
              website. If a staff person is aware of information that would be appropriate for the
              website, a recommendation should be made to the Manager of Electronic Publications.

              Updates must also be translated and posted on the French site if applicable.




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                                                                                Administration Manual


                                                                                                     Policy # 62



SUBJECT: Voicemail, Email and Correspondence          EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and          REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                    PAGES :        1   OF      3.
ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



              POLICY TYPE : Communications
              POLICY TITLE: Voicemail, Email & Correspondence


              Policy:

              CCFC staff will communicate with stakeholders at all times in a professional manner.

              Procedures:

              General Correspondence
                     Standardized responses have been developed for information regarding
                       support, medication, financial aid, etc. If staff receive emails of this type
                       directly, the Communications department should be notified before a response
                       is sent out. See Appendix #8 for Standard Responses.
                     Where a supervisor wishes to approve external correspondence by a new
                       staff member for a period of time, this will be communicated during initial
                       training.
                     All correspondence from members, donors, and the general public must
                       receive a prompt and courteous reply, within a maximum of 5 business days.

                 Internal Correspondence
                      Regional staff representatives are the primary links between the Foundation
                       and local groups across the country. The national office sends out weekly
                       mailings to local groups in order to keep them informed about Foundation
                       activities.



                                                                                                     133
    The contact information for these groups is provided to the Director of
     Volunteer Programs by regional staff. When changes are required, it is the
     responsibility of the staff representative to send in the new contact information
     to ensure mailing details are up to date.
    Current lists for Chapter Presidents and for Chapter Treasurers are located on
     the staff web page.

Voicemail
    Staff voicemail should be updated to reflect their status as being in the office
     or away. The name of an alternate staff person should be left on voicemail if
     staff is not available.
    Phone system features and set-up for the Toronto office can be obtained from
     the Director of Finance and Administration.

Email
   Please see Policy #49 for email protocol.
   The following email addresses or aliases are managed through the
      Communications department and directed to other staff as appropriate:
      ccfc@ccfc.ca; publications@ccfc.ca; gutreaction@ccfc.ca; hellokit@ccfc.ca;
      info@ccfc.ca; fallfundraiser@ccfc.ca; heelnwheel@ccfc.ca;
      sponsorship@ccfc.ca; update@ccfc.ca; charitybbqday@ccfc.ca;
      donations@ccfc.ca
   The following email addresses are managed through the Regional and
      Volunteer Affairs department and directed to other staff as appropriate:
      volunteer@ccfc.ca; diversity@ccfc.ca; youth@ccfc.ca; focus@ccfc.ca
   The following email address is managed by the Executive Assistant and
      directed to other staff as appropriate: congress@ccfc.ca

Fax
     The fax machine at the Toronto office is emptied by the Office Assistant daily
     and faxes are distributed to the appropriate staff member.
    If you are expecting a fax, please have the sender clearly indicate your name.
    Faxes that are of a confidential nature should indicate such on the cover
     page.
    Scanning and emailing of documents should be used whenever possible to
     avoid long distance charges associated with faxes.

Courier
   Courier services should be used when required, such as for valuable items or
      for parcels that need to be shipped urgently. However with careful planning
      most items can be sent by Canada Post.
   Bicycle couriers are most often less expensive when sending parcels within a
      city.
   For service outside the city use Canada Post XPress Post, Canada Post
      Priority Courier, UPS or other Courier services.
   The Office Assistant can provide guidance to all offices as to which courier
      has the lowest rates for all offices. Various weigh bills are available in the
      mailroom. Record the event and program code on the weigh bill for accurate
      allocation of the expense.



                                                                                  134
Mail
    Mail for the Toronto office should be given to the Office Assistant.
    The postage machine‟s life is extended by doing mailings at one time rather
     than throughout the day where it can be avoided. As such, the Office Assistant
     maintains an inbox for mail to be metred and will do so at the end of the day.
    If you have mail that needs to be sent immediately, use the postage machine
     and place it in the tray in the foyer for pick-up.
    National Board of Directors, Regional and District Offices and Chapter
     mailboxes are located in the mailroom. The Office Assistant sends this mail
     out every Friday afternoon.




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                                                                               Administration Manual


                                                                                                     Policy # 63



SUBJECT: Core Messages                                EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and          REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                    PAGES :       1   OF       1.

ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



              POLICY TYPE : Communications
              POLICY TITLE: Core Messages

              Policy:

              The core messages provide consistent, top-line messaging for use across the
              Foundation.

              Procedures:

              Messages are divided into three sections: CCFC, Research, and Inflammatory Bowel
              Disease (IBD).

              In no way are these messages intended to offer comprehensive details of all areas of
              activity; rather, they serve as a unifying overview.

              See staff webpage for core messages.




                                                                                                     136
                                                                                Administration Manual


                                                                                                  Policy # 64



SUBJECT: Media                                        EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and          REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                    PAGES :        1   OF      2.
ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                           Chief Executive Officer



              POLICY TYPE : Communications
              POLICY TITLE: Media

              Policy:

              The Chair, Board of Directors (i.e., Board Chair) and the CEO serve as the official
              spokespeople for the Foundation and convey the official position on issues of general
              Foundation-wide impact or significance or situations that are of a particularly
              controversial or sensitive nature.

              For general media inquiries that are of a lesser scope and impact, this role may be
              delegated by the Board Chair or the CEO to their delegates; typically the CEO would
              delegate to the Director of Communications and Development or his/her proxy. Staff to
              whom this role is delegated will have appropriate training and development in
              communications.

              Under no circumstance will a Board Director, Foundation employee, or volunteer
              comment on specific medical information or products.

              See Board media policy in Board Policies and Procedures Manual.

              Procedures:

              Where volunteers/Chapters are asked by local media to speak on behalf of the
              Foundation, the request will be brought to the attention of the regional staff
              representative who will discuss with the CEO or his/her delegate and a decision as to
              who shall respond will be made based on the nature of the request. In cases where the


                                                                                                      137
local volunteer or staff representatives are authorized to speak to the media, disclosure
of the communications should be made immediately to the CEO‟s delegate - typically the
Director of Communications and Development, or his/her delegate - to ensure any
follow-up inquiries made with other staff or volunteers receive a coordinated, consistent
response.

In conjunction with the CEO, the Director of Communications and Development will
promote the Foundation through press releases regarding special accomplishments,
events and activities, programs and plans. Both ideas for positive media solicitation and
information regarding negative occurrences that may be used by the media should be
referred to the Director of Communications and Development.

Where contacted by the media regarding a comment on a public issue, contact the
Director of Communications and Development or delegate immediately. Advise the
media that we will be glad to speak with them and that you will have someone from the
Foundation contact them. Ensure that they get a reply within 24 hours, but ideally the
same day.




                                                                                      138
                                                                               Administration Manual


                                                                                                   Policy # 65



SUBJECT: Logo and Graphic Standards                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and         REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                   PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                   AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



              POLICY TYPE : Communications
              POLICY TITLE: Logo and Graphic Standards

              Policy:

              The Crohn‟s and Colitis Foundation of Canada Foundation Signature is comprised of two
              elements: the figure (logo) and the wordmark (Foundation‟s name). Used together, they
              are the required method of representing the CCFC. The logo may be used alone but the
              wordmark must never appear without the logo.

              Procedures:

              The Foundation has a Graphic Standards Manual, which has been created to give the
              CCFC a consistent national identity.

              The Foundation logo is restricted for use to staff members, volunteers and suppliers
              working on Foundation business. When in doubt about graphic standards consult the
              Communications staff.

              The logo and wordmark can both be found on the Staff web page (jpg and gif format)

              All materials to be prepared for external audiences by all departments within CCFC must
              receive sign-off by a Regional Director, where appropriate, and the Director of
              Communications and Development or the Director of Regional and Volunteer Affairs for
              copy and design before they are finalized and set to print.

              See Appendix #9 for Graphics Standards


                                                                                                     139
Absolute Minimum Size:

In some applications, such as pins, the size of the Signature must be small. To preserve
legibility and brand recognition in these cases, the logo should never appear smaller
than 1/2”.




                                                                                     140
                                                                                Administration Manual


                                                                                                   Policy # 66



SUBJECT: Education Supplies                           EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and          REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                    PAGES :        1   OF      3.
ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer



              POLICY TYPE : Communications
              POLICY TITLE: Education Supplies

              Policy:

              CCFC will have up to date, easily accessible materials and education supplies.

              Procedures:

              The following materials published by CCFC can be ordered or obtained through the
              Office Assistant. This is not a comprehensive list and does not include collateral
              materials such as Heel „n‟ Wheel-a-Thon pledge forms and posters, Chapter
              Newsletters, Volunteer posters, etc.

              Educational Brochures/Pamphlets/Kits:
                     Just Another Disease (general facts about IBD)
                     The Facts about IBD
                     Nutrition, diet and IBD
                     Medication for IBD
                     Surgery and IBD
                     Kids and IBD
                     Sexuality, fertility, pregnancy and IBD
                     Parents, Teachers and IBD
                     Colorectal Cancer and IBD
                     Travel and IBD
                     Patient Information Kit (Hello Kit / Welcome Kit):


                                                                                                   141
                  o Kits Include: Welcome insert, CCFC Membership insert, Give a
                    Planned Gift today insert, Volunteer insert, Facts about
                    Inflammatory Bowel Disease brochure, Nutrition, Diet and
                    Inflammatory Bowel Disease brochure, Medication for
                    Inflammatory Bowel Disease, and a Business Reply Envelope.
        Health Professional Information Kit:
                o Kits Include: Dear Friend letter, CCFC At a Glance, Patient
                    Education, Professional Membership, CCFC Speakers Program,
                    Hello kit, a copy of each our IBD brochures, Education Materials
                    Bulk order form.

Publications:
The Journal:
       published three times annually and circulated to CCFC Members, Professional
          Members, M&M Franchisees, and Corporate Sponsors
       The Journal is the Foundation‟s national „flagship‟ publication, and is one of
          the benefits of membership in the CCFC. Published three times per year, it is
          sent to all members of the Foundation

FOCUS:
      published quarterly and circulated to M&M Franchisees, Corporate Sponsors,
       and CCFC Volunteers
      FOCUS is published six to ten times a year as an „internal‟ publication for
       CCFC leadership volunteers. It is sent to the Chapter Executives and other
       key volunteers to offer fundraising, education and volunteer development tips.
       It is also sent to all M&M Meat Shops Franchisees
      FOCUS also gives practical advice and information on the Foundation‟s
       national programs, and selected local Chapter events that may be of interest
       to other Chapters across the country. Contributions of photos, news items and
       articles are encouraged from all Chapters
      Circulated via email to recipients

Focus on Diversity:
       published as part of FOCUS and circulated to M&M Franchisees, Corporate
         Sponsors, and CCFC Volunteers

Annual Report:
        published annually and circulated to CCFC Members, Professional Members,
         M&M Franchisees, Corporate Sponsors, Dedicated Research Donors
         (monthly donors), Congress delegates, and CCFC Volunteers
        The Annual Report provides an overview of the activities and finances of the
         CCFC from year to year. This publication is sent to members annually, with
         one of The Journal issues.

Gut Reaction:
       published three times annually and circulated to the IBDRI Professional
         Members via email and is available online
       emphasis is medical, and it keeps members up-to-date about developments in
         research and the treatment of IBD



                                                                                   142
Task Force Insider:
       published sporadically throughout the Heel „n‟ Wheel-a-Thon (HnW) cycle for
         HnW task force leaders

Pledge Earner Press:
        published sporadically throughout the Heel „n‟ Wheel-a-Thon (HnW) cycle for
         HnW participants

Proud Partners:
       published once for M&M Meat Shops Charity Barbeque Day for CCFC
         Volunteers, M&M Franchisees

Chapter Newsletters:
       Chapter Newsletters are developed by and sent to local members of each
         Chapter to let them know about local events and activities in their
         communities. Publication frequency varies from Chapter to Chapter, but most
         groups produce a minimum of two each year. Newsletters are a fantastic way
         to publicize upcoming events, and as such, can be printed well in advance of
         upcoming education events, meetings and other special events. Giving
         members plenty of notice about upcoming events increases the likelihood that
         they will be able to attend and participate.
       Newsletters should not republish articles found in the Journal or FOCUS

Videos:
        See Communications Department for complete list of videos available

Awareness Materials:
       Various IBD ad mattes for newspaper and magazines (see Volunteer Toolkit)




                                                                                  143
                                                                                   Administration Manual


                                                                                                      Policy # 67



SUBJECT: Gift Solicitation and Acceptance               EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and            REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                      PAGES :        1   OF       4.

ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Gift Solicitation and Acceptance

              Policy:

              CCFC seeks outright gifts and future gift commitments that are consistent with its
              mission. Donations generally will be accepted from individuals, partnerships,
              corporations, organizations, government agencies or other entities without limitations –
              unless acceptance of gifts from a specific source is inconsistent with the Foundation‟s
              values and mission.

              This policy will operate in accordance with any Board gift acceptance policy.

              Procedures:

              The Foundation strives to ensure donors and prospective donors have the greatest
              degree of confidence and trust in how their gifts are being used. All staff and volunteers
              who solicit donations on behalf of the Foundation must:
                      ensure that requests and solicitation materials are accurate and reflect the
                          Foundation‟s mission and intended use of the solicited funds
                      encourage donors to seek independent financial/legal advice if proposed gift
                          is a Planned Gift and/or the Foundation has reason to believe the proposed
                          gift may significantly affect the donor‟s financial position, taxable income or
                          relationship with other family members.

              Once gifts are received, the Foundation will:
                     ensure the intended use of the solicited funds are applied to further the


                                                                                                      144
           Foundation‟s charitable purpose
          ensure donors receive appropriate, timely acknowledgement and recognition
          accept and retain donor and gift information in accordance the Foundation‟s
           Privacy Policies
          serve the interests of the donor by ensuring gifts are used in accordance with
           donor‟s intentions, conditions or restrictions
          obtain explicit consent from donors before altering the conditions of a gift
          ensure that donors are receipted, if requested, as per the Income Tax Act
           and following the guidelines provided by the Canada Revenue Agency
           (CRA). The Foundation will comply with its Tax Receipting Policy (#XXX).

FORMS OF GIFTS ACCEPTED

The Foundation accepts the following types of gifts:

          Cash and near cash: including cheques, money orders, credit cards, and
           other legal tender
          Bequests
          Life Insurance: including irrevocably assigned ownership and death benefits
           of a paid-up policy or a policy where premiums remain to be paid, or a policy
           that names the charity as a beneficiary
          Registered retirement plans where there has been a direct designation of the
           Foundation as a beneficiary to receive proceeds upon the death of the donor,
           or where the proceeds are gifted by way of a bequest
          Publicly-listed securities. Gifts of securities may be received in certificate form
           for deposit or transferred electronically to the Foundation‟s account. The
           securities will be managed as per the Foundation‟s Investment Policy
           Statement (refer to Board policies). The receipt amount of the gift will be
           based upon market value of the securities upon transfer to the Foundation on
           the date they are available for trade by CCFC
          Residual interests where property is gifted with the donor retaining the use of
           the property for the donor‟s lifetime or for a specific period of time, such as a
           Charitable Remainder Trust
          Gifts-in-kind where the property is not counter to or outside of the scope of
           the Foundation‟s mission and is useful in the Foundation‟s operations, where
           it is marketable and will be used for fundraising (eg: raffle or auction), and
           where it has no restrictions on use, display or sale, and does not have
           unreasonable carrying costs. Gifts will be valued on the date of receipt.

GIFT AGREEMENTS

Donors should complete and sign a gift agreement detailing the purpose of the gift,
payment schedule and how they wish their names to appear in donor recognition
materials. Please contact the Director of Development and Communications for advice
and counsel in this area when necessary.

A gift agreement must be used for:
             all gifts and pledges creating true endowment funds
             all pledges of $10,000 or more
             any on-going, multi-year obligation between a donor and CCFC


                                                                                          145
A gift agreement need not be used for gifts less than $10,000 which are
             gifts made by Dedicated Research Donors (monthly giving)
             current use and endowed gifts (where an agreement already exists) being
              deposited

RESTRICTED GIFTS

Unrestricted gifts will be used as the Foundation determines will best advance its
mission. Restricted gifts will be used for the purposed for which they were given.
Donors may direct the use of funds given to any approved initiative in consultation with
the Director of Communications and Development. Gifts designated to initiatives outside
of already approved priorities must be agreed to in advance. The Foundation retains the
right and responsibility to identify priorities.

A gift that is subject to donor conditions or restrictions will be held by the Foundation as
an externally restricted fund. The Foundation will accept restricted gifts over $25,000,
unless a lesser amount is approved by the Director of Communications and
Development. This type of gift is not associated with naming rights. For restricted gifts
over $10,000, a gift agreement (see Appendix #10) will be signed with the donor. The
donor may impose these conditions and restrictions upon giving the gift, but no
additional restrictions can be made at a later time.

If the Foundation is unable to use restricted gifts as specified by the donor after
acceptance, alternative uses will be discussed with the donor. If the donor is deceased
or legally incompetent and the charity is unable to contact a legal designate, the
donation will be used in a manner that is as consistent as possible with the donor‟s
original intent. If necessary, the charity will apply to the courts or the appropriate
regulatory body to obtain legal authorization to use the donation for other purposes.

MISCELLANEOUS

Costs such as legal fees, appraisals, commissions and taxes related to the acceptance,
maintenance and management of a gift will generally be the responsibility of the donor,
unless the Foundation agrees to assume some or all of these costs.

The value of a gift of property may be obtained independently by the Foundation through
an appraisal or other means of assessment.

The Foundation may seek legal counsel with regards to acceptance of a gift when
appropriate.

DECLINING AND RETURNING A GIFT

The Foundation may require research, legal guidance, and/or additional information to
reach a conclusion regarding acceptance of a gift. Every possible effort will be made to
inform the donor in a timely manner if it appears that a gift may not be accepted.
Alternate types of gifts will be proposed by the Foundation where a gift cannot be
accepted.

A gift may be declined where:


                                                                                          146
              the gift is contingent upon terms and conditions that are inconsistent with
               the mission, vision, values and/or policies of the Foundation
              the gift or terms of a gift is unethical, discriminatory or violates any
               federal, provincial or municipal laws or regulations
              the Foundation is unable to honor the terms or restrictions of the gift or
               maintain the gift appropriately
              the gift could expose the Foundation to liability or loss of reputation
              the donor‟s values are inconsistent with the values of the Foundation
              ownership and/or maintenance of the gift is deemed to be unreasonably
               costly by the Foundation
              the gift is contingent on the Foundation‟s expenditure to a particular
               recipient

The decision to decline a gift must be approved by the CEO and the Board of Directors
will be advised as appropriate.

After a gift has been received and a receipt has been issued, the property cannot be
returned to the donor without a court order as it becomes part of the Foundation‟s
charitable assets.

EXCEPTIONS TO THIS POLICY

The Foundation is sensitive to the particular needs of individual donors, and may modify
the terms and conditions of gift acceptance in certain circumstances. The Director of
Communications and Development will review requests and further consult with the CEO
where the request is reasonable. When appropriate, the CEO will recommend
exceptions to the Board of Directors for approval.

DEFINITION OF TERMS

Donor: an individual, organization, group, foundation or corporation who gives a gift or
service to the Foundation and receives no payment or compensation

Gift: a voluntary transfer of property with no expectation of consideration or benefit by
the donor or anyone designated by the donor




                                                                                        147
                                                                                  Administration Manual


                                                                                                      Policy # 68



SUBJECT: Donation Entry and Recording                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and           REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Donation Entry and Recording

              Policy:

              The Foundation values its donors and recognizes the importance of maintaining current
              and accurate giving records.

              Procedures:

              The following outline gift processing steps for donations to the National Office. See
              Revenues Policy #34 for donations received in other offices and by
              Chapters/CIDs/Affiliates.

                            Donor information will be updated in the donor database if the information
                             on the cheque and/or response form is different. Note the date of change
                             in the record.
                            Gifts will be recorded according to the donor‟s intended use, i.e. specific
                             program or project, endowment, etc.
                            Record in the system the source of the gift, i.e. direct response appeal,
                             special event, personal solicitation, etc.
                            Prepare a weekly report of gifts to be circulated to appropriate staff for
                             information and special acknowledgement attention.

              Acknowledge all gifts within five business days using appropriate thank you letters based
              on the gift level.



                                                                                                      148
                                                                                     Administration Manual


                                                                                                        Policy # 69



SUBJECT: Gift Acknowledgement                             EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and              REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       1.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Gift Acknowledgement

              Policy:

              The Foundation strives to ensure donors have the greatest degree of confidence and
              trust in how their gifts are being used.

              Procedures:

              All gifts to the National Office will be acknowledged accordingly:

                           All gifts will be acknowledged within five business days using appropriate
                            thank-you letters based on the gift level. If receipts are included, they must
                            feature the wording required by CRA.
                           The Board chair will send an additional thank-you letter to donors of gifts of
                            $500 or more.
                           The Director of Communications and Development will call donors of $500-
                            999 to thank them personally.
                           The CEO will call donors of $1,000 or more to thank them personally.

              Future consideration will be given to implementing this policy at regional and local level.




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                                                                                   Administration Manual


                                                                                                      Policy # 70



SUBJECT: Principles for Corporate Support or            EFFECTIVE: September 30, 2008
Donations

DEVELOPED BY: Director of Communications and            REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                      PAGES :        1    OF       2.

ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Principles for Corporate Support or Donations

              Policy:

              As part of expanding its base of support, CCFC is willing to consider partnerships with
              and gifts from the corporate sector. CCFC recognizes that corporations, as profit-centred
              organizations, have obligations to their shareholders, boards and employees to be
              successful. CCFC also recognizes that companies support the nonprofit sector not only
              out of a desire to be helpful, but also with a hope of a return or benefit to the companies.

              CCFC, as an independent nonprofit organization, will not accept cash or real property
              gift, pledge of support or non-cash gift or services or enter into any partnership with any
              company or organization that produces products that are or may be harmful to the
              inflammatory bowel disease (IBD) community.

              See Board Policies and Procedures Manual for Rx&D Code which must be adhered to
              by any pharmaceutical company that proposes to do business with CCFC.

              Procedures:

              The Crohn‟s and Colitis Foundation of Canada (CCFC) believes that it can best fulfill its
              mission through a broad base of support from various sources. However, to maintain its
              independence and objectivity, it seeks to identify any areas where there may be real or
              apparent conflicts of interest or where the mission, programs, projects and
              independence of CCFC could be compromised.


                                                                                                       150
Given these realities and both legal and ethical considerations, CCFC is willing to
negotiate partnerships and accept support from the corporate sector in ways that will
benefit and recognize the supporting companies while enabling CCFC to better achieve
its mission without compromising its principles.

CCFC will at all times maintain a neutral position on educational and treatment issues
and concerns.

CCFC will only solicit and accept support for activities that are consistent with its
mission.

CCFC will only accept funds for research, informational and educational activities when
the content is to be determined by CCFC or an independent group designated by CCFC.

CCFC will maintain complete control, consistent with any donor restrictions acceptable
to the Foundation, of all funds provided by corporations, organizations and individuals.

CCFC will not accept any support that implies or requires endorsements of products.

Acknowledgements for corporate support will be limited to the companies‟ names, logos
or slogans that are an established part of the supporters‟ identities, trade names,
addresses and telephone numbers.

Recognition of major corporate support will be developed in cooperation with the
corporate donors and will be consistent with the level of support and CCFC‟s mission
and purpose. CCFC will seek to develop recognition opportunities that are appropriate
and meaningful for both the supporting companies and CCFC.

CCFC‟s intangible intellectual assets, including its name and other work, will be
protected at all times. Donors will not be permitted to use the CCFC name or other items
for commercial purposes or in connection with the promotion of any product, unless
agreed to in writing by the Director of Communications and Development.

CCFC board and staff reserve the right to refuse any donation of cash or other real
property, services, noncash gifts or any other forms of support if such support is not in
keeping with the above principles or for other reasons that CCFC deems appropriate.




                                                                                        151
                                                                                  Administration Manual


                                                                                                     Policy # 71



SUBJECT: Donor Recognition and Naming                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and           REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                     PAGES :         1   OF       3.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Donor Recognition and Naming

              Policy:

              Donor recognition is intended to:
                         express gratitude for support
                         provide incentive and example to potential donors and motivate current
                            donors to give more generously
                         create and nurture positive relationships with donors and the donor
                            community.
                         ensure consistency in the manner in which donors are treated

              Donors will be recognized within the approved Donor Recognition Program.

              Procedures:

              Cash Gifts

              All gifts of $5,000 or greater are listed in the annual report. Recognition and stewardship
              plans for donors are developed and administered by the Director of Communications
              and Development in concert with the CEO.

              Gifts-In-Kind

              Donors of gifts-in-kind are not generally recognized due to the requirement for valuation.
              However, where a valuation is appropriate, the Foundation will follow Policy #43.


                                                                                                     152
Other Gifts

Other types of gifts may be recognized through vehicles such as the annual report
and/or newsletters at the discretion of the Director of Communications and
Development.

Sponsorship

The Foundation has a sponsorship program which provides for recognition of sponsors.

A corporation that receives a tax receipt for a charitable gift cannot be promotionally
recognized. Any recognition beyond being listed alphabetically within other donors is
considered by the CRA to be a marketing benefit to the corporation. Therefore, if a
company chooses a non-charitable or business receipt, there are not legal restrictions
related to recognition, and the corporation may use the expenditure as a business
deduction.

NAMING OPPORTUNITIES: Legacy Grant Program

The Crohn's and Colitis Foundation of Canada Legacy Grant Program is an opportunity
to make a leadership gift to inflammatory bowel disease research in the name of an
individual, family, organization or corporation.

The deadline to have a grant named in the current year is May 15th of each year, except
as otherwise authorized by the CEO under exceptional circumstances. Grants are
announced the following May and are promoted in various CCFC materials throughout
the year.

The number of Legacy Grants available to be named is limited to the number of grants,
scholarships and fellowships awarded each year. If all the current Legacy Grants have
been named, donors may name a grant in the next year.

$3,000 Summer Student Scholarship
The Summer Student Scholarship program is designed to provide short-term support for
Canadian undergraduates who wish to obtain introductory training in gastroenterology.
Co-funding for these scholarships comes from the CIHR.

$10,000-$40,000 Doctoral and Post-Doctoral Awards
In partnership with other organizations including provincial research granting agencies,
these awards support junior-level researchers focused on IBD related topics.

$50,000 Innovations in IBD Research Grant
The Innovations in IBD Research Grant funds novel or innovative approaches to IBD
research. This one-year grant is intended to stimulate and support research which may
not be encompassed within the boundaries of traditional research.

$150,000 Grant in Aid of Research (named for 1 year),
$450,000 Grant in Aid of Research (named for full 3 year period of grant)
The CCFC Grants in Aid of Research program, CCFC's core research program, is



                                                                                      153
intended to support research on inflammatory bowel disease. These prestigious three
year grants are awarded to investigators working alone or in collaboration with others.

Under exceptional circumstances, the CEO may authorize different naming
opportunities.

A donation of for naming opportunities must be a gift of cash - either in the form of a
straight donation or as the result of net fund raising proceeds from an event held for this
purpose.

In the case of numerous donors giving towards one Legacy Grant, to make it easier,
CCFC will track the donations sent to the national office. Donors will need to indicate to
which Legacy Grant they are contributing.

Funds directed toward event sponsorships, tickets purchased or donations for other
CCFC events are not counted toward the naming of a Legacy Grant.

Recognition Policies – Major Donor Program:

              All Forms of donor recognition and acknowledgement will be in keeping
               with the policies and procedures of CCFC.
              Acknowledgement of a pledged gift will commence upon confirmation in
               writing of the pledge.
              If a pledge is not completed, the donor‟s name will be included in the
               giving level that reflects the actual funds received.
              If a pledge is not completed as promised, it may result in the donor‟s
               name being removed from the donor recognition system
              Corporate matching funds received, as a result of contributions by
               individual subscribers, will be listed under the appropriate corporate
               name.
              Donations made in memory of someone will be recognized in the same
               way as other donations.
              Except in the circumstance above, most listings should reflect the name
               to whom the tax receipt has been issued. The donor must approve all
               listings.
              In the case of bequests, the name of the estate will be considered the
               donor, and will be subject to the same donor recognition at the
               appropriate level, as would any other donor.
              In all cases, a donor‟s wish for anonymity will be respected.




                                                                                        154
                                                                                   Administration Manual


                                                                                                     Policy # 72



SUBJECT: Major Gift Donation                             EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and             REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                       PAGES :        1   OF      2.

ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Major Gift Donation

              Policy:

              CCFC will engage in the identification, cultivation, solicitation and stewardship of Major
              Gift donors.

              Procedures:

              A Major Gift to Crohn‟s and Colitis Foundation of Canada is defined as:

              All outright philanthropic donations equal to or greater than $10,000 whether it is a one
              time donation or a donation pledged over an extended period of time. Multiyear pledges
              for major gifts are encouraged, but for no more than three to five years. The donor may
              give to CCFC through the following vehicles:

                       A personal solicitation by a staff or volunteer through the major donor program,
                        by filling out the appropriate gift agreement.
                       Through a direct mail promotional appeal, online, or through one of CCFC‟s
                        events.
                       Through a third party where by the beneficiary is Crohn‟s and Colitis Foundation
                        of Canada.
                       Or, gives the unsolicited donation through one of CCFC‟s
                        Chapters/CIDs/Affiliates.




                                                                                                      155
Also, CCFC will NOT consider sponsorship arrangements as a major gift, and such
arrangement will be defined by the sponsorship agreement worked out between CCFC
and the company or companies involved.




                                                                            156
                                                                                     Administration Manual


                                                                                                        Policy # 73



SUBJECT: Gifts of Securities                             EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and             REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                       PAGES :         1   OF       2.

ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Gifts of Securities

              Policy:

              CCFC will actively solicit gifts of securities in line with the Foundation‟s Investment
              Policy Statement.

              Procedure:

              The following are instructions for making a gift of securities to the Crohn‟s and Colitis
              Foundation of Canada (CCFC). Using the Gifts of Securities Form (see Appendix #11)
              will enable CCFC staff to identify gifts of securities from donors, which in turn, will allow
              donors to receive their acknowledgement letters in a timely manner.

              When a staff member receives an inquiry regarding a share donation, the donor should
              be referred to the Director of Communications and Development or a delegate. The
              fundraising staff will send out the Gifts of Securities Form to this donor to complete.

              Acknowledgement
                       When a gift of securities is received, the Director of Finance and
                         Administration will notify the fundraising staff person responsible of the
                         value of the donation and that it has been received. The Gift of Securities
                         form will also be forwarded to the fundraising staff.
                       The fundraising staff member will notify the Chapter (where the donation
                         belongs to a Chapter) as the Chapter is responsible for acknowledging



                                                                                                         157
              the gift. CCFC should thank the donor within 48 hours of receipt of the
              stock.
             National Office will issue receipts to the donors.


Investments

The policy of Crohn‟s and Colitis Foundation of Canada is located in the Investment
Policy Statement included in the Board of Director Policy Manual. Donated securities
will be sold immediately if they are not in compliance with the policy.




                                                                                        158
                                                                                Administration Manual


                                                                                                  Policy # 74



SUBJECT: Sponsorship                                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and          REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                    PAGES :        1   OF       7.

ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                           Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Sponsorship


              Policy:

              Sponsorships provide CCFC with resources that are essential to furthering its mission.
              Specifically, CCFC receives financial assistance, services or gifts-in-kind from the
              sponsor in return for specific benefits.

              Sponsorships may be arranged with individuals, corporations, service clubs and other
              sponsors approved by the CEO.

              In order to maximize and create consistency in sponsorship opportunities the Director of
              Communications and Development is designated to facilitate the development of overall
              sponsorship benefits for campaigns, programs or events that are national in scope, while
              acting as a resource to the Regional Directors and local Chapters.

              Purpose of Sponsorship Policies

              The purpose of this Statement of Policy, and the guidelines expressed herein, is to
              ensure the following:
                          to provide guidance to staff responsible for securing sponsorship.
                          to ensure all sponsorship revenue received by CCFC complies with
                             Canada Revenue Agency rules and regulations.
                          to ensure that sponsorship funds are reported, recorded and recognized
                             accurately


                                                                                                   159
              to provide an outline for boundaries within which sponsorship is taken
              to provide a clear direction throughout CCFC in matters of sponsorship
              to improve coordination of effort among staff and
              to ensure the acquisition and management of sponsorships to be in line
               with the strategic plan, and business plan.

Scope

This Statement of Policy and the guidelines expressed herein are to be used internally
by all CCFC staff and volunteers in the creation and administration of sponsorships.

The creation and administration of sponsorships are the responsibility of the Director of
Communications and Development who will oversee sponsorship program development
and implementation. Should a difference of opinion arise amongst staff members,
volunteers, or sponsors in respect to the application of this Statement of Policy, the
Director of Communications and Development shall determine its proper application.

This Statement of Policy and guidelines contained herein may be amended at any time
with the approval of the Director of Communications and Development.

Legal Name

In the creation and administration of all sponsorships, CCFC will be referred to solely by
its legal name.

The legal name of CCFC is Crohn‟s and Colitis Foundation of Canada.


Procedures:

1) Definitions:

        i) Sponsorship: An agreement between a charity and an organization, where the
        organization provides the charity with money, goods or services, to support its
        activities or programs, in return for some benefit. Therefore funds, goods and
        services received through sponsorship arrangements cannot be considered a
        gift. Revenues received from a sponsorship are not eligible for tax receipts.
        Exceptions will be approved in advance by the Director of Finance and
        Administration.

        ii) National vs. Local: National Sponsorship involves the company‟s exposure in
        major markets across Canada. Local Sponsorship involves exposure within a
        defined geographic area.

        Example: Company ABC is classified as a national sponsor on the Heel „n‟
        Wheel-a-Thon because it receives logo presence on sponsor banners in every
        community in Canada.




                                                                                      160
       Example: Company XYZ is classified as a local sponsor because it receives logo
       placement on the Heel „n‟ Wheel-a-Thon brochure and event site in Ottawa and
       Kingston.

       Example: Company 123 is classified as a local sponsor because it receives
       exposure in the Halifax site only.

2) Cultivation:

The cultivation and solicitation of sponsorships shall be authorized for the following
purposes:
            to attract revenues
            to foster and encourage an ongoing relationship with the sponsor, who
               will be cultivated as a potential donor;
            to develop and arrange sponsorships subject to the policies outlined in
               this document.
            to create awareness of CCFC in communities.

3) Usage of the Account Strategy Process

All staff and volunteers engaged in cultivating, soliciting or stewarding a sponsor shall
participate in the account strategy process and ensure that any contact with a sponsor
reflects the account strategy developed internally by staff.

4) Volunteer/Staff Obligations:

Each staff person and/or volunteer involved in securing sponsorship for CCFC shall be
responsible for ensuring that CCFC shall not be exposed to any of the following risks:
            Financial risk to the Foundation
            Direct and third party liability
            conflict of interest
            influence of sponsors
            embarrassment from inappropriate sponsorships (alliances with a
               company whose image is contrary to our mission)
            undertaking an event program, or activity on the basis of promise of
               sponsorship, when it does not materialize
            undervaluing sponsorship
            low cost effectiveness
            lack of strategic alignment
            conflict with international standards

5) Sponsor Recognition:

The Foundation shall recognize the contribution of the sponsor in an appropriate manner
to be mutually agreed upon between the sponsor and the Foundation:
           CCFC will not endorse a sponsor‟s product or services
           every sponsor shall be treated fairly with regard to the value of the
               sponsorship
           a benefits package will be developed for every program which offers
               sponsorship


                                                                                         161
                 an evaluation and reporting system will be developed to provide feedback
                  to both the sponsor and CCFC.


6) National Programs Benefits Package:

The Director of Communications and Development will develop a benefits package and
have final approval over the content, structure and organization of any sponsored
project. The Foundation shall have the final approval over the nature (signage, materials,
money, product giveaway, etc.) of the sponsorship.

7) Local Programs Benefits Package:

The Director of Communications and Development will provide support to the senior staff
responsible for the development of local program sponsorship. The Regional Director
will have final approval over the benefits package.

8) Resolution of Conflicts

Overall sponsorship is the responsibility of the Director of Communications and
Development to ensure increasing revenues and increasing values of the sponsorship
benefits. Any conflict, differences of opinion or issues that may arise from time to time
involving the administration, management, or evaluation of sponsorships, shall be
resolved by the CEO.

9) Measurable Benefit to CCFC:

The sponsorship arrangement must demonstrate a measurable benefit to the
Foundation. Factors to be considered when assessing the potential of a sponsorship
arrangement include revenue potential, potential for new leads for major gifts or
additional involvement with CCFC, networking with other sponsors, opportunities to
promote CCFC in the community, attract volunteers, advocate and disseminate
meaningful IBD research education, care or prevention messages.

10) Risk Benefit Analysis

Sponsorships must be based on a data-driven risk/benefit analysis to identify and
manage the risks. Potential risks to be evaluated include, but are not limited to: financial
exposure, legal liability exposure, human resources costs, undervaluing CCFC
properties, confusion or conflict between the Crohn‟s and Colitis Foundation of Canada‟s
mission and the sponsors image.

11) Exclusivity

Exclusivity is not the preferred arrangement and will be granted with the approval of the
Director of Communications and Development. An offer to sponsor a CCFC program or
event may include exclusivity to sponsorship from an industry or sector. When
exclusivity is granted it means that no other competing organization in the sponsor‟s
industry or sector can have an arrangement of sponsorship on that specific program or
event, i.e., Company ABC is the exclusive company in X industry in the Heel „n‟ Wheel-



                                                                                        162
a-Thon. Other companies in this industry may participate in the event or program but not
in a sponsorship capacity either nationally or locally, and this extends to on-site visibility,
i.e. corporate mascots. With regard to organizations that produce or offer products
associated with IBD exclusivity will not be granted.


12) Title Sponsorship:

Title Sponsorship is not the preferred sponsorship arrangement, where an organizations‟
name and/or logo precede the actual program name, i.e., Company XYZ Heel „n‟ Wheel-
a-Thon. The rights to exclusivity of the Title sponsor to promotion, recognition and
signage, shall be determined on a case by case basis. The CEO will approve all National
Title Sponsorship arrangements. There will be no local Title sponsorship arrangements.
All Title Sponsorship arrangements will include a cash fee paid directly to CCFC from
the sponsor for the rights to be a Title Sponsor.

13) Presenting Sponsorship:

Presenting Sponsorship is when an organization‟s name and/or logo follows the actual
program name prefaced by “Presented by”. The rights to exclusivity of the Presenting
sponsor to promotion, recognition, and signage, shall be determined on a case by case
basis. The CEO will approve all National Presenting Sponsorship arrangements. There
will be no local Presenting sponsorship arrangements. All Presenting Sponsorship
arrangements will include a cash fee paid directly to CCFC from the sponsor for the
rights to be Presenting sponsor.

14) Sponsorship Letter of Agreement: (see Appendix #12)

   a) Any Sponsorship arrangement requires a formal letter of agreement. Letters of
      Agreement clearly identify the roles and responsibilities of sponsor and CCFC.
      This includes the timing, quantity and quality of sponsor deliverables, and states
      deliverable benefits from CCFC to the sponsor. Both parties should sign Letters
      of agreement. The Letters of Agreement for local sponsorship shall be signed by
      the CEO and the Director of Finance and Administration where there is any
      commitment made on CCFC‟s behalf, following approval of the Director of
      Communications and Development.

   b) Any national sponsorship agreement must be approved by the Director of
      Communications and Development plus the CEO in writing and signed by
      Director of Finance & Administration and the Director of Communications and
      Development. One original copy of the agreement shall be held in Sponsorship
      agreement files at the CCFC National Office and 1 copy will be provided to the
      sponsor.

   c) CCFC has a standard letter of agreement which shall:
         Be in writing
         Consider a threshold amount
         Have the signature of the person with the appropriate delegated authority
           to bind the corporation.
         Outline benefits from the sponsor to the charity



                                                                                           163
              Outline benefits from the charity to the sponsor
              Outline term and any renewal conditions
              Outline sponsor recognition
              Outline what happens if the sponsored activity is cancelled
              Outline performance standards
              Acknowledge that parties are independent business entities
              Acknowledge the right of the charity to engage in similar or identical
               projects
              Acknowledge ownership of promotional materials, including control of
               their development
              Acknowledge ownership of the program or event
              Acknowledge trademark ownership
              Acknowledge indemnification of charity from liability
              Acknowledge that sponsor carries general liability insurance
              Acknowledge limitation of liability for charity
              Acknowledge protection for the charity from takeover bids and mergers
               involving sponsor
              Acknowledge that sponsor cannot terminate in the event of a change of
               control or ownership of assets
              Acknowledge that sponsorship shall not be construed as an endorsement
               of the sponsor‟s products or services
              Acknowledge that the sponsor is to pay for any PST or GST applicable in
               the transaction

15) Usage of CCFC Logo

Use of the Foundation‟s name, logo, or materials is only permitted with the written
consent of the Director of Communications and Development and all logo standards of
the Foundation must follow the guidelines of CCFC‟s Graphic Standards Manual. (See
Communications Policies)

16) Usage of Sponsor Logo:

Use of a sponsor‟s logo is only permitted with the written consent of the sponsor, and all
of the sponsor‟s logo standards must be complied with.

17) Donor Lists

The Foundation shall not give the sponsor access to donor lists. Any exception to this
must be approved by the CEO.

18) Non-Endorsement of Sponsor Product or Service

The sponsorship shall not constitute an endorsement by CCFC of the sponsor‟s specific
product, service or enterprise. Sponsorship letter of agreement must clearly state a non-
endorsement provision and on a case by case basis print material pertaining to the
sponsorship must include this clause:

               Crohn’s and Colitis Foundation of Canada gratefully acknowledges the
               support of their sponsors, however, this acknowledgement does not


                                                                                         164
               constitute an endorsement of the sponsoring organization’s products or
               services.

When the product is IBD related, the product will feature the following the above
statement. When the product is not IBD related, e.g. M&M Meat Shops, it may not
feature the above statement.

19) Sponsor‟s Statement of Support

Sponsor may use the following statement: “Proud corporate sponsor of (insert program
logo)” when support is at a minimum of $50,000. When a corporation supports CCFC
with a minimum of $50,000 in support in more than 1 program sponsor may use: “Proud
corporate supporters of (insert CCFC logo)”. CCFC must approve the use of these
statements.

20) Sponsors and their affiliated companies

All of the conditions described herein that apply to a corporate sponsor must apply
equally to that organization‟s franchise(s) and subsidiaries if involved, as well as to any
third parties (agents, other sponsors etc.) associated with the organization in connection
with the project.

21) Ethical Considerations

AFP (Association of Fundraising Professionals) Code of Ethics
i) All persons acting on behalf of CCFC in promoting sponsorships will conduct
themselves with accepted AFP professional standards of ethics, accuracy, truth and
integrity.

Conflict of Interest:
ii) In all matters involving sponsorship, the interest of CCFC must take priority. In cases
of potential conflict of interest or actual conflict of interest, those acting on behalf of
CCFC must declare the conflict to the parties involved

No influence by Sponsors:
iii) CCFC sponsorship arrangements must not influence the ability to carry out the
mission or any initiatives to fulfill the mission.

No conflict with CCFC mission:
iv) CCFC will not enter into sponsorships with organizations that are not aligned with our
corporate mission.

Alcohol & Tobacco
v) CCFC will not accept funds directly from tobacco companies. Acceptance of
donations from alcohol related companies will be determined on a case by case basis.




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                                                                                      Administration Manual


                                                                                                         Policy # 75



SUBJECT: Planned Gifts                                    EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and              REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                        PAGES :         1   OF       2.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Planned Gifts

              Policy:

              The policy of the CCFC is to inform, serve, guide or otherwise assist donors who wish to
              support the CCFC activities, but never under any circumstances to pressure or unduly
              persuade.


              Procedures:

                           CCFC is authorized to encourage donors to make both outright and deferred
                            gifts. The types of deferred gifts to be offered include life insurance, bequests
                            and such other gift arrangements as comply with the Foundation‟s Gift
                            Acceptance Policy. All program, solicitation plans, and activities shall be
                            approved by the Foundation Board, or delegated by the Board to the CEO.

                            Persons acting on behalf of CCFC shall in all cases encourage the donor to
                            discuss the proposed gift with independent legal and/or tax advisors of the
                            donor‟s choice as to ensure that the donor receives a full and accurate
                            explanation of all aspects of the proposed charitable gift.

                            The CEO or his/her delegate is authorized to negotiate planned gift
                            agreements with prospective donors, following program guidelines approved
                            by the board.



                                                                                                          166
    All planned giving arrangements requiring execution by CCFC shall first be
    reviewed and approved as to form the CCFC‟s legal counsel, where
    necessary. Where substantially the same agreement is used repeatedly, only
    the prototype needs to be approved.

   For giving levels and benefits reference the Donor Recognition Policy.




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                                                                                  Administration Manual


                                                                                                     Policy # 76



SUBJECT: Memberships                                   EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Communications and           REVIEWED/REVISED
Development

DATE DEVELOPED: September 29, 2008                     PAGES :         1   OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



              POLICY TYPE : Fundraising
              POLICY TITLE: Memberships

              Policy:

              Official CCFC membership is codified in the Constitution. Staff will administer this
              program per the Board and CEO‟s direction.

              Staff of the Foundation are not eligible for membership while employed by CCFC, and
              may only hold an Executive position within a Chapter one year after leaving the
              Foundation‟s employment.

              Refer to CCFC Constitution for further information on membership.




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                                                                                     Administration Manual


                                                                                                         Policy # 77



SUBJECT: Volunteer Toolkit                                EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                    REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                        PAGES :        1    OF       1.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                 Chief Executive Officer


               POLICY TYPE : Volunteers
               POLICY TITLE: Volunteer Toolkit

               Policy:

               The CCFC Volunteer Toolkit will be available to all volunteers, staff and board members
               ( and others as approved by the appropriate manager).

               Procedures:


               The Toolkit will be available on line and each year at least 2 sections of the tool kit will
               be updated. The Toolkit DVD is available from the Director of Volunteer Programs and
               will be made available online in the future.

               The Toolkit contains a wealth of information, including standard forms and sample letters
               used by local groups and staff on a day-to-day basis.


               The Director of Volunteer Programs will administer the updating and maintenance of the
               Toolkit and approved by the Director of Regional and Volunteer Affairs or another
               member of the Senior Management Team.




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                                                                                    Administration Manual


                                                                                                      Policy # 78



SUBJECT: Volunteer Database                               EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                    REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                        PAGES :        1   OF      5.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



               POLICY TYPE : Fundraising
               POLICY TITLE: Volunteer Database

               Policy:

               The Foundation values its volunteers and recognizes the importance of maintaining
               current and accurate volunteer records.

               Procedures:

               The following are guidelines for maintaining and updating the information in the CCFC
               Volunteer Database.

                        Volunteer records are current and up-to-date
                        Update volunteer information in the database when needed or at least monthly
                        Become familiar with and adhere to the overall CCFC privacy policy as it pertains
                         to the volunteer database as well as The CCFC National Volunteer Database
                         Privacy Policy, (see below).
                        Safely secure all passwords associated with the database and not share this
                         information with anyone (other than other CCFC staff as appropriate), unless
                         otherwise approved by the Director of Regional and Volunteer Affairs or the
                         Director of Volunteer Programs
                        Ensure that volunteer records are safely secured while in use and any printed
                         data should be securely stored or safely discarded
                        Not share personal data in the database with anyone outside of the CCFC staff,
                         without the permission of the individual volunteer




                                                                                                      170
      Only use volunteers‟ personal data for the purpose it was originally collected and
       as outlined in The CCFC National Volunteer Database Privacy Policy

In addition to the Director of Regional and Volunteer Services, the following CCFC staff
will have access to the volunteer database:

      All RDs and VSCs (each will only have access to their own volunteer records for
       volunteers in their Chapters/Region/District)
      The Director of Volunteer Programs and the Manager of Chapter Services (each
       will have admin access to the database, with the Director of Volunteer Programs
       acting as the primary site administrator)



                   The CCFC National Volunteer Database Privacy Policy

Note:     CCFC operates under specific privacy policies which include volunteer
information. This policy is specific for the Volunteer Database, but falls under CCFC‟s
overall privacy policies. If a volunteer inquires or expresses concerns about collection of
his/her personal information, this policy may be shared and will likely be more useful for
the stakeholder than the general privacy policies.

Overview
CCFC collects and stores, in an electronic, web-based database, information about its
volunteers. Indicated below are details on how this information is collected, managed
and used in order to protect the privacy of our volunteers.

Please note that CCFC complies with federal and provincial privacy legislation, as
applicable.

What Personal Information we Collect:
Personal information is any information about an identifiable individual except an
employee‟s name, title, business address or business phone number.

CCFC collects personal information in order to maintain current data about our
volunteers. Only a volunteer‟s CCFC staff representative and the Director of Volunteer
Programs will have access to a volunteer‟s information. This information includes but is
not limited to contact information (name, address, e-mail, telephone numbers, etc.), age,
birthday, skills, membership status, CCFC volunteer history, awards/recognition
received, interests, likes/dislikes.

Volunteers may contact their staff representative at any time to check their individual
record for accuracy.

The Purpose for Collecting Your Information:
The CCFC may use the information we collect for the following purposes:
    Contacting present or past volunteers or individuals who have expressed an
      interest in volunteering with the CCFC
    Maintaining information on the availability of volunteers, volunteer history, areas
      of interest, skills of the volunteer



                                                                                          171
      Analyzing the number, type and activity level of our volunteers
      Recognizing our volunteers by keeping track of type of recognition previously
       issued and knowing which ones are upcoming in the future
      As a national organization, being accountable to our volunteers by knowing who
       they are and how best to service them based on their individual and collective
       needs

You may refuse, change, review or withdraw your information as outlined in this
document. If your information will be used for any other purpose other than what is
outlined in this document, CCFC will seek your prior consent.

Knowledge and Consent:
CCFC collects information about its volunteers with the individual‟s prior consent. In
certain circumstances, consent may be sought after the information is collected, but
before use (i.e. when we want to use information for a purpose not previously identified).
If you wish to withdraw your consent, please contact your CCFC staff representative,
who will give details on how to go about doing so.

Protecting Your Information:
Volunteer information will be stored in a password protected database available to select
CCFC staff as outlined in this document. Staff generating and distributing any reports
which contain personal information from the database must ensure the information will
not be copied or used for any purposes not specified in the original consent.
With the database, each staff member is assigned a unique login name and password
which gives them access to only the information about volunteers in the Chapters with
which they directly work. All staff are informed about the privacy of personal information
and its implications, including confidentiality obligations with respect to personal
information.

Retention of Your Personal Information:
CCFC retains your personal information for as long as you are a volunteer with the
Foundation. Unless you clearly withdraw your consent, we will retain your name and
volunteer history with the Foundation beyond the end of your active volunteer
relationship, for a maximum of 10 years, so that we may archive your participation in the
organization and retain the information for you should you decide to volunteer again in
the future.

Our Guarantee to You:
In order to protect the privacy of our volunteers, the CCFC adheres to the following
guidelines as it pertains to the collection of personal information for the volunteer
database:

      Accountability: This means making sure that someone within the organization is
       directly responsible for the protection of personal information. The CCFC has
       appointed the Director of Finance and Administration as our official privacy
       commissioner, and the Executive Director of the CCFC IBD Research Institute
       and Scientific Liaisons as the associate privacy commissioner. They are
       responsible for how the CCFC collects and/or uses personal information and
       ensuring the Foundation operates in line with the federal and provincial privacy
       legislation.



                                                                                        172
      Identifying Purposes: We will ensure our volunteers know up-front exactly why
       we are collecting personal information and how that information is going to be
       used and disclosed.

      Consent: Permission will be sought for the collection of personal information --
       and the subsequent use or disclosure of this information.

      Limiting Collection: We will limit the collection of personal information to that
       which is necessary to fulfill the specified purpose.

      Limiting Use, Disclosure, Retention: If we have collected personal information
       for a specified purpose, with the consent of our volunteers, that information will
       not be used for another purpose, except with the consent of the volunteer, or as
       required by law.

      Accuracy: We will make every effort to ensure personal information will be
       accurate, complete and up-to-date.

      Safeguards: We will take adequate measures to ensure the security of the
       information we collect. The level of security will be appropriate to the level of
       sensitivity of the information.

      Openness: Our information practices and policies relating to the collection, use,
       and disclosure of personal information will be transparent, and our volunteers will
       be made aware of them.

       Our general Foundation privacy policy will be posted on the CCFC web site.
       Copies will be available upon request.

      Individual Access: We will allow volunteers the opportunity to see what
       information has been gathered about them, and allow them the opportunity to
       correct it.

      Challenging Compliance: We have implemented a process for complaint and
       redress. If a volunteer feels that any of the 10 principles outlined above are
       violated, they are free to contact our Privacy Officer.

Answers to Five Common Questions Asked by Volunteers About Data Collection:

1. Why are you asking for my information?

CCFC uses your personal information to communicate with you through mailings,
telephone calls, etc.
CCFC uses your information about skills, likes/dislikes to ensure the appropriate use of
your talents in the service of our organization
CCFC uses health information in order to help ensure the proper response to any health
situation that may arise during our activities and events

2. How will my information be used?




                                                                                           173
Your information will be stored in a secure, password protected database and will be
used for the purposes outlined above, or otherwise communicated to you for your prior
consent.

3. Who will be able to see my information?

Only your CCFC staff representative may see your information. On occasion, the
Director of Volunteer Programs, who is the Administrator of the database, may also see
your information for the purpose of collecting national data and information.

4. Will there be any secondary uses?

There will be no other users other than outlined above.

5. How can I control my data?

All volunteers are free to "opt out," or "opt-in," to the data collection or its use,
particularly in the context of secondary uses not related to the primary purpose of
collection, by contacting their CCFC staff representative. As well, you may contact your
CCFC staff representative for the opportunity to see and correct your personal
information.




                                                                                      174
                                                                                    Administration Manual


                                                                                                     Policy # 79



SUBJECT: Volunteer Expectations                          EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                   REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                       PAGES :        1    OF       1.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer


               POLICY TYPE : Volunteers
               POLICY TITLE: Volunteer Expectations

               Policy:

               The CCFC will provide volunteers with a “Volunteer Expectations Guide”.


               Procedures:

               This Guide will be updated/reviewed at least every 2 fiscal years. It will codify
               expectations between staff and volunteers.

               Please see full document in Volunteer Toolkit and refer to Appendix #14.




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                                                                                 Administration Manual


                                                                                                    Policy # 80



SUBJECT: Recognition                                   EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                 REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       1.
ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                            Chief Executive Officer



               POLICY TYPE : Volunteers
               POLICY TITLE: Recognition

               Policy:

               The CCFC will have a diversified Volunteer Recognition Program used at all levels of the
               Foundations volunteer structure.

               Procedures:

               The Volunteer Recognition Program will be reviewed at least every 2nd fiscal year by the
               Volunteer Advisory Council. Details of the Recognition program are located in the
               Volunteer Toolkit and the CCFC‟s website.




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                                                                                     Administration Manual


                                                                                                        Policy # 81



SUBJECT: Diversity                                       EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                   REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                       PAGES :         1   OF       1.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer


               POLICY TYPE : Volunteers
               POLICY TITLE: Diversity

               Policy:

               The CCFC is committed to creating an inclusive environment where all individuals are
               respected and welcomed. To this end, volunteers, staff and other stakeholders are
               encouraged to engage in activities which foster participation by all segments of their
               community.

               Procedures:

               The Manager of Chapter Services or another delegate of the Director of Regional and
               Volunteer Affairs will provide insight and training in Diversity as required. Translation of
               Foundation materials will be conducted annually to meet the growing need of our
               constituents. Stakeholders will be given support and training from the Manager of
               Chapter Services and Regional Staff to undertake activities to support the Diversity
               Initiative. Activities may include developing partnerships with community organizations,
               ensuring fundraising and education events are inclusive and by participation in
               multicultural health fairs and community events. In communities with a diverse
               demographic, Chapters may nominate a Diversity Chair and/or convene a Diversity
               Taskforce to assist with this effort. Regular highlights of this program will be shared
               through FOCUS on Diversity, a bi-monthly newsletter circulated to volunteers and other
               stakeholders.

               See Diversity Statement in Appendix #16.



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                                                                                Administration Manual


                                                                                                  Policy # 82



SUBJECT: Youth Program                                EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                REVIEWED/REVISED: August 24, 2009
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                    PAGES :        1   OF      1.

ISSUED BY: Chief Executive Officer                    AUTHORIZING SIGNATURE:

                                                                                          Chief Executive Officer


               POLICY TYPE : Volunteers
               POLICY TITLE: Youth Program

               Policy:

               The CCFC will maintain a program to foster the engagement of youth in the mission of
               the Foundation. (Youth are described as ages between 15 & 24).


               Procedures:

               This program will be reviewed (using prescribed measures as detailed in 2008 operating
               Plan) on a yearly basis by the Director of Volunteer Programs and the Manager of
               Chapter Services in conjunction with the CCFC Senior Management team.

               See Appendix #13 for Youth Advisory Council Terms of Reference.




                                                                                                  178
                                                                                 Administration Manual


                                                                                                  Policy # 83



SUBJECT: Regional Offices                              EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                 REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                            Chief Executive Officer




               POLICY TYPE : Volunteers
               POLICY TITLE: Volunteer Advisory Council

               Policy:

               The CCFC from time to time will create a Volunteer Advisory Council (VAC).

               Procedures:

               Terms of reference in Appendix #17.

               Council will be made up of representatives from all facets of CCFC‟s volunteer
               population.




                                                                                                   179
                                                                                    Administration Manual


                                                                                                        Policy # 84



SUBJECT: Volunteer Conflict of Interest                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                   REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                       PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer


               POLICY TYPE : Volunteer
               POLICY TITLE: Volunteer Conflict of Interest

               Policy:

               Conflict of interest exists when an individual is involved in a decision regarding a matter
               where there is a real or perceived benefit to that person or someone related to him/her.
               This benefit may be a financial gain or another personal or professional advantage.

               Procedures:

               Volunteers should notify their local staff representative and remove themselves from
               situations where conflict of interest exists. CCFC staff should also notify volunteers
               where they feel there is a possible or existing conflict of interest.

               If a potential or actual conflict of interest arises while conducting Foundation business,
               the conflict shall be disclosed immediately in writing to the Chapter Executives and
               appropriate CCFC staff representative. If necessitated by the scope or nature of the
               issue, the CEO shall also be notified of the conflict. The individual may be required to
               withdraw from the decision-making process to alleviate the real or perceived conflict.

               Volunteers may not accept monetary or other payment for duties which they perform in
               the course of Foundation volunteer business. An exception to this is the SMAC of the
               IBDRI who honoraria are described in the Research Section of this Manual.

               Foundation property and information must only be used for approved CCFC volunteer
               activities.

               Under special circumstances honorariums maybe paid to researchers, guest speakers,


                                                                                                        180
other special event volunteers at the discretion of staff Regional Directors, the Senior
Management Team and/ or the CEO from time to time. At least two members of one of
the above staff groups must approve the payment together.

Suppliers and other relevant stakeholders must be selected objectively and based on
business merit, with the best interests of the Foundation in mind, and without regard to
personal relationships.

A CCFC Confidentiality Agreement is available to be used when volunteers may be
involved in a specific role such as a fundraising event committee member or a special
project.

See Appendix #18 for Volunteer Confidentiality and Non-Disclosure Agreement which
leadership volunteers may be required to sign from time to time.




                                                                                       181
                                                                                 Administration Manual


                                                                                                    Policy # 85



SUBJECT: Regional Offices                              EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                 REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                            Chief Executive Officer




               POLICY TYPE : Chapter Services
               POLICY TITLE: Regional Offices

               Policy:

               The CCFC may maintain staff representation (referred to as Regional Offices or District
               offices) across the country.

               Procedures:

               CCFC will maintain the appropriate level of staff representation in each Region as
               needed. This will be reviewed annually by the Director of Regional and Volunteer
               Affairs, Director of Finance and the CEO in consult with Director of Volunteer Programs,
               and appropriate Regional Directors or other staff as may be needed.




                                                                                                    182
                                                                                  Administration Manual


                                                                                                    Policy # 86



SUBJECT: Chapter Structure                              EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                  REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                      PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                            Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Chapter Structure

               Policy:

               The CCFC will provide several structural options for volunteer groups as described in the
               Foundation‟s Constitution. Standards for these groups can be referred to in the
               Volunteer Toolkit

               Procedures:

               The Volunteer Toolkit will provide options regarding group structures.




                                                                                                    183
                                                                                 Administration Manual


                                                                                                    Policy # 87



SUBJECT: Chapter Fundraising                           EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                 REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                            Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Chapter Fundraising

               Policy:

               The CCFC will maintain a policy on the scope of Chapter Fundraising iniatives that are
               further enhanced by the Chapter Standards. (Chapter Standards – see Appendix #19)

               Procedures:

               These will be reviewed by the Director of Regional and Volunteer Affairs and the Director
               of Development and Communications. See current chapter fundraising scope in
               Appendix #20.




                                                                                                    184
                                                                                    Administration Manual


                                                                                                     Policy # 88



SUBJECT: Chapter Expectations                            EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                   REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                       PAGES :        1    OF       1.

ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Chapter Expectations

               Policy:

               The CCFC will provide Chapters with a “Chapter Expectations Guide”


               Procedures:

               This Guide will be updated/reviewed at least every 2 fiscal years. It will codify
               expectations between CCFC Chapters and their staff representatives.

               Please see full document in Volunteer Toolkit and refer to Appendix #21.




                                                                                                      185
                                                                                 Administration Manual


                                                                                                   Policy # 89



SUBJECT: Chapter Standards                             EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                 REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                     PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                            Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Chapter Standards

               Policy:

               CCFC Chapters are subject to the requirements of the CCFC Constitution and in
               addition, the CCFC‟s Mission, Vision and Values Statement.

               Procedures:

               Standards are created by CCFC volunteers in conjunction with a staff representative
               (usually Director of Volunteer Programs) to provide a single set of requirements for
               groups wishing to participate in the CCFC and benefit from the name and identity of the
               Foundation. Staff is also required to abide by the Standards.

               These Standards are to be reviewed by the Director of Regional and Volunteer Affairs or
               a delegate at least every 5 years or as needed and recommended by the Board or
               CCFC‟s CEO.

               See Appendix #19.




                                                                                                    186
                                                                                     Administration Manual


                                                                                                        Policy # 90



SUBJECT: Congress                                        EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                   REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                       PAGES :         1   OF       3.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Congress


               Policy:

               CCFC will hold an annual Congress meeting for Volunteers, Board of Directors and staff
               and, from time to time, other stakeholders as needed. This meeting is followed by the
               CCFC‟s Annual General Meeting.

               Procedures:

               The annual Congress meeting is typically held in mid-October of each year.

               A Congress delegate kit will be distributed and is to include letters from dignitaries
               welcoming the delegates to the annual Congress.

               On the Saturday evening of Congress, there will be the Annual President‟s Dinner where
               CCFC volunteer, Chapter and Board presentations and awards will be handed out as
               dictated in other areas of this manual.

               See Appendix #6 for Staff Guidelines for Congress.




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In accordance with our Constitution, a memo is sent out in early spring of each calendar
year with the following details:

1. Congress and the Annual General Meeting of the Foundation will take place at the
NAME OF HOTEL, from DATE - DATE. Congress will open at 6:00 p.m. on Thursday
the ***and will end at approximately 11:00 a.m. on Sunday the ****. The Annual General
Meeting (AGM) will be the final session of Congress, on Sunday at 9:00 a.m. A formal
AGM notice from the CCFC Corporate Secretary will be sent out at a later date, as well
as more information about this year‟s Congress.

Preparations for Congress and the Annual General Meeting are under way now. It is
essential that all Chapters notify their staff representatives of the name and email
address of their duly elected Chapter Voting Delegate by June ***, 200*. (*Please see
below.)

2. ELECTION OF A CHAPTER VOTING DELEGATE

The current members of each Chapter are entitled to elect one member in good
standing** to represent them at Congress and the AGM. This delegate must not be
appointed or elected by any group other than the full membership of the Chapter.
Please note the following policy and constitutional requirements:

 The Chapter Voting Delegate is elected by a vote of the full membership and shall
represent and vote on behalf of the Chapter.
 The Chapter Voting Delegate need not necessarily be a member of the Chapter
Executive but must have a good understanding of Chapter activities and be able to
effectively contribute to Congress business activities.
 In the event that an elected Chapter Voting Delegate is unable or unwilling to fulfill
his/her duties, and it is too late to hold another election, the Chapter Executive may
appoint an alternate.

3.   ROLES AND RESPONSIBILITIES OF A CHAPTER VOTING DELEGATE

Chapter Voting Delegates have a full schedule of meetings and workshops from
Thursday evening until Sunday noon. It is expected that Delegates will take part in all
sessions. Delegates are accountable to the members of their Chapters and will be
responsible for delivering information obtained at Congress to the Chapter membership.
Voting delegates will vote on Saturday afternoon at Regional Meetings, and on Sunday
morning at the Annual General Meeting.

4.   EXPENSES

The CCFC will cover the authorized costs of Chapter Voting Delegates attending
Congress. These include: conference registration, travel expenses to and from
Congress, hotel room (shared except for special circumstances), and meals provided
during Congress. The CCFC will cover only the cost of economy „Seat Sale‟ air travel or
the least expensive alternative transportation (e.g. mileage to a maximum of „Seat Sale‟
air fare). Air travel arrangements must be arranged through the Regional Offices to
ensure the most economical rates. Extra costs incurred by changing flight arrangements
will not be covered by the Foundation.



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A Chapter may not subsidize anyone to attend Congress with CCFC funds.        Only the
National Office will reimburse expenses.

** A member in good standing is a full member who meets the requirements in the
Constitution (Item 3.1) and who has paid the appropriate annual fee for members. If you
are unsure of your membership status, please contact ***name of staff person
responsible for membership renewals/records at xx or by phone at: 1-800-387-1479.




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                                                                                  Administration Manual


                                                                                                     Policy # 91



SUBJECT: Chapter Voting Delegates                       EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                  REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                      PAGES :        1   OF      1.

ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                           Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Chapter Voting Delegates


               Policy:

               Each CCFC Chapter will have the right to elect a Chapter Voting Delegate from their
               membership to attend the Annual Congress and be present and able to vote at the
               CCFC‟s Annual General meeting.


               Procedures:

               Please see Volunteer Toolkit for specific Election and congress details




                                                                                                     190
                                                                                    Administration Manual


                                                                                                       Policy # 92



SUBJECT: Chapter Recognition Survey                      EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                   REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                       PAGES :        1    OF      1.

ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                               Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Chapter Recognition Survey

               Policy:

               The CCFC will devise an annual Chapter Recognition Survey to provide an opportunity
               for individual Chapters to review their yearly activities.

               Procedures:

               The Survey is reviewed yearly by the Manager of Chapter Services in consultation with
               and approval by the Director of Volunteer Programs and Director of Regional and
               Volunteer Affairs.

               The survey is filled out by Chapter volunteer leaders each spring and sent in to
               Regional/District Offices by July 15 each year. The national office then completes the
               form by filling in year-end financial information provided by the Director of Finance and
               Administration.

               Points are tallied for each section, and at the end of the survey, added for a total score.
               The CCFC recognizes Chapters with the highest national and regional scores with
               awards (Award of Excellence and Outstanding Chapter Award). The survey presents all
               Chapters with a chance to celebrate their hard work and success, and chart their
               progress from year to year. It also serves as a good starting point for next year‟s “to do”
               list.




                                                                                                       191
                                                                                  Administration Manual


                                                                                                     Policy # 93



SUBJECT: Chapter Awards                                 EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                  REVIEWED/REVISED: October 5, 2009
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                      PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Chapter Awards

               Policy:

               The Foundation will recognize and award Chapter Excellence through its Chapter
               Recognition Program periodically.

               Procedures:

               Chapter Recognition Surveys are submitted electronically and final points are tabulated
               in an excel spreadsheet by the Manager of Chapter Services. Financial data is provided
               by the Director of Finance and Administration. Once surveys have been submitted,
               regional staff has an opportunity to review submitted surveys including financial data and
               to confirm the scores submitted by their local groups.

               Chapters are placed in to one of three population categories: - Major Metropolitan Areas,
               Cities and Communities. The Chapter of Excellence and Outstanding Chapter Awards
               will be presented to those chapters with the highest point total in each of the population
               categories. Chapters who receive the Chapter of Excellence and Outstanding Chapter
               Awards are not eligible for additional Chapter Recognition Awards.




                                                                                                     192
Chapter Recognition Pyramid (diagram):




                                 Chapter of Excellence

                                  Outstanding Chapter
                                        Awards

                              Chapter Recognition Awards
                                      -Chapter Leadership
                                   -Financial Accountability
                                   -Volunteer Development
                                   -Education & Awareness
                                         -Partnerships
                                         -Fundraising



Chapter Recognition Award recipients will be selected by a committee consisting of the
Director of Volunteer Programs, the Manager of Chapter Services and three additional
members. Final recommendations will be sent to the Volunteer Advisory Council for
endorsement. Chapters must achieve top points in the respective section on the Chapter
Recognition Survey including feedback from the written section at the end of each
section. Additional support information will be solicited from regional staff
representatives as needed.

All award recipients must meet the Chapter Standards of the CCFC.

See Appendix „Terms of Reference for Chapter Recognition Awards‟ for more
information.




                                                                                   193
                                                                                   Administration Manual


                                                                                                         Policy # 94



SUBJECT: Chapter Annual Elections                        EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Regional and                   REVIEWED/REVISED
Volunteer Affairs

DATE DEVELOPED: September 29, 2008                       PAGES :          1   OF     2.

ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer


               POLICY TYPE : Chapter Services
               POLICY TITLE: Chapter Annual Elections

               Policy:

               CCFC Chapters annually hold elections for the various volunteer chapter positions as
               detailed in the Constitution, chapter standards and volunteer toolkit

               Procedures:

               Chapters hold annual elections in the Spring for the following Executive positions:
               President, Treasurer, and two other volunteer leaders. The ideal term of office for all
               Chapter Executive positions is one year, with the new term beginning each July. A
               Chapter Voting Delegate is also elected to represent the Chapter at the annual
               Congress.

               All new CCFC Chapter Leadership volunteers will participate in a CCFC/Volunteer
               Programs Orientation conducted by the Director of Volunteer Programs – this may be
               done in person, by phone, by web chat or any other means deemed appropriate.
               The areas that will be covered in this orientation will at minimum include:

                         -CCFC history – Who we are, and what we do!
                         -Mission Vision Values
                         -governance model
                         -volunteer/staff expectations
                         -financial procedures
                         -fund raising programs and guidelines policies
                         -volunteer program and guidelines and policies


                                                                                                         194
       -Education and Research Programs and policies
       -Chapter Standards and Chapter and Volunteer Awards and Recognition
       programs
       -CCFC volunteer Career paths

And any other topics that may pertain to that volunteers new role




                                                                             195
                                                                                  Administration Manual


                                                                                                    Policy # 95



SUBJECT: CCFC Staffing Support                         EFFECTIVE: September 30, 2008

DEVELOPED BY: Executive Director of the CCFC           REVIEWED/REVISED
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 29, 2008                     PAGES :        1    OF      2.
ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                            Chief Executive Officer

               POLICY TYPE : IBD Research Institute
               POLICY TITLE: CCFC Staffing Support

               Policy:

               CCFC staff support facilitates the connection between the expert scientific community
               focused on IBD research and the mission of CCFC to find cures for Crohn‟s disease and
               ulcerative colitis.

               Background:

               The Scientific and Medical Advisory Council of the IBD Research Institute is the primary
               interface between the CCFC and the research community focused on topics relevant to
               the mission to find cures for Crohn‟s disease and ulcerative colitis. The CCFC National
               board established the IBD Research Institute in 2003 to provide advice and expertise in
               matters regarding research. The original proposal arose out of the IBD 2002 symposium
               recommendations to help meet new challenges and needs in building the number and
               size of research programs. As such, CCFC staffing support has increased a senior level
               with the Executive Director of the IBDRI providing direct support and taking a lead at
               integrating additional staff resources at peak periods and for special initiatives.

               Procedures:

               The Executive Director of the IBDRI and Scientific Liaison (ED) reports to the CEO on
               the IBDRI, CCFC knowledge translation and partnership activities. The ED also provides
               day-to-day guidance, brokering and supervision of research administration and
               knowledge translation to accelerate the CCFC‟s increasingly influential scientific agenda
               was another aspect of this position. The ED also assists the CEO in providing support


                                                                                                     196
for the Research Committee of the Board. The three main task areas for the ED relate
to:

    1. Facilitating the optimal deployment of CCFC research investments with scientific
       and medical input from the IBDRI.
    2. Engaging in all aspects of knowledge translation as they are relevant to the
       CCFC both internally and in relation to the variety of stakeholder groups.
    3. Fostering partnerships with other funding agencies, corporations and
       government programs that promote and sustain IBD research.

With regard to arrangements for travel reimbursements to cover costs of researchers
attending CCFC-organized meetings (e.g. the Grants Review Committee meeting held
annually), submitted charges and other costs follow the same guidelines as outlined
earlier in this document (see the “Expenditures and Signing Limits” and “Travel” sections
above).

The contents of this manual are to be interpreted in conjunction with the Terms of
Reference of the IBDRI. This document will undergo periodic updates and will be
versioned to ensure that the latest versions of each are used for cross-referencing
purposes.




                                                                                        197
                                                                                  Administration Manual


                                                                                                     Policy # 96



SUBJECT: Membership                                     EFFECTIVE: September 30, 2008

DEVELOPED BY: Executive Director of the CCFC            REVIEWED/REVISED
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 29, 2008                      PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



               POLICY TYPE: IBD Research Institute
               POLICY TITLE: Membership

               Policy:

               The CCFC will engage members of the IBD research community to create a
               collaborative network comprised of active researchers, clinician-scientists, and their
               support staff that will advance mission-relevant areas scientific and medical knowledge.

               Background:

               Initial membership for the IBDRI was the same as the Professional membership of the
               CCFC. Beginning in the summer of 2008, Professional members have been
               grandfathered in as members of the IBDRI wider membership.

               Procedures:

               The membership of the IBDRI will consist of all researchers and interested individuals
               who:
                  1. At any time received CCFC funding.
                  2. Are or were research trainees or faculty members who have received funding
                     from the CCFC in partnership with other granting agencies.
                  3. Members of the IBD research community who have been part of CCFC grants
                     review panels or who have been invited to do external reviews of project
                     proposals.
                  4. International experts who were invited to and participated at IBD 2002 and/or IBD
                     2005 and wish to maintain an “active link” with the IBDRI. The “active link” will be


                                                                                                     198
      determined by an annual emailed roll-call conducted by the CCFC using the full
      membership list. Persons not responding to these membership information
      update requests (e.g. just confirming accuracy of contact information will suffice)
      will be deemed to have declined membership.
   5. Other parties at the discretion of the CCFC, upon approval by the ED of the
      IBDRI and/or the CEO.

This inclusive membership policy carries the requirement that members are still actively
interested in pursuing and keeping up to date with IBD research.
     Current Professional members of the CCFC will be offered the choice to become
        Institute members once the new value offering for Professional members (more
        oriented toward clinicians who do not have specific research interests) is fully
        developed.
     Members will not be required to pay an annual membership fee.
     Members will be eligible to nominate and be nominated for membership in the
        Scientific and Medical Advisory Council of the IBDRI and various SMAC/IBDRI
        task forces.
     CCFC reserves the right to amend membership criteria as implementation of
        systems and processes require further refinement of these membership
        procedures.




                                                                                      199
                                                                                    Administration Manual


                                                                                                         Policy # 97



SUBJECT: Scientific and Medical Advisory Council          EFFECTIVE: September 30, 2008

DEVELOPED BY: Executive Director of the CCFC              REVIEWED/REVISED
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 29, 2008                        PAGES :        1   OF      7.
ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



               POLICY TYPE : IBD Research Institute
               POLICY TITLE: Scientific and Medical Advisory Council

               Policy:

               The CCFC will facilitate a nomination process for a leadership group of the IBDRI called
               the Scientific and Medical Advisory Council (SMAC). The SMAC will represent the IBDRI
               in providing advice to the CEO, supported by the Executive Director, on scientific
               matters relevant to the mission of the CCFC.

               Background:

               The leadership team of the IBD Research Institute plays a crucial role in informing the
               decisions regarding how, where and how much to invest in different forms of research
               programs and support. This group represents the IBDRI as a whole and ensures that the
               CCFC is at the cutting edge of science when informed and advised by the IBDRI.

               The SMAC provides advice to the Foundation via the CEO working with the support of
               the Executive Director of the IBDRI and Scientific Liaison (ED). The ED reports to the
               CEO who, in turn, reports to the National Board of the CCFC. Specifically:

                            The SMAC and ED advise the CEO who reports to the CCFC Board of
                             Directors, which governs the Foundation on behalf of its constitutionally
                             defined membership. Therefore, the SMAC needs to clearly communicate
                             process and outcome milestones achieved by CCFC-funded research.




                                                                                                         200
          The SMAC works with the ED and/or other CEO-approved delegate(s) and
           support to ensure the efficient administration of the Foundation‟s research
           and education programs.
          The CEO, overall, is responsible for the strategic direction and management
           of the CCFC research and education programs, and is accountable to the
           CCFC Board of Directors. The administration and implementation of these
           responsibilities has been delegated to the ED of Research who shall be
           assisted by the SMAC.

The CCFC Board of Directors reserves the right to appoint a Board Research Committee
(comprised of CCFC Board Directors) to assist the Board with oversight, monitoring plus
counsel to the CEO through whom the IBDRI interacts with the Board.

Note: While the CCFC desires SMAC involvement and counsel in its research activities,
the CCFC reserves the right to initiate research programs, projects and funding
decisions on its own when SMAC involvement is deemed not to be required or cannot
be facilitated in time to inform decisions.


Procedures:

The work of the Institute will be coordinated by the ED. The SMAC is a successor body
to the IBDRI Executive Council. It is a non-governing council that makes research
recommendations to the CCFC regarding scientific reviews, research priorities, research
capacity building, new program development, etc.

SMAC Core Group

The SMAC shall consist of a Core group plus an Advisory Cabinet. The Core group will
include the Chair, Vice-chair, Immediate past Chair, the Chair of Research and, in ex-
officio capacity, the CCFC CEO and ED IBDRI. Membership of the Core group of the
SMAC will:
      Form standing and/or task-focused, time-limited committees from among the
         larger SMAC membership
      Be responsible for screening nominees for SMAC membership (Subgroup as
         outlined in Nominations and Elections section below).
      Assist the ED (or other CEO delegate) in overseeing nominations and selections
         for SMAC positions where more than one qualified nominee is eligible
             o SMAC members will recommend to the CCFC who, from among the
                 current SMAC membership, should move into the roles of President-elect
                 and Chair of Research.
      Advise the CCFC on the construction and administration of research activities,
         programs and events.
      Work with the ED IBDRI to develop metrics and/or benchmarking approaches to
         gauge the success of current CCFC research programs.
      Assist and advise the CCFC on strategies, initiatives, as appropriate.
      The Chair of the SMAC Core group, the ED and the CEO will be ex-officio
         members of all SMAC committees.




                                                                                    201
      The Chair of Research is of central importance to the CCFC and works closely
       with the core SMAC leadership group with ongoing specific tasks. The following
       outlines the responsibilities of the Chair of Research and succession planning for
       this position:
           o Works with the Nominations committee to select standing Scientific
               Review Committee of 3-4 individuals to oversee Innovations, Visiting
               Scientist and GIA reviews. Logistics and review tracking will be handled
               by CCFC staff in support of the Scientific Review Committee.
                    The Scientific Review Committee will be formed yearly and meet
                       at least once, in person, during the GIA review session typically
                       held in the spring. Other review decisions made among this group
                       will occur in tandem with particular review deadline dates and will
                       not require the full group‟s input. All decisions regarding funding
                       are recommendations subject to CEO approval. The CEO must
                       take into account prevailing CCFC financial circumstances and
                       applicable CCFC Board directives.
           o To be nominated as Chair of Research, an IBDRI member must have
               some experience as a Scientific Review Committee member.
           o In conjunction with the ED, oversees the peer review process for grant
               applications submitted and provides a ranked list of applications
               submitted to the Grants in Aid program for consideration of funding to the
               CCFC CEO.
           o Works with the Chair of the SMAC and the ED of Research to propose
               and develop metrics the CEO and/or the CCFC Board of Directors (as
               appropriate) will use to assess the success of current research programs
               and to suggest new programs.
      The Vice-Chair is the de facto Chair elect. He or she will be the successor to the
       Chair unless he or she is unable to take on the additional tasks associated with
       the Chair role.

SMAC Advisory Cabinet

The Advisory Cabinet of the SMAC will consist of three Chair positions plus five
members-at-large. This group will form a core working group for the IBDRI for ongoing
priorities and arising needs as delineated by the SMAC.

The three Advisory Cabinet Chairs are:
     1. Research Capacity Building
         Primary focus: Attract and retain junior researchers and clinicians who will
           add basic and applied IBD research as career priorities.
               o Programs of finding and funding doctoral and post-doctoral fellows
                   for productive research teams will be a priority to build long term
                   research capacity devoted to IBD research.
               o The CAG has seen increased numbers of new researchers
                   developing projects related to IBD research. CCFC has been a
                   reliable and generous co-funder with CIHR. Similar efforts with other
                   funding agencies willing to co-fund (e.g. other Health Charities and
                   government funding agencies such as the FRSQ, AHMRF, etc.) will
                   be approached for similar activities.
         Junior faculty development.



                                                                                       202
               Visiting Scholar programs (both to and from Canada).

    2. Clinical Research
            Primary Focus: Advising on strategies and programs to accelerate the
               update of evidence-based research results into clinical practice.
            Provides commentary and access to opinion leaders and experts
               regarding the development of research-informed practice guidelines
               relevant to the prevention, management and treatment of IBD and IBD
               symptoms.
            Provides and assists with the selection and procurement of content for
               medical reviews of articles and clinical research trends for use in CCFC
               publications.
            Promotes the clinical translation (“bench to bedside”) aspect of
               knowledge translation through a variety of vehicles with support from the
               ED.

    3.        Scientific Symposia
                 Primary Focus: Developing a productive environment of scientific
                    exchange and learning among scientists and clinicians working in areas
                    both directly and indirectly related to IBD.
                           i. Oversees development of advertisements for the purpose of
                                alerting the scientific and clinical research community that funds
                                are available to support symposia.
                          ii. Provides guidance on how to shape symposia requests and
                                organization and reviews them. After assessing relevance to
                                mission (with SMAC input when additional opinions are needed
                                to make an objective assessment) and merit of the proposal, the
                                Chair makes recommendations to the ED of Research regarding
                                the funding of the request and the recommends an amount of
                                funding.
                         iii. Application processes and criteria for assessment will be
                                developed with the ED of Research and disseminated throughout
                                the larger IBDRI membership and externally as appropriate.
                 Planning and providing guidance to CCFC staff (led by the ED of
                    Research) for Symposia and/or workshops that the CCFC intends to
                    host and help to determine the strategic priorities and directions of the
                    IBDRI.
                           i. . The Chair will work with CCFC to recruit a larger organizing
                                committee for a larger triennial/biennial research planning events
                                ensuring broad and inclusive as well as international
                                representation. IBD 2009 is scheduled for April 23rd through 26th
                          ii. Smaller symposia and/or workshops will be sponsored by CCFC
                                and/or held at different external meetings for the purpose of
                                advancing science supporting efforts to find cures for IBD.

        The five members-at-large will include one international representative from
         among the IBDRI current or prospective membership who will be chosen for
         his/her ability to provide an effective external perspective to the SMAC.




                                                                                              203
      Chairs of the Advisory Cabinet can be nominated from among the members-at-
       large group and/or from the wider IBDRI membership if their background and
       credentials make for a clear fit.

The five Members-at-large of the Advisory Cabinet (One of whom will be based outside
of Canada) will be selected such that:
            Provide additional input and assist as needed on subcommittees (e.g.
                IBD 2009 planning group).
            These positions were created with the intent that “participant-observers”
                will gravitate toward chairs after getting involved in committee work
                beforehand.
            The international representative will be chosen for his or her ability to
                situate CCFC-sponsored efforts into the international IBD research
                environment and provide external input.

Honoraria

Honoraria will be offered to compensate for the regularity of input to the CCFC and total
work volume. Specific payment arrangements require either Social Insurance Numbers
for those receiving direct payments or any required information to pay incorporated
entities or institutional accounts to which members would like to direct their payments.
Payments are made at the end of the year on a cycle that will begin October 1, 2008.
Annual honoraria associated with these roles will be:

            o   Chair: $10,000
            o   Chair of Research: $8,000
            o   Vice Chair: $2,000
            o   Past Chair: $2,000
            o   All Advisory Cabinet members: $2,000

As mentioned, honoraria will be offered to compensate for the regularity of input to the
CCFC and total work volume. Availability for two of the four quarterly conference calls
will be considered the minimum input for all SMAC members; SMAC members not
meeting this minimum requirement will not be paid honoraria.

Involvement may also include input in reviewing grants, selecting external reviewers,
serving on steering committees of specific projects, etc. These additional contributions in
assisting the CCFC will be considered in cases where regular participation in SMAC
teleconferences has not been possible.

Terms of Office

In most cases, the terms of office shall be two years (unless otherwise approved by the
CEO) for all SMAC members including the core group and the Advisory Cabinet.
     Terms commence October 1st, 2008. At this time, some members will be asked
       to accept three year terms so that, in advance of the two year time, a nomination
       process for half of the council positions can be conducted. This will allow for
       staggering of the recruitment of new and renewing member (half each year
       starting in October, 2010).




                                                                                       204
      The Past-Chair will typically serve for one year in that role unless an exception is
       approved by the CEO of the CCFC.

Participation in quarterly teleconferences
    Active participation at meetings (face-to-face once annually plus quarterly
        teleconferences) is expected. More than two absences without notice or three
        with notice will result in the SMAC Core group initiating a nominations process to
        find a new IBDRI member to fill the role. Honoraria may be withheld at the
        discretion of the CEO.

Responsibilities and Other Duties

       a) The SMAC will work with the ED of Research Institute to coordinate a
          productive distribution of work among the Chairs by:
          o Assisting Chairs with the recruitment and assignment of members for
             each specific ad hoc Committee (e.g. GIA Review, IBD 2009 planning
             committee, etc.).
          o Developing and/or approving work plans and protocols and
             recommending budgets for specific initiatives.
          o Reviewing reports provided by Program Chairs, including progress on
             work plans and budgets.
          o Making recommendations to the CEO of the CCFC on financial plans
             related to new and ongoing initiatives.
          o Other CCFC activities for these roles may be speaking engagements to
             represent the CCFC.

Committees

Standing Committees of the SMAC include:
     Nominations Committee
     Research Review Committee
The SMAC Core group may establish and appoint ad hoc committees and Task Forces
as needed to assist with the completion of the work of the IBDRI. Recruits for these
groups shall be selected from the larger IBDRI membership.

Nomination and Selection Process for SMAC

The Nominating Committee shall be a standing committee of the SMAC. It will consist of
the SMAC Chair, SMAC Past Chair and at least one Advisory Cabinet Chair selected by
the entire SMAC annually. The renewal date will be established so that new SMAC
membership can be presented by the CEO to the CCFC Board for their first meeting
following the summer (typically held in September). Prior to that time, with the assistance
of the ED, the Nominating Committee shall:

       (a) Canvass the IBDRI membership for skills- and experience-based nominees.
       (b) Assess the slate of nominees for the most appropriate “fit” with SMAC in
           discussion with the ED and CEO of the CCFC.
       (c) Present a slate of nominees for the following offices: SMAC Chair (should
           the Chair-Elect not be able to succeed the Chair), Chair-Elect, Research




                                                                                        205
    Chair, Advisory Cabinet Chairs and any ad hoc or Task Force Chairs as
    needed.
(d) The SMAC Core group will, in turn, recommend a slate of nominees for
    approval by the CEO. All SMAC appointees are subject to approval of the
    CCFC CEO.
(e) Ensure that annual nominations and appointments to the SMAC, its
    committees, sub-committees, and task forces are held consistent with
    policies approved by the CCFC (i.e. the CEO and/or Board).
(f) Assisted by the ED, report to the IBDRI membership following the
    appointments process with the names of all SMAC members, Committee and
    Task Force Chairs and members. Similarly, the ED in consultation with the
    SMAC will provide a slate of appointees to the CEO who shall inform the
    CCFC Board of Directors on SMAC composition for the upcoming year.




                                                                          206
                                                                                  Administration Manual


                                                                                                     Policy # 98



SUBJECT: Programs and Awards                            EFFECTIVE: September 30, 2008

DEVELOPED BY: Executive Director of the CCFC            REVIEWED/REVISED: August 24, 2009
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 30, 2008                      PAGES :        1   OF       4.
ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



               POLICY TYPE : Knowledge Translation
               POLICY TITLE: Programs and Awards

               Policy:

               The CCFC will have a balanced, scientifically informed research investment program
               consistent with the Board Research Policies and CCFC strategic direction aligned with
               the mission and values of the organization.

               Background:

               New initiatives have been and continue to be launched with input and guidance from the
               IBDRI. The ED of the IBDRI is active in the design and execution of these initiatives. The
               key program amongst others that have been generated is the Grants in Aid Program. It
               continues to be the vehicle through which the majority of CCFC‟s research funding is
               channeled. Through efforts such as the Annual Research Report Card, the CCFC will
               periodically evaluate research programs and awards initiated and maintained by the
               organization. These efforts will help to modify programs to adapt to changing
               environmental factors based on input from the SMAC of the IBDRI.

               Advertising and posting of opportunities in for CCFC funding, both through direct
               programs such as Grants in Aid of Research and indirect funding through partnership
               programs will be made in appropriate publications, web pages, conferences and other
               announcement venues. Staff throughout the organization will be informed of the
               strategies behind the investments and the development of new research programs.




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Procedures (by Program):

CCFC Grants in Aid of Research

The CCFC Grants in Aid of Research program is intended to support research on
inflammatory bowel disease (IBD). Grants are awarded to investigators working alone or
in collaboration with others. Grants will be awarded for a maximum of three years, not to
exceed $125,000 per annum (starting with the 2010 competition), in accordance with the
Board Policy Manual.

The deadline for receipt of these applications is typically the first Monday of November
each year. Applications are reviewed to ensure that they are complete. The Research
Chair of the SMAC assigns reviewers for the applications and the details of hosting the
review committee meeting are handled by CCFC staff support through the ED of the
IBDRI.

See Appendix #24 for instructions given to reviewers of grant applications, and Appendix
#23 for a sample award letter.

CCFC Visiting Scientist Program

The CCFC Visiting Scientist program is designed to allow Canadian institutions to bring
in productive scientists having expertise not available within the institution, and to allow
Canadian scientists to visit major international research centers in order to acquire
knowledge or new techniques related to IBD research.

For visiting scientists to Canada, the sponsoring institution must identify the candidate‟s
special expertise and the expected long-term research benefits of the visit. Visiting
scientists to Canada will receive a travel grant equal to direct economy airfare, and
financial assistance will be provided for housing and living expenses. If the visit results in
a loss of income, financial assistance will be provided. The host laboratory may apply for
a research allowance to cover some of the costs of materials, supplies, and expendables
required for participation in the research program to a maximum of $50,000.

For visiting scientists from Canada, the visit must result in the applicant acquiring
knowledge about new research concepts or technology related to IBD research, and the
sponsoring institution must guarantee the return of the Canadian scientist to his/her
position following completion of the award. Visiting Scientists from Canada will receive a
travel grant equal to direct economy airfare, and financial assistance will be provided for
housing and living expenses. If the visit results in a loss of income, financial assistance
will be provided. A research allowance to cover some of the costs of materials, supplies,
and expendables deemed essential for their participation in the research program may
be applied for to a maximum of $50,000.

Length of visit can range from 1 month (minimum) to 12 months (Maximum).
BD Research": A Special Competition
Innovations in IBD Research (Small grant Program)

This small grant program invites applications for proposals that are novel or innovative
approaches to IBD research. This grant is intended to stimulate and support research



                                                                                          208
which may not be encompassed within the boundaries of traditional medical research.
Research proposals must conform to high standards research excellence and innovation
as assessed by the Research Chair of the SMAC who, in consultation with other SMAC
members and informed on two external reviews using the same instructions as those of
the GIA program decides whether or not to recommend received proposals for funding.

Grants to a maximum of $50,000 for one year may be awarded per investigator. There
are two deadlines yearly for this competition: March 1st and September 1st.

For international grants (funding going outside of Canada), an agency agreement
satisfying CRA research expenditure criteria must be in place prior to funding being
made available.

See Appendix #25 for the Application Guidelines for this program

Student Book Prize Program

The CCFC awards an annual book prize (value $250) to deserving students at each
Canadian Medical School with a view to encouraging students in the area of
gastrointestinal disease. The SMAC chair of Research Capacity Building reviews these
applications in conjunction with the ED of the Research Institute.

Group Grants

This category of grants was discussed by the IBDRI membership gathered for IBD 2009.
Partnerships with CIHR team grant initiatives where CCFC can select teams and
projects applying for funding and make commitments on a project-by-project basis an
were selected as the appropriate vehicle to replace CCFC-initiated team Group Grants
until June 2011, at which time this policy will be reviewed.

The CCFC Research Leadership Award

The CCFC Research Leadership Award is honors a researcher who has made an
exceptional contribution to the Foundation's research program. This Award is outlined in
the Board Policy Manual and is made by a selection process described therein. The ED
of the IBDRI will solicit and collect nominations from the membership of the IBDRI.

Eligibility:
The Research Leadership Award will be presented to an individual who has participated
in the development and delivery of CCFC research programs, through participation in
the IBD Research Institute and the promotion of IBD research in Canada. This individual
has made an exceptional leadership contribution to the Foundation's Mission,
accelerating the search for the cure for inflammatory bowel disease. The nominee and
nominator must be Professional Members. The Award may be presented posthumously.

Selection:
The Award winner will be selected by the National Board of Directors, in consultation
with the CEO.

TimingIPresentation:


                                                                                        209
The Award may be presented annually. The Award will be presented at the Foundation's
Annual Congress. A suitable plaque and commemorative gift will be presented to the
Award winner. The Award will be publicized in Foundation and medical publications, as
well as in the recipient's local media.

Procedures:
    Nominations will be invited annually by the CEO, assisted by the ED of the
      IBDRI. Nominations are to be submitted to the ED of the IBDRI and/or the
      Executive Assistant of the CEO.
    A Selection Panel will be appointed annually by the National Board. The Panel
      will include three members of the National Board and the CEO. The Panel will
      make a recommendation (if any) to the National Board of Directors at its
      September meeting.
    The Award winner will be notified and invited to attend the presentation
      ceremony at Congress.
    The Panel will invite the confidential advice of members of the research
      community to assess nominations.




                                                                                  210
                                                                                     Administration Manual


                                                                                                        Policy # 99



SUBJECT: Research Knowledge Translation                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Executive Director of the CCFC             REVIEWED/REVISED: August 24, 2009
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 29, 2008                       PAGES :         1   OF       3.
ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                                Chief Executive Officer



               POLICY TYPE : Knowledge Translation
               POLICY TITLE: Research Knowledge Translation

               Policy:

               It is the policy of the CCFC communicate both the process and outcomes of research to
               a wide range of stakeholders.

               Background:

               Donors and other funders want to see how their dollars are employed to advance IBD
               research. Knowledge Translation (KT) is a concept that covers this and related
               processes such as the importance of developing approaches that engage donors and
               key stakeholders in the process designing programs of research.

               Procedure:

               KT is a broad concept encompassing many components. This creates a variety of
               definitions and a need for institutional clarification. CCFC will follow the evolving model
               espoused by CIHR which is informed by public, private and charitable health care
               funding agencies across Canada.

               Communicating the progress and excitement of IBD-related science facilitated by dollars
               raised by the generous and motivated institutional and individual donors and volunteers
               is a primary element of KT for CCFC. In the past, grant recipients have communicated
               back to the Foundation and the progress reports and final summaries have required


                                                                                                        211
variable amounts of editing for different CCFC publications (Gut Reaction, The Journal,
Annual Reports, etc.).

In addition to the traditional “push” efforts to disseminate to a broad set of audiences,
CCFC will employ “pull” and “brokering” methods. Put simply, push efforts focus on the
needs of knowledge users and seek to understand the needs of and tailor messages for
specific audiences (e.g. creating an appetite for research results). Brokering consists of
linkage and exchange activities that build and/or maintain relationships to exchange
knowledge and ideas.

On the push side, CCFC requests that grant recipients provide updates when their work
leads to research publications, invited talks and/or further grants from other sources.

On the pull side, CCFC stakeholders are keen to hear how project results help take
steps toward finding a cure and the significance of project results may have for IBD
sufferers and care-givers. Spreading the news that outcomes of work supported by
CCFC funding helps CCFC communication staff make sure that they can provide follow-
up directly. The ability of CCFC to provide informed answers CCFC-funded work and
other important advances in IBD research serves to increase the public‟s appetite for
more IBD research. Ultimately, this information is used to keep all CCFC stakeholders
informed and to increase support of the CCFC so that more research can be funded.

Regarding brokering functions, the CCFC is becoming more proactive in making links
between researchers and research programs as well as in organizing events that bring
together IBD researchers and different stakeholder groups. Through events such as IBD
2009, special research initiatives bringing multidisciplinary teams and external
stakeholders (which may include policy makers and governmental officials), the ED of
the IBDRI and Scientific Liaison will help to facilitate cure-directed advances in research
and help educate a range of stakeholders about IBD and the CCFC.

The following rules for grantees with regard to KT are designed to meet push, pull and
brokerage functions:

    1. Three months before the final payment is to be made for any Grant in Aid of
       Research, the CCFC will be requesting a report outlining:
          a. what work was undertaken in the grant
          b. what the main findings were
          c. if any research publications, presentations or other grants have come as
             a result of this CCFC grant

    2. At the completion of all grants (within 3 months post final date) the CCFC will
       require a report outlining:
           a. what work was undertaken in the grant
           b. what the main findings were
           c. if any research publications, presentations or other grants have come as
               a result of this CCFC grant

It is possible this report will be similar, if not identical, to the report as in 1 (for Grants in
Aid). However, it is also possible that in the final months of the grant, new work, new
findings, further publications and/or other research grants may result.



                                                                                                212
Failure to provide the report as in 1. (3 months before grant completion) will result in
delay of the final grant payment.

Failure to provide the report requested in 2. (at 3 months or less from grant completion)
will result in ineligibility for further application to the CCFC Grants in Aid of Research
competition.

   3. To help increase stakeholder awareness of CCFC-funded research, we would
      like to call on you during the term of the grant to:
       Recruit you or a member of your team to summarize your work in a brief
          article intended for a lay audience and/or to present to a lay audience or the
          media.
       Assist with public awareness of the CCFC‟s research program (e.g. being
          interviewed, participating in a panel discussion, etc.).
       Participate in relevant events designed to facilitate knowledge exchange.




                                                                                           213
                                                                                  Administration Manual


                                                                                                   Policy # 100



SUBJECT: CCFC Organizational Knowledge                 EFFECTIVE: September 30, 2008
Translation

DEVELOPED BY: Executive Director of the CCFC           REVIEWED/REVISED: August 24, 2009
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 30, 2008                     PAGES :         1   OF      2.
ISSUED BY: Chief Executive Officer                     AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



               POLICY TYPE: Knowledge Translation
               POLICY TITLE: CCFC Organizational Knowledge Translation

               Policy:

               It is the policy of the CCFC that the Board, management, staff and volunteers be
               informed about CCFC‟s programs and achievements related to research.

               Procedures:

               This policy lists the channels by which organizational KT is maintained by the ED of the
               IBDRI.

               Annual Research Report Card
                   A framework based on one outlined by the Canadian Academy of Health
                     Sciences has been approved by the Research Committee of the Board. Entitled
                     “Making an Impact: A preferred framework and indicators to measure returns on
                     investment in health research”, the report served to help select a subset of
                     indicators for monitoring CCFC research activities
                   The set of indicators by which to gauge Canada‟s contribution to research in IBD
                     with a focus on CCFC-funded researchers will be updated annually.
                   Public and internal comprehensive versions of the report will be developed.
                   The indicators cover the following six areas:
                         1. Administrative and Process Indicators
                         2. Advancing Knowledge



                                                                                                     214
           3.   Capacity Building
           4.   Informed Decision Making
           5.   Health Impacts
           6.   Economic & Social Impact

      A draft version of the Internal Comprehensive version of the Annual Research
       Report Card will be presented to the Research Committee of the Board in May or
       June.

Describing and updating donors about the status of the “Landscape of Research
in IBD”
     Create a presentation based on the Annual Research Report card that will
           o Summarize indicators and ideas for new topics and effective ways to
                communicate CCFC research highlights.
           o Gather local stories from researchers about how they are developing their
                lines of inquiry into IBD. These are used to build narratives into
                presentations to different stakeholder audiences.
           o Bring strategically important vignettes and stories to the attention of the
                staff.
     Present at least monthly at chapter presentations, research meetings, and/or
       institutional events.
           o Regional representatives at these meetings will have access to the
                material presented.




                                                                                    215
                                                                                   Administration Manual


                                                                                                    Policy # 101



SUBJECT: Special Initiatives                            EFFECTIVE: September 30, 2008

DEVELOPED BY: Executive Director of the CCFC            REVIEWED/REVISED
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 29, 2008                      PAGES :         1   OF       2.
ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



               POLICY TYPE : Knowledge Translation
               POLICY TITLE: Special Initiatives

               Policy:

               The CCFC will be able to advance science by providing agile, facilitative approaches to
               sharing information (“knowledge brokering” activities) and forming new efforts to
               accelerate the translation of science to accelerate progress toward potential cures for
               IBD.

               Background:

               Special initiatives are undertaken by the CCFC under the KT umbrella when they relate
               to supplying advocacy efforts with empirical evidence supporting summaries of the
               science related to aspects of IBD and recommendations which rely on the validity of
               these summaries. Initiatives may take the form of projects, reports or commissioned
               services to gather evidence that either currently does not exist (e.g. the large,
               multifactorial data set that will be generated by the GEM project) or exists and would
               best serve KT functions if properly re-packaged for particular audiences (e.g. the Burden
               of Illness of Crohn‟s disease and ulcerative colitis in Canada report).

               Procedures:

               The ED, with input from members of the IBDRI leadership team and membership, will
               work to develop special initiatives as approved by the CEO. The ED may at times
               undertake special initiatives at the request of the CEO and in some cases, the initiatives
               may originate externally or from the CCFC Research Committee of the Board.


                                                                                                      216
Conference Sponsorship Program

The CCFC IBD Research Institute will consider applications for financial support of a
limited number of requests to hold scientific meetings relevant to IBD. Interested
applicants are requested submit a one-page summary providing details of the meeting,
specifically addressing how the request applies to the CCFC mission of finding the cure
for IBD. A budget is required as well. Average awards are from $1,000 - $5,000.

Appendix #22 contains a copy of the current CCFC Research Symposium Sponsorship
Request Template.




                                                                                     217
                                                                                  Administration Manual


                                                                                                     Policy # 102



SUBJECT: Principles and Co-Funding Guidelines           EFFECTIVE: September 30, 2008

DEVELOPED BY: Executive Director of the CCFC            REVIEWED/REVISED: August 24, 2009
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 29, 2008                      PAGES :        1   OF       2.
ISSUED BY: Chief Executive Officer                      AUTHORIZING SIGNATURE:

                                                                                             Chief Executive Officer



               POLICY TYPE: Research Partnerships
               POLICY TITLE: Principles and Co-Funding Guidelines

               Policy:

               The CCFC will amplify the effect of the money it raises by matching with co-funders
               when these activities are consistent with the mission of finding cures for IBD.

               Background:

               The ability of the CCFC to participate in co-funding projects or other programs consistent
               with the organization‟s vision and mission is important to leveraging the donated dollars
               available for research leading to cures for IBD. The areas may include research capacity
               building (funding studentships, doctoral and post-doctoral fellowships, early and mid-
               career development awards, team grants, etc.), special initiatives and symposia.
               Toward this end, CCFC will seek out, be supportive of and develop such partnerships
               opportunities that fit with its vision and mission.

               Procedures:

               Programs external to the CCFC which promote and support IBD research and research
               capacity building will be sought and responded to for partnership opportunities.

               Staff, especially the ED Research and the CEO, will seek and respond to opportunities
               that add dollars to CCFC contributions in these areas. In all such cases, Memoranda of
               Understanding (MOUs) will be drafted and approved by CEO with the Director of
               Finance and Administration serving as a third signatory on behalf of the CCFC.


                                                                                                      218
A minimum of 1-to-1 matching of CCFC‟s funds on the part of the partnering co-funding
organization will be sought. Instances of less than this level of co-funding may be
considered if the project or program is deemed to be a priority that would have been
undertaken by CCFC without any support from a co-funder.

Examples of current CCFC partners are:
    CIHR Institute of Nutrition, Metabolism and Diabetes (administered by the
      Canadian Association of Gastroenterologists)

          o   The three components of the CIHR partnership program are:

                     CAG/CCFC Fellowship Award:
                     http://www.cag-acg.org/research/fellowships.aspx

                     Post Doctoral Fellow-Faculty Transition Award
                     http://www.cag-acg.org/research/postdoctoral_fellow-to-
                     faculty_transition_awards.aspx

                     Summer Student Scholarships
                     http://www.researchnet-
                     recherchenet.ca/rnr16/viewOpportunityDetails.do?prog=562&
                     view=search&terms=CAG&org=CIHR&type=AND&resultCount
                     =25

     FRSQ in Quebec
         o Funds doctoral and/or postdoctoral IBD researchers
            http://www.frsq.gouv.qc.ca/en/publications/autres_publications/communiq
            ues/pdf/communique_FCMII_FRSQ.pdf

     Alberta Heritage Foundation for Medical Research in Alberta
          o Funds doctoral and/or postdoctoral IBD researchers
              http://www.ahfmr.ab.ca/grants/2009-03_ccfc_ahfmr_partnership.php

     Michael Smith Foundation for Health Research in British Columbia
          o Funds doctoral and/or postdoctoral IBD researchers
             http://www.msfhr.org/funding/partnership_awards/trainee_partnerships

     Nova Scotia Health Research Foundation
         o Funds Regional Partnership Program projects related to IBD




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                                                                                      Administration Manual


                                                                                                         Policy # 103



SUBJECT: IBD Network Tissue Bank                          EFFECTIVE: September 30, 2008

DEVELOPED BY: Executive Director of the CCFC              REVIEWED/REVISED: August 24, 2009
IBD Research Institute and Scientific Liaison

DATE DEVELOPED: September 29, 2008                        PAGES :         1    OF       1.

ISSUED BY: Chief Executive Officer                        AUTHORIZING SIGNATURE:

                                                                                                  Chief Executive Officer



               POLICY TYPE : IBD Network Tissue Bank
               POLICY TITLE: IBD Network Tissue Bank

               Background:

               The IBD Network Tissue Bank was a separate entity outside the CCFC. It was originally
               designed to serve the needs of CCFC-sponsored researchers who, through the different
               grant programs available through the CCFC, could apply for funding with the idea of
               using the samples and data available through the IBD Network Tissue Bank. It was an
               example of a special initiative that “spun out” a resource available to advance IBD
               research. The resource was not utilized over a period of two years and, with the
               consensus advice of the IBDRI membership gathered for IBD 2009, the decision was
               made to wind-down and dissolve the external corporation. A brief synopsis of the history
               of the IBD Network Tissue bank follows.

                       The Crohn's and Colitis Foundation of Canada (CCFC) established the
                       national bank for tissue, serum and blood from patients with inflammatory
                       bowel disease (IBD) by creating a separate corporation on June 26th,
                       2000 (date of enactment of the by-laws of the “Inflammatory Bowel
                       Disease Network Tissue Bank - IBDNTB”). Investigators from across the
                       country were invited to submit material to the bank together with clinical
                       data. The clinical data were stored in a database developed to
                       complement the biobank component. Investigators were able to access
                       their own patient information from the bank for their own study purposes,
                       with the restriction that the distribution of tissue was restricted to specific
                       CCFC-funded projects. The first such project collected tissues from
                       newly diagnosed, untreated IBD patients to support an initiative aimed at


                                                                                                          220
characterizing microbes in colonic and ileal biopsies from such patients.
Members of the IBD Network were invited to contribute tissue samples
and data once each had completed and signed a material transfer
agreement and had their contract approved by the board of the IBDNTB.
All necessary institutional ethics approvals were in place and included
accepted consent forms for use with patients agreeing to contribute
samples and data. The target was to recruit 100 persons with Crohn‟s
disease or ulcerative colitis plus and additional 100 patients to serve as
controls.

By April 2004, a total of 70 of the 200 target had been enrolled. By July of
the same year, 162 enrollees had submitted samples and data to the
IBDNTB. Collection sites included facilities affiliated with the University of
British Columbia, the University of Alberta, Manitoba, McMaster, Queen‟s
and Dalhousie. In addition to the initiative described above, the criteria for
the submission of tissue were tailored to serve the needs of three specific
projects funded in the period between 2002 and 2004:

   1. At the University of Toronto, a group led by Dr. V.L. Chan used
   quantitative PCR to determine a potential causative role for
   Campylobacter jejuni in IBD (Negative result).
   2. At the University of Alberta, Dr. G. Tannock‟s group
   characterized microbes in the health GI tract to set a base line for
   interpreting changes in the microflora of IBD patients. Using bread
   range PCR, the group developed profiles of bacterial genetics in the
   control and IBD biopsies that were to be compared with existing
   libraries to determine bacterial phylogenetic identity (The types and
   numbers of bacteria associated with biopsy samples were distinctly
   different for UC and CD patients).
   3. At the Hsp. Ste. Justine, Dr. Seidman and his group used
   tissue from the IBDNTB to carry out a selected survey of several
   microbes and viruses that had been implicated in the initiation of
   IBD. These microbes included Mycobacterium PTB, Helicobacter,
   Paramyxo and herpes viridae. Both microbial cultivation and
   molecular diagnostic assays were employed to characterize the
   biopsied tissues (No positive findings reported).

After the targeted enrolment was achieved and the first round of grants
had run their course, the efforts of the IBD Network initiative on using the
IBDNTB to attract additional research studies diminished. The coordinator
left to join a pharmaceutical company and the IBDNTB continued
administratively. The CCFC‟s former National Executive Director, Michael
Howorth‟s illness and subsequent death also contributed to the lack of
promotion of the IBDNTB as infrastructure supportive of IBD research.
At the same time, efforts to design and initiate the GEM project attracted
the energies and time of the senior leadership in IBD research across
Canada. Individual institutionally-based tissue banks (e.g. at the
University of Calgary where IBD biopsies started to be collected in early
2007) facilitated projects more easily for researchers since local ethical
approval for specific projects was more predictably achievable. In the
end, with the GEM project opting to bank samples and data separately, a


                                                                                 221
new, project-based approach to tissue-banking and associated data
storage has become the norm across Canada.

Given the lackluster findings in the first round of projects, diminished
awareness building and promotion on the part of the CCFC, re-directed
energies of IBD research leadership and the new norms of local tissue
banks and/or project-based approaches, the samples and data housed by
the IBDNTB attracted less interest. Following a final sample transfer for a
project led by Dr. Denis Krause, all remaining biological samples were
destroyed in 2007 following a decision made by the IBDNTB Board
recommended by the new CEO of the CCFC. The Executive Director of
Research and Scientific Liaison of the CCFC subsequently gathered this
information summarized above and, with the endorsement of the IBD
research community gathered for IBD 2009 conference held in Toronto,
recommended dissolving the IBDNTB Corporation. The recommendation
to destroy the CD-ROM containing the data associated with the biological
samples (which have already been destroyed) is consistent with this
decision. Finally, the website URL www.ibdnet.ca is no longer functional
and there will be no need to continue to pay annual registration fees for
the domain name.

Remaining documentation related to the IBDNTB will be stored in the
office of the Executive Director of the IBDRI.




                                                                              222
                                                                                   Administration Manual


                                                                                                    Policy # 104



SUBJECT: Code of Ethics                                  EFFECTIVE: September 30, 2008

DEVELOPED BY: Director of Finance and                    REVIEWED/REVISED
Administration

DATE DEVELOPED: September 29, 2008                       PAGES :        1   OF       1.

ISSUED BY: Chief Executive Officer                       AUTHORIZING SIGNATURE:

                                                                                              Chief Executive Officer



                 POLICY TYPE : Miscellaneous
                 POLICY TITLE: Code of Ethics

                 The Foundation will adhere to the code(s) of ethics adopted by the Board of Directors as
                 outlined in the Board Policy and Procedure Manual.




                                                                                                      223
                                                                                  Administration Manual


                                                                                                 Policy # 105



SUBJECT: Special Events Alcohol Policy                     EFFECTIVE: April 1, 2009

DEVELOPED BY: Director of Communications and               REVIEWED/REVISED
Development, Director of Regional and Volunteer Affairs,
& Director of Finance and Administration

DATE DEVELOPED: March 27, 2009                             PAGES :      1   OF        3.

ISSUED BY: Chief Executive Officer                         AUTHORIZING SIGNATURE:

                                                                                           Chief Executive Officer


              POLICY TYPE : Risk Management
              POLICY TITLE: Special Events Alcohol Policy

              Objectives:

              The objectives of this Special Events Alcohol Policy are:
                  To promote the safety and protection of the staff and volunteers of the Crohn‟s
                     and Colitis Foundation of Canada (the Foundation) and the public.
                  To endorse self-responsibility and respect for others in the use of alcohol.
                  To encourage responsible decisions and harm reducing attitudes and activities
                     that are alcohol related, through appropriate educational programs.
              The Foundation makes reasonable efforts to implement these objectives by:
                  Requiring prior approval for each event where alcohol will be served to ensure
                     compliance with legislative, contractual, and policy requirements.
                  Holding individuals and groups accountable for adhering to this policy and/or
                     provincial law. All groups hosting events with alcohol are responsible for full
                     compliance with the provisions of this policy and the applicable provincial
                     Gaming and Liquor Act and Regulations.
                  Minimizing the dependence of budgets on alcohol-related sales or sponsorships
                     AND requiring the responsible use of budgets on alcohol-related expenditures.
                  Encouraging a balance between alcoholic and non-alcoholic service facilities and
                     programs so that the rights of all individuals, consumers and abstainers, will be
                     adequately served and protected.

              Responsibility to the Foundation

                     As agents for a cause, we are required to use all of our knowledge, skill and
                      experience to manage events in ways that diminish or eliminate threats to the


                                                                                                      224
      security and/or reputation of the Foundation. All activities carry risks; some, such
      as serving alcohol, increase the chance that harm can occur.
    When negotiating venue contracts ensure that you have clear protocols about
      guest removal. An onsite protocol & procedure document should be given to all
      staff at the onset of the event to ensure that when guests have had too much to
      drink that there are clear lines of accountability for staff and venue staff.
    Insurance, education, policies [off and on-site policies i.e. safety, crisis
      management (Anticipate, Back-up, Crisis Management Mode), third party,
      insurance, liability, emergency procedures, security checks, and enforcement
      etc..] are all standard things we must do to prove our due diligence. We should
      ensure that every server has smart serve training. As event organizers it is our
      job to ensure that we have all of the key measures in place, explain the risks and
      hazards to our boards and ensure that everyone working the event is
      communicated to and ensures policies and procedures are enforced.
    Have a "zero tolerance" policy regarding alcohol for all staff working1 at any
      event, and ensure all staff has received a written copy of this policy as well as
      training prior to any event to ensure there are opportunities to seek clarification
      on any point related to the policy.
Responsibility to event guests.
    Accept responsibility for the well-being of those invited to the occasion. This
      should never be interpreted to mean that guests will be permitted to do whatever
      they please, particularly if such behaviour puts them, or others, in danger.
    Never engage in any revenue-generating strategy that relies upon lowering the
      inhibitions of guests. Such behaviour is completely inconsistent with standards
      of professional practice.
    Ensure that there is security and staff patrolling and checking the entire venue to
      prevent unwanted sexual advances or situations which might result in guest
      feeling like their personal space has been infringed upon.
    Event staff should regularly circulate throughout the event to ensure that guests
      are of sound mind when participating in silent and live actions and capable of
      leaving the event on their own. It must be in written form on all public documents,
      i.e. tickets, event programs etc., that another form of transportation is available to
      minimize liability.

Special strategies for Managing Alcohol at events
    Ensure that all individuals serving alcohol are "Smart-Serve" certified and
       therefore able to identify people who should be refused alcohol service
    Tell individuals serving alcohol that they have the full support of management in
       any situation where they believe it is necessary to refuse alcohol service
    Identify individuals in advance who are likely to drink and drive and offer them
       complimentary transportation to and from the event
    Station individuals at exits to assess departing guests and to offer alternatives to
       those who are intending to drive after drinking:
       o Free cab ride (taxi vouchers)
       o Free cab ride and transfer of their car to their home
       o A driver to drive them and their car home
       o Tokens for public transportation

1
 Staff are working at an event if they are entitled to claim “in-lieu” or compensatory time for the
hours spent at the event.


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      Clear communication in promotional materials encouraging guests to leave their
       cars at home
     Chose event locations that are accessible by public transportation
     Complimentary tickets, free parking or reduced prices for designated drivers
     Offer to make hotel accommodation arrangements for guests who wish to be
       housed at, or near, the event location
     Limit the time of cocktail events and provide plenty of interesting and enjoyable
       alternatives to alcoholic beverages
     Serve plenty of food at cocktail events
     Do not allow guests to self-serve (no wine bottles on tables)
     Ensure servers regularly top-up water glasses (people at dinner parties can
       over-drink simply because they are thirsty and the only beverage available is
       wine)
Discontinue alcohol service well before the event concludes (to discourage the "one for
the road" drinker)




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